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;,
PBR-140

MANUAL OF NAVAL SERVICE WRITING

This document is property of the Pakistan Navy and

it's use is authorised for personnel in the COl{.rseof
their official duties (lnd on need to know basis. The
unofficial retention or destruction of this document
is an offence and the offenders are liable to be
punished severely.

TRAINING DIVISION

NA VAL HEADQUARTERS

ISLAMA6AD

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Naval Headquarters
ISLAMABAD

No TR/1232/G/XIII/PC 31 Dee 01

PRO MULGA TION ORDER

1. This Manual of Naval Service Writing (PBR -140) is hereby approved and promulgated
for information, guidance and compliance by the officers and staff in carrying out their staff
duties. This document is to be adopted and referred for all forms of General Service Writing
and Non Operational Writing in Pakistan Navy.

2. The details contained in the PBR are to be studied, interpreted and implemented with due
regard to the interests of the Service.

3. Necessary amendments to the Navy Regulations 1988 Part II will be issued in due course
of time.

BY ORDER OF THE CHIEF OF THE NAVAL STAFF

~~
SYED AHMED BAQAR HI(M)
Rear Admiral
Deputy Chief of Naval Staff (Trg & P)

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Suggestions for amendments or addition

to this Publication are to be forwarded
to

The Director of Naval Training

Naval Headquarters
ISLAMABAD

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CONTENTS
CHAPTER SUBJECT PAGE NO

Promulgation Order 111

Suggestions for Amendments V

Table of Contents VB
Record of Changes/Amendments IX

PART I - GENERAL SERVICE WRITING

V INTRODUCTION TO SERVICE WRITING AND STAFF DUTIES 1-1

~. THE RULES AND CONVENTIONS OF SERVICE WRITING 2-1

SECTION 1 - Standard Conventions
SECTION 2 - Protection of Documents
SECTION 3 - Other Rules

LK· SERVICE CORRESPONDENCE 3-1

, SECTION 1 - Introduction
SECTION 2 - Types of Correspondence

PART II - NON-OPERATIONAL WRITING

4. SERVICE PAPERS 4-1

~ BRIEFS 5-1

~ AGENDA AND MINUTES OF MEETINGS 6-1

7 SUMMARIES AND MINUTING 7-1

8. PREP ARING PRESENT ATIONS AND BRIEFINGS 8-1

TABLE OF CONCORDANCE Con 1

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RECORD OF CHANGES/AMENDMENTS

Change No Date
Insertion
Date of
of No
Insertion
whom
Change
By Inserted
~-
~1JPt- fl._oj

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CHAPTER 1

GENERAL SERVICE WRITING

INTRODUCTION TO SERVICE WRITING AND STAFF DUTIES

0101. GENERAL

1. In Pakistan Navy, officers are often required to carry out staff duties which embraces all
the responsibilities of staff officers. Same encompasses details on systems, methods and
procedures. To perform these duties efficiently, the staff officers follow standard writing
practices commonly known as Service Writing.

2. The term 'Service Writing' covers all writings originated officially within the Navy. It is
divided into 'operational' and 'non-operational' forms. Detailed instructions on Operational
Writing are contained in PBR 137 'Manual of Naval Methodology'. These forms of writing
cover the following types of correspondence:

a. Operational Writing.

(1) Appreciations and Concept of Operations.

(2) Operational Directives and Operation Orders.

(3) Administrative Orders and Instructions.

(4) All forms of reports and letters concerning operational matters.

b. Non-Operational Writing. Non-operational writing covers all other types of

correspondence, eg service paper, brief and synopsis, Etc.

3. Basic Differences. The basic differences between 2 forms of Service Writing are:

a. In operational writing, the style is brief, to the point and mission oriented. Maximum
use is also made of standard naval abbreviations and operational terminology. Text may
be in 'note' form, but if any extract from spoken comment is quoted for emphasis then the
exact words of the speaker must be used.

b. In non-operational writing, the normal rules of English usage are to be followed,

however, the characteristics of Service Writing may be adopted for this form as well to
keep the reader interested. The use of abbreviations and operational terminology is
restricted.

0102. CHARACTERISTICS OF SERVICE WRITING

1. Service Writing should obey the rules of good English prose but, above all, demands:

a. Simplicity. Simple and daily use language should be preferred over high sounding
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and unfamiliar words.

b. Accuracy. Facts and wording must be accurate. Opinions and deductions must be
distinguishable from facts.

c. Brevity. The reader must be informed in the shortest way consistent with accuracy
and clarity. Brevity is achieved by planning and careful editing.

d. Clarity. Service Writing must be intelligible, reasoned and unambiguous.

e. Relevance. Any irrelevant word, phrase or idea must be excluded. The test is 'If
this is omitted will the argument be affected?' Only the affirmative answers qualify for
inclusion. Adherence to the subject, which should be single in nature, is essential.

f. Logic. Deductions must be fully justified and contained in sentences and

paragraphs which flow in a logical sequence related directly to the argument.

g. Standardization in layout. The layout used for service correspondence should be in

accordance with the standard formats promulgated in this manual.

2. Style. The presentation of facts and arguments in a logical sequence in order to convey
the value of an idea or justify a course of action and to tell the tale plainly may preclude the
use of forceful, flowing prose in favour of a straightforward arrangement using short words,
short sentences and short paragraphs. There is no excuse, however, for Service Writing to be
dull and lifeless and the style should always be sufficiently attractive to hold the reader's
attention. Style depends on:

a. Choice of Expression. The following points will help improve the expression:

(1) Avoid abstract nouns where verbs or adjectives can be used, eg 'the present
restrictions must continue' rather than 'the cessation of the period of restrictions
cannot be made'.

(2) Use the active rather than the passive construction of the verb, eg 'he altered
course' rather than 'the course was altered by him'.

(3) Use familiar, simple words rather than obscure ones.

(4) Avoid archaic and flowery expressions.

(5) Avoid tortuous wording.

(6) Beware of cliches; most have lost their original force through over-use and can
easily irritate the reader.

(7) Avoid slang as a general rule, although the occasional use of an expressive word
in the right place may add emphasis and colour.

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(8) Avoid jargon and officialese, which produce an unnatural style. Its use may
lead to misunderstanding by those not familiar with a specialty. Similarly,
officialese is neither concise nor clear. Some examples are:

J argon/Officialese English

'The Committee gave further 'The Committee

consideration to a memorandum reconsidered a
containing proposals with regard to proposal that ...'

'Proposals under which Proposals for reviewing

Service pay would be brought Service pay ... '
under review '

'Endeavour to commence ...' 'Try to begin ....'

'Having regard to the fact that ... ' 'As ...'

'A percentage/proportion of 'Some'

'This is a matter of very considerable 'This is urgent.'

urgency.'

'At this point in time' 'Now'

'Prior to' 'Before'

'Subsequent to' 'After'

b. Choice of Words. The writer must know the exact meaning of every word in order
to avoid ambiguity, vagueness and misunderstanding. Short words are normally
preferable to long ones, but what matters most is the use of the right word in the right
context.

c. Construction. A forceful argument can best be developed by a logical sequence of

paragraphs and sentences. Paragraphs may have to be subdivided for clarity, but the
unity of ideas in each paragraph must be preserved. Crisp sentences are often best, but
they should not be so brief that the whole paper loses its continuity.

d. Punctuation. Punctuation is intended to aid clarity not to alter meaning. Commas

should be used sparingly; they can never be used successfully to hide the poor
construction of a sentence.

3. Service Writing cannot be turned into attractive prose just by avoiding errors in the use of
language. The rules set out in this manual will, however, help the writer in improving the
quality of his staff work. There are no short cuts to writing straightforward English; the habit
is acquired only by studying good prose and by constant practice with critical review and urge
for improvement.

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0103. STAFF DUTIES

1. Commander and Staff Relationship. A commander alone is responsible for all that his
headquarters and units achieve or fail to do so. In performing his command functions, he is
assisted by a staff. The commander and his staff are a military entity with 1 purpose, which is
the successful accomplishment of the assigned mission.

2. Staff Activitv. The staff normally carries out 6 basic functions:

a. Planning and to update the facts.

b. Analysing all relevant factors.
c. Recommending feasible solutions.
d. Preparing and issuing orders based on commander's decision.
e. Coordinating with the higher headquarters and other commands.
f. Over viewing the execution of orders to remove any irritants.

3. Conclusion. A staff officer must protect his commander from irrelevant details,
inaccurate and incomplete data to avoid hurried and biased decisions. While doing so, he
must not forget that he is a part of the decision made by his commander. He must be
punctual, punctilious and pedantic in Service Writing.

0104 - 0200. Unallocated.

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CHAPTER 2

GENERAL SERVICE WRITING

THE RULES AND CONVENTIONS OF SERVICE WRITING

0201. GENERAL

1. This chapter contains the basic rules and conventions used in Service Writing to aid the
clear communication of facts and discussion. They help each person concerned, namely:

a. The Originator. Knowing the rules, the originator automatically conforms to

standard layouts and other conventions and does not waste time devising his own.

b. The Typist. The typist does not have to adapt drafts to make them suitable for
typing.

c. The Reader. The reader receives a document which conforms to a familiar pattern
and is easy to read.

2. The conventions apply to manuscript and typewritten work but not necessarily to all
printed documents. For instance, the printer commands a wide variety of type styles and sizes
and can vary the spacing of words and letters to align the right hand margin vertically. Work
produced on word processors may also vary in spacing and layout dependent on the
capabilities of the equipment used. Standard layout for typing is at Appendix I to Annex B to
Chapter 2.

SECTION 1 - STANDARD CONVENTIONS

0202. BASIC PARTS

1. Most documents have 3 basic parts: the superscription, the text and the subscription. The
contents of each part may vary with the documents, but in all cases the superscription
comprises everything above the text and the subscription everything below it. An example
which illustrates these parts and includes all the basic conventions of a standard layout in
Service Writing is at Annex A to this Chapter. This and other examples in this Manual are
designed to illustrate the position of the various elements, not all of which need to appear in
anyone form of Service Writing.

0203. HEADINGS

1. When a document is lengthy or the subject complex, the text is divided by headings.
These assist the writer's logical development of the theme and direct the reader's attention to
what follows. Except in operational writing, headings should stand on their own and not form
part of any sentence that follows, eg following is wrong:

'Library Hours. These will be discussed on 1 Oct 01'.

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The correct version should be:

'Library Hours. The library hours will be discussed on 1 Oct 01' .

2. The Subiect Heading. Most documents start with a short statement of the subject called
the subject heading. In a simple document the subject heading starts at the left margin in
under-lined capitals and is not followed by a full stop. In documents involving the use of
main headings, the subject heading is treated as a main heading. The 2 examples are as
follows:

CANCELLATION OF DRAFT - 0 NO 882388 M KHAN STD I

MISSILE COUNTERMEASURES - REAPPRAISAL

3. Main Headings. A main heading is placed centrally over the typed area, in underlined
capitals and not followed by a full stop. In a 2 line heading, if one is necessarily shorter than
the other, the second line is to be the shorter and placed centrally under the first, eg:

REVIEW OF EXISTING SYSTEM OF TRAINING IN TECHNICAL BRANCHES OTHER

THAN THOSE OF AVIATION

4. Group Headings. A group heading is used to introduce one or more paragraphs on the'
same general subject. It covers all subsequent paragraphs before the next main or group
heading. It occupies a line by itself beginning at the left margin; and is not followed by a full
stop. Group headings are in capitals and underlined; heading 'NUMBERING OF
PARAGRAPHS' appearing below in Article 0204 of this Chapter is an example. Article
heading is to be given as per the pattern of Group heading.

5. Paragraph Headings. A paragraph heading covers only its own paragraph and any
integral subparagraphs. Initial capitals are used for important words; the heading is
underlined and followed by a full stop, Not every paragraph need have a heading, but once a
paragraph heading is used, succeeding paragraphs down to the next main or group heading
should have headings. A paragraph heading may be on a line by itself (followed by a full
stop) followed immediately by subparagraphs. Headings of Article 0203 (2) to (6) and Article
0232 (2) are examples.

6. Subparagraph Headings. Sub paragraph headings and those of any further subdivisions
follow rules similar to those for paragraph headings. Details are contained in Annexes A and
B to this Chapter.

0204. NUMBERING OF PARAGRAPHS

1. Paragraphs are numbered in Arabic numerals, but a single paragraph is not numbered. A
paragraph can never have a single subparagraph. In letters to the public the writer should be
guided by good taste in deciding whether to number paragraphs; letters of condolence, for
example, should not have numbered paragraphs.

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2. The first line of an unnumbered paragraph is not indented (See Para 5 of Annex B). The
method of numbering paragraphs and subparagraphs and of indenting subparagraphs is given
at Annexes A and B to this Chapter.

0205. SUPPLEMENTARY DOCUMENTS AND ENCLOSURES

1. Annexes. Supplementary documents that amplify the parent document are called
annexes. They are used when the inclusion of all the detail in the body of the parent
document would make it cumbersome. Annexes should:

a. Be referred to in the text of the parent document.

b. Be lettered consecutively in capitals, normally in the order in which they appear in

the text, a single annex being lettered Annex A. In specific cases, however, such as
operation orders, a particular alphabet will always be earmarked for use with the annex
dealing with a particular aspect of the operation order, eg, Annex C for communications,
Annex P for public relations, if such an annex is required. It may be noted that adding
inverted commas to alphabet of annex and using term 'annexures' are non-standard
practices.

c. Have their own subject headings.

d. Be listed in alphabets at the close of the parent document under heading 'Annex:' or
'Annexes:' the wording used to identify them being the same as their subject headings.

e. Show the main document reference at the top right corner so that it can be identified
even if detached from, or issued separately. The format can follow either of the
following depending upon the space available:

ANNEX A TO OPORD 3/01 or ANNEXA TO

DATED 7 DEC 01 COMNA V LETTER 2303/211
DATED 10 DEC 01

f. Be copy numbered if falling within the categories listed in Article 0219 (1).

Annexes should normally be attached to the document to which they relate but may be issued
separately if circumstances dictate. Distribution of annexes dealing with specialized matters
which do not concern all recipients of the main document may be restricted to those who
require the special information.

2. Appendices. Supplementary documents that amplify an annex are called appendices.

They should:

a. Be referred to in the text of the parent annex.

b. Be numbered consecutively in Roman numerals in the order in which they appear in

the text, a single appendix being numbered Appendix I.

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c. Have their own subject headings.

d. Be listed in numbers at the close of the parent annex (but not the main parent
document), under the heading 'Appendix:' or 'Appendices:' the wording used to identify
them being the same as their subject headings.

e. Show the reference of the covering annex at the top right corner. The format can
follow either of the following:

APPENDIX I TO ANNEX A TO or APPENDIX I TO

FHQ LETTER FAO/353 ANNEXCTO
DATED 25 DEC 01 FLEET STANDING ORDERS

f. Be copy numbered if falling within the categories listed in Article 0219 (1).

3. Enclosures. Documents which are complete in themselves and sent with a covering
document are called enclosures. They are referred to in the text of the covering document.
Enclosures are listed numerically at the end of the parent document under the heading
'Enclosure(s):' or 'Encl(s):' stating their title and reference. If the enclosure has a copy
number this is also to be stated.

0206. DISTRIBUTION

1. The correspondence is always addressed to the holder of an appointment and not to a

headquarters or unit. If a Service document has up to 2 addressees, these are normally shown
at the top left of the first page. If there are several addressees, they are to be listed under the
heading 'Distribution:' immediately after the signature block, but on the left side of the last
page, or on a separate sheet of paper. The term 'See Distribution' is then inserted in the
normal addressee position.

2. When there are several addressees, the order in whichthey are listed is to be:

a. External action addressees.

b. External information addressees.

c. Internal addressees (action and information separately if required). The order in

which internal addressees are listed depends on the seniority.

Note:

1. External addressees are listed with respect to seniority; the addressees at Headquarters are listed before the
subordinate units. In case seniority can not be established, eg for officers of other Services, they are shown in
alphabetical order.

3. If more than one copy of a document is being sent to any addressee the number of copies
being despatched is added in brackets unless it is 'copy numbered', when the copy numbers
are shown against the addressee.

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4. When it is necessary to ensure that correspondence is seen by a certain individual, the

expression 'For the attention of ...' is inserted in brackets beneath the address, and the
envelope is similarly marked [but see also Article 0218 (2)].

0207. SIGNATURE

1. In all Service Writing, other than demi-officialletters, the identity of the signatory is to
be shown in the signature block, together with the title of the authority on whose behalf the
document is signed. The signature block therefore contains:

a. The initials and name of the signatory in block capitals but neither bold nor
highlighted in distinct font.

b. The signatory's rank and Service where appropriate. Pakistan Navy in full IS
suffixed to the ranks of Captain and below written in full.

c. The originating authority, which may be either the signatory's appointment or that of
the superior for whom he is signing, in the latter case the word 'For' being typed before
the appointment remaining within the signature block. The 2 examples are:

ZAHEER BABUR BABURKHAN

Commodore Captain Pakistan Navy
For Commander Logistics Commanding Officer

d. Retired officers filling staff appointments are to write their names with suffix
'Retired' in brackets when signing official correspondence, minutes, documents and
signals.
~-~

2. The signatory should personally sign the copies of documents going to action addressees
and to those information addressees who are senior to the authority on whose behalf the
document is signed. Other copies may be reproduced or rubber stamped to show that they are
authenticated. When numerous copies are duplicated it is usually acceptable for the signatory
to sign the original or stencil.

3. When a commander or senior staff officer has personally drafted or approved an urgent
policy or other important document and is unable to sign through unavoidable absence, the
document can be signed over the commander's complete subscription block by an officer on
his behalf. On these occasions 'For' is written in manuscript alongside the signature block
together with an explanation, eg 'Absent on duty', also in manuscript below the signature
block within bracket.

ABAJWA
Commodore
For COMDESRON 25
(A aD)

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0208. MISCELLANEOUS

1. Inserting the Date. The signatory of a document is to insert the day of the month in
manuscript at the time of signing.

2. Drafts. Manuscript drafts should be double spaced but otherwise similar in layout to the
required format. Proper nouns should not be in capitals unless the provisions of Article
0227 (1) are applied. The superscription and subscription may be abbreviated eg full address
of Fleet Headquarters may be replaced with FHQ. All drafts, whether typed or in manuscript
are to be allocated appropriate security classification (protective marking). Word 'DRAFT' is
to be written below security classification (protective marking) on all drafts except those
requiring approval which are to carry 'DFA' (draft for approval) instead.

3. Amendments. When a paper, draft or letter is revised or resubmitted with amendments,

paragraphs which contain amendments or new subject matter are to be sidelined for ease of
reference. It is particularly important to follow this practice when long drafts are being
amended.

4. Rules for Typists. The standard layout is at Annex A to this Chapter and the rules for
typists are at Annex B to this Chapter. The annexes to Chapter 3 show detailed examples of
types of correspondence.

0209 - 0215. Unallocated.

SECTION 2 - PROTECTION OF DOCUMENTS

0216. PROTECTION

1. This section covers only the basic security rules for the preparation of papers requiring
security protection. Everyone concerned with such papers must read the security instructions
contained in relevant books and orders in force.

0217. SECURITY CLASSIFICATION

1. The security classification (new designation protective marking) indicates the degree of
protection that needs to be given to the information contained in a document. More detailed
information and definitions concerning security are contained in the relevant security manuals
which should always be referred to when in doubt. The following 4 protective markings are
used in Service Writing. NR 6208 defines these classifications:

a. Top Secret.

b. Secret.

c. Confidential.

d. Restricted.

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2. Originators of classified documents are to apply the appropriate protective marking at the
earliest opportunity avoiding over classification. All classified documents are to be marked in
such a way that their protective marking can be seen at a glance and cannot be overlooked.
The following rules apply:

a. All classified documents are to have their protective marking boldly printed or
typewritten in capitals clear of all text at the centre of the top and bottom of the front and
back covers and each page of text, or in such position that, when the pages are fastened
together, the classification will not be obscured.

b. In addition to any typed or duplicated marking of their protective marking, all

classified documents are to be overstamped with their protective marking in red (or other
contrasting colour) at the top and bottom of the front and back covers, and each page of
text, and in the case of documents classified Top Secret, the reverse sides of pages of text
which are blank.

3. Overstamping is not necessary on documents produced on paper with pre-printed

protective marking on both sides, nor reproduction copies of documents which are clearly
overs tamped provided the protective marking is clear on the reproduction copy. Photocopy
reproduction of documents must, however, be stamped on the reverse side of pages which are
blank.

4. In loose leaf books, the protective marking is to be printed or stamped centrally at the top
and bottom of the front and back covers and similarly on every page. Loose leaf binders are
not permanent bindings, and stapling is not a secure form of fastening.

5. In books permanently and securely bound the protective marking is to be printed or

stamped the centre of the top and bottom of the outside of the front and back covers, the title
page, the first and last pages and on any insertions such as maps, chartlets, drawings, sketches
or photographs which may be incorporated and individually classified.

6. In a document which embodies several self contained sections, each page of each section
is to bear the highest protective marking appropriate to the section. The whole document is to
bear a protective marking at least as high as the most highly classified section it contains.

7. Where the content concerns several items of differing protective marking each item of
minutes of meetings or directives is to be marked in the margin with its own protective
marking so that subsequent action is not hampered by the whole. Sections of such documents,
when extracted, are considered as separate documents and classified according to the content
of the portion extracted ..

8. A covering letter, minute or brief is to be marked with a protective marking appropriate

to its own content, and attention is to be drawn to the protective marking of the enclosure by
marking the letter or minute at the top of the first page, eg 'COVERING TOP SECRET' or
'CONFIDENTIAL COVERING SECRET'

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0218. PRIVACY MARKING (DESCRIPTORS)

1. Privacy Marking (new designation Descriptors) are used to reinforce the 'need to know'
principle. They indicate the nature of the sensitive material and also indicate the broad
categories of persons who may have access. Where applicable, documents are to be endorsed
with the appropriate descriptors, eg 'STAFF' or 'MEDICAL'. A list ·of the authorized
descriptors is at Annex C to this Chapter. A document bearing a descriptor will normally be
only used with a protective marking and should follow the protective marking on the same
line, eg 'CONFIDENTIAL - STAFF' instead of 'STAFF IN CONFIDENCE', at the top and
bottom of every page. The exception to this use is descriptor 'PERSONAL'. Document using
this descriptor without a protective marking must be protected as a RESTRICTED document.

2. Letters or documents intended exclusively for a particular person or addressee should be

inserted in the inner of 2 sealed envelopes. The inner envelope is to be clearly marked 'To be
opened by' followed by the addressee's rank, name and appointment. In the prolonged
absence of the addressees such letter may be opened only by the authorized deputy for the
addressee. This system is different from that outlined in Article 0206(4), the essential
difference being that envelopes marked 'For the attention of ...' may be opened and filed by
secretariat staff.

3. Any letter, document, pamphlet, Service publication, including extracts, drawilJ.gs,

diagrams and microfiche, whether classified or not, which is sent to a foreign recipient, is to
be protected from unauthorized disclosure.

0219. COPY NUMBERING

1. The following documents are to bear individual copy numbers:

a. All Top Secret and Secret documents.

b. Operation and administrative/logistic orders irrespective of protective marking.

c. Those requiring special handling procedures.

d. Confidential documents where the originator decides there is a special requirement.

2. Copy numbers are to be marked on documents as follows:

a. At the top right corner of the cover or the first page of the main document.

b. Similarly on the first page of each annex, appendix, trace or other attachment
forming part of the copy numbered document.

c. In the form 'Copy No 1 of 20 copies', ie the first copy of a total of 20 copies. Where
only a single copy is made this is to be designated 'Copy No 1 of 1 copy'.

d. In the distribution list, to indicate the copy number issued to each addressee.

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3. When there is a wide and regular distribution of a series of copy numbered documents
each addressee should receive the same copy number with each distribution.

4. Duplication. When it is necessary to produce further copies of a document which

already bears a copy number, copying is to be strictly controlled and authorized in accordance
with security regulations and the additional copies are to be marked 'REPRODUCTION Copy
No of copies'.

0220. PAGE NUMBERING

1. All pages of multi-page documents are to be numbered at the bottom center, immediately
above the protective marking and descriptor. Pages of chapters are normally to be numbered
consecutively from the beginning to end of the whole document. When this is
administratively inconvenient, eg in the case of a loose-leaf book or when constituent parts
are circulated separately, pages may be given the chapter number followed by the page
number. Pages of an annex, including a single-page annex, are to be given the letter of the
annex followed by the page number, eg 'A-I', 'A-2', Etc. In addition pages of annexes that
follow chapters, as in this volume, are to have the annex letter preceded by the chapter
number, eg 'lA-2', Etc. The pages of an appendix are to be given the number of the chapter,
the annex letter and the appendix number, followed by a dash and then the page number, eg
'5B4-2' would be the second page of Appendix IV to Annex B to Chapter 5.

2. The following rules also apply for all copy registered numbered documents:

a.o"..Single-page documents are to be page numbered.

b. The main document is to include, below the copy number, or in place of the copy
number if there is not one, a statement of the total number of pages in the entire
document (including all annexes or other attachments) in the form 'Total Pages ..... '.

c. The total number of pages in the main part (excluding annexes and other
attachments) is to be shown on the first page of the main part at the bottom center, but
above any protective marking or special marking, as part of the page number in the form
'lof9'.

d. The total number of pages in each annex, appendix or other attachment is to be

similarly shown on its first page, with a page number in the form 'A-l of 1', 'B2-1 of 3',
if the attachment is classified TOP SECRET or SECRET.

e. A list of effective pages is to be included with the document; this may be provided in
the list of annexes and enclosures (see Article 0205).

0221. CODE WORDS AND NICKNAMES

1. A code word is a single word used to provide security cover for reference to a particular
classified matter, whereas a nickname consists of 2 'vords used for convenience for reference
to a particular matter where security protection is not required. Both are written in capitals;
the examples are:
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Code Word Operation GRANDS LAM, Exercise FREEPLA Y.

Nickname RAM ROD, TALL BOY.

2. Code Word. The primary purpose of code words is to ensure proper security concerning
intentions and to safeguard information pertaining to classified operations and projects.
Examples of the use of code words include:

a. Providing names for plans, projects and operations.

b. Concealing intentions in documents, communications and discussions relating to

plans, projects and operations.

c. The designation of geographical locations in conjunction with the above

subparagraphs.

3. Nicknames. The nicknames do not provide security cover and may be used, when
convenient, for unclassified and RESTRICTED matters only. Responsibility for the selection
of a nickname rests with the originator, who is also responsible for informing all concerned of
its meaning. A nickname is invariably to consist of 2 words, neither of which is to be a colour
and is to be written in capitals. Care must be taken to ensure that the 2 words are kept distinct
by pairing words not normally associated, so that there is no danger of their being read as one
word and, as a result, being mistaken for a code word eg the pairing of words such as
'CROSS' and 'ROADS' or 'MATCH' and 'BOX' is to be avoided.

0222 - 0225. Unallocated.

SECTION 3 - OTHER RULES

0226. EXPRESSING ORDERS AND INTENTIONS

1. The following words should be used to express orders and instructions:

a. 'Is to' or 'Are to' (Imperative). The words 'is to' or 'are to' are used to convey a
direct order.

b. 'To ... .' (Infinitive). The infinitive form of the verb is used to express an mm,
mission or intention.

c. 'Should'. In directives or instructions 'should' may be used to express the

requirement where it is necessary to leave initiative and discretion to the commander on
the spot.

2. Specific Meanings. The following words have specific meanings in the Service:

a. 'Intend'. 'Intend' is used to signify an intention which will be carried out unless
countermanded by higher authority soon after receipt of the correspondence.

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b. 'Propose'. 'Propose' is used to suggest a course of action which will not be carried
out unless approved by a higher authority.

c. 'Request'. When used by a senior to a junior, 'request' is a courteous method of

conveying an order; otherwise its meaning accords with English usage.

d. 'Will'. The verb 'will' is used only to convey information or express the future
tense.

0227. CAPIT ALS

1. Capital letters are used for every letter of the following:

a. Subject, main and group headings.

b. Code words, nicknames, brevity codes and callsigns.

c. Protective Marking, Descriptors and Precedence markings.

d. The word 'DRAFT' at the top of a draft.

e. Well familiar abbreviations.

f. The names of ships, establishments, PAF bases, eg FAISAL.

g. The reference block on annexes and appendices.

h. The post town in the address of the addressee.

J. The name of the signatory in the signature block of a letter.

k. Zone time when spelt out in full.

1. The first 3 letters of the month in the DTG of signal messages being referred.

2. In addition to the opening word of a sentence, capital letters are to be used for the first
letter of:

a. A proper noun, or adjective de~ived there from, eg 'Pakistan', 'Pakistani'.

b. The important words in paragraph and subparagraph headings.

c. The first word of each item of a tabulated list.

d. The principal words in ranks and appointments when referring to a specific

individual or appointment, but not when using the term collectively.

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e. Words associated with the particular, eg 'Page 1', 'Annex A', 'Paragraph 3', Etc, or
by rule of common usage, eg days of the week and months of the year.

f. The words 'Service(s)' where it is used as a noun or adjective to refer to the Pakistan
Armed Forces.

g. The words 'Navy' and 'Naval' where it is used to refer to Pakistan Navy ...., eg in the
Naval Officers. These words will be without capitals when referring to navies in general.

0228. PUNCTUATION

1. Normal punctuation is used in the text of Service Writing. Lists and subparagraphs are
introduced by a colon [except where immediately following a paragraph heading as in Article
0232(1)], and each subparagraph ends with a full stop, unless further subdivided. Full stops
are not to be used in or after abbreviations except at the end of a sentence, nor are they to be
used between a person's initials. Commas are not to be used between the abbreviations for
decorations as:

Rear Admiral Humayun Bakhtiar HI(M) S Bt

Lt Cdr Saeed K Bangash TI(M) PN

0229. HYPHEN

1. The use of hyphens is to be reduced to the minimum consistent with good sense and clear
meaning. As examples, 'write off and 'day to day' have been allowed to stand on their own,
whilst 'cooperate' and 'subparagraph' have been combined into a single unhyphenated word.
Cases will arise, however, where a hyphen should be used to prevent ambiguity or a change of
meaning. Authors should follow the examples in this book, but otherwise must use their
discretion to create text that is clear, consistent and unambiguous. Some examples are,
'Straight-line graph', 'Date-Time Group', '1-1/2', 'Demi-Official'.

0230. SPELLING

1. The authority for spelling is the latest edition of Concise Oxford Dictionary. The first
spelling given should normally be preferred for words with different spellings, eg center
instead of centre, despatch over dispatch. There are some exceptions, eg 'Enquiry' is not
preferred over 'Inquiry' due to wide and customary
, use in abbreviation BOI.

0231. UNDERLINING

1. Underlining should not normally be used to achieve emphasis for which repetition may
be preferred, 'All repeat all unidentified contacts are to be attacked'.

0232. ABBREVIATIONS AND ACRONYMS

1. General.

a. In the text of non-operational writing the only abbreviations normally used are those
for dates, ranks, appointments and units. However, other abbreviations or acronyms may
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be used if the writer considers them helpful and their use is not likely to cause confusion.
They must be explained the first time they appear in the text or be listed in a separate
annex unless they are:

(1) In NR Appendix LIT.

(2) In general use, eg PAF, NA(P), CSO.

(3) Specialist abbreviations well understood by both writer and all likely recipients
of the paper in question.

b. If any abbreviation or acronym is used then such use must be consistent throughout
the document concerned.

2. Other Rules.

a. Composite Nouns. Any composite noun or one containing a prefix or suffix, may be
abbreviated by shortening that part of it for which there is an authorized abbreviation, eg
Mob (mobilization), demob (demobilization).

b. Full Stops. Full stops are not used within an abbrevi~tion, pneumonic or acronym,
egPNo,OTC.

c. Plural. Some abbreviations indicate both the singular and the plural forms and do
not require the addition of's'. If the addition of's' is necessary, it is always placed at the
end, eg C in Cs and will be read as Commanders in Chief.

d. Ampersand. An ampersand (&) is to be used instead of 'and' where appropriate in

titles only, eg O&M, R&D, Messrs Khan & Brothers.

3. Use in Operational Writing. In operational writing and signal messages maximum use of
abbreviations and acronyms should be made, subject to the rules in Article 0232(1)
and (2).

4. Allied Forces and Non-Service Authorities. Special care is needed to ensure that any
abbreviations used in documents or messages to be read by members of allied forces or by
non-Service authorities will be understood by them.

L33. DATE AND TIME

1. A date is to be written in full for the first time in the order: day, month, year.
Subsequently it is abbreviated by using the first 3 letters of the month followed by the last 2
figures of the year. Cardinal numbers are to be used for the day, eg:

In full: 1 December 2001

Abbreviated: 1 Dec 01

A night is described by both dates over which it extends, eg:

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'night 29/30 Sep' or 'night 30 Sep/1 Oct'.

2. Time is expressed in 4 figures by reference to the 24-hour clock; the first pair of figures
indicates the hour and the second pair the minutes past the hour. In operational writing the 4
figures are followed by a time zone suffix. The zone suffix L is not to be used to indicate
local time. In appreciations and orders where the format includes the phrase 'Time Zone
Used Throughout the Order (Appreciation): ...., times in the text do not require a zone suffix.
In other Service Writing, the 4 figures may be followed by the time zone suffix or 'hours'
when confusion with other figures, such as grid references and other time zones, is possible.
The word 'hours' is never used after the time by the 24-hour clock: The 4 figure time may be
followed by the time zone suffix in the same way as in the other Services, eg 2345E.
•

3. The term 'midnight' is not used when referring to that precise time. '0001' or '2359' and
the date are used, eg '160001 or 152359 Jun' represents midnight on the night 15/16 June.
The term '24 hours' is never to be used as a time of the day.

4. While never used in Service Writing, time expressed in terms of 12-hour clock followed
by 'am' or 'pm' is normal in dealing with most civilians and invitations to social events.

5. Date-Time Groups (DTGs). DTGs are used to give the date and time of origin of signal
messages and certain orders; they consist of 6 figures, the first 2 giving the day of the month
and the last 4 the time. DTGs of signal messages must be followed by a time zone suffix, the
first 3 letters of the month in capitals and the year. The DTG may also be used to denote a
date and time in the text of Service Writing. It should then be followed by a time zone suffix
when an ambiguity may arise or when operation orders or appreciations are not covered by
the exempting phrase. DTGs may be amplified by the addition of the month and year, eg
1415E on 2 October 2001 is written 021415E OCT 01. An example of signal reference in
Service correspondence is as follows:

'Reference:

A. COMDESRON-25 Signal DTG 092345E NOY 01.

0234. NUMERALS

1. In all writing, fractions and whole numbers, except one, are normally to be written in
figures. When a number is the first word in a sentence or when it refers to quantitative
numbers of formations, units or detachments, it should be spelt out to avoid confusion. When
a number, as part of a title, begins a sentence, it is not to be written in full. The figure' l' is
used whether it occurs in dates, paragraph and chapter numbers, serial numbers, in tables and
diagrams, Etc. If adjacent numbers indicate quantities and dimensions, either the first should
be spelt out, eg 'twelve lO-ton trucks', or the adjacent numbers should be separated by the
multiplication sign, eg '12 x lO-ton trucks'. Ordinals are usually spelt out, eg 'Second World
War', except when forming part of the formal title of a Service unit or formation, eg 2 Marine
Battalion, 27 PN Staff Course.

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0235. REFERENCES

1. Identifying Reference. All Service correspondence have an identifying reference which

may be number(s), letter(s) or a combination of both. Supplementary documents other than
enclosures bear the reference of the parent document. The identifying reference is placed
opposite the last line of the originator's address as shown in annexes to this Chapter and to
Chapter 3.

2. Reference to Other Papers. If reference is made to any document not enclosed with a
letter or paper, the title or identifying reference and date of that document is to be shown
immediately above the text below the word 'Reference(s)'. The originating authority is to be
prefixed to the identifying reference, when this is not self-evident in the letter. Each
document listed is to be identified by a capital letter and may be referred to in the text, eg
'vide Reference A' or 'vide reference above' but not as 'reference 'A'. Alternatively:

a. The system of notation for notes outlined in Article 0236(1) and (2) may be used
as the reference system.

b. When a single reference is involved, particularly in demi-official letters and

letters to civilians, it may be included in the text or in the space sometimes provided in
a printed letterhead.

3. References to Signal Messages. Reference to signal messages is made by quoting the

originator, DTG and any other identifying reference.

4. Reference to Extracts and Translations. Extracts from a document are identified by the
original paragraph or subparagraph number with chapter number as appropriate, but never by
page numbers. When a document is translated or reprinted, the original chapter, article and/or
paragraph numbers are normally retained but page numbers may be changed.

5. References to Maps and Charts. Maps are identified by map series (country or
geographic area if required), sheet number (name if required), edition and scale. Charts are
identified by the number and title. Date of publication, last new edition and last large and
small corrections provide more comprehensive description.

0236. NOTES

1. Amplification of specific points in ~tables or diagrams may be made by using 'Notes'.

They are not normally used in the text of Service papers to avoid breaking the logical
progression; instead use of annexes is made.

2. Notes are numbered consecutively in Arabic numerals, the series starting anew for each
supplementary document. They are listed under the heading 'Notes:' in any suitable position,
but normally at the foot of the page on which they occur, below a line and justified to the left
hand margin. The notes are to be printed in smaller font than the normal print of the text of
book to differentiate the same.

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3. Notes may be general, referring to the page or document as a whole, in which case they
are listed first in order of priority. Notes which refer to specific points in the text are listed
after general points, if any, in the order in which the point concerned first appears on the page.
The point in the text, to which such notes refer, is emphasised by placing the number of note
in brackets immediately after the point of concern. The annexes to this Chapter are to be
referred for examples.

0237. PRECEDENCE

1. Letters and papers requiring quick handling may be given a precedence marking. These
markings are not to be used for covering up a belated response. There are 2 degrees of
precedence:

a. Immediate. The precedence' IMMEDIATE' is to be reserved for matters of great

urgency. Papers marked 'IMMEDIATE' take priority over all others in preparation, are
despatched by the fastest means available and given precedence in handling and action by
their recipients. The precedence MOST IMMEDIATE is also used to indicate urgency of
highest order. Authorization of MOST IMMEDIATE precedence is normally confined to
senior staff officers and commanding officers and must be used with discrimination.

b. Priority. The precedence 'PRIORITY' is to be reserved for matters which require

precedence over ordinary mail. Though despatched by normal postal or other delivery
services, papers marked PRIORITY are given first precedence after those marked
IMMEDIATE.

2. Marking. The precedence marking is to be shown in capital letters at the top right of the
first page only. If the letter or draft is classified, or has a descriptor, the precedence marking
is to be one double space below the line, and to the right of the protective marking or
descriptor. During internal office handling the papers should be marked additionally with an
appropriate precedence tab.

0238. DESCRIPTIONS OF FORMATIONS, UNITS AND DETACHMENTS

1. Titles of formations and units are normally written in their abbreviated form; Identifying
numbers are written in Arabic numerals before the description:

SUBRON 5 (5th Submarine Squadron)

29 Squadron (29 Naval Air Squadron) ~

2. Quantitative numbers of formations, units and detachments are always written in full:

One frigate squadron (a single frigate squadron)

Two helo squadrons.

3. A formation or unit from which a portion is excluded is described as:

DES RON 25 less TARIQ

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0239. DESCRIPTIONS OF LOCATIONS AND AREAS

1. Location and Points. There are 5 ways of identifying positions:

a. Place Name. In addition to the name of a place, the grid reference or latitude and
longitude is normally given the first time the place is mentioned in the document.

b. Grid Reference. For Inter Services correspondence, the group of 6 or 4 figures may
be preceded by the block of 2 capitals designating the IOO-km square.

c. Geographic Reference System (GEOREF). GEOREF is a grid system based on

latitude and longitude. Each 15-degree square is identified by a pair of letters; within
each 15-degree square, one-degree squares are also identified by 2 letters. A full
GEOREF would therefore be ML NK 2052; the abbreviation would be NK 2052.

d. Latitude and Longitude. Latitude and longitude are given in 4 figures indicating
degrees and minutes, followed by the letter appropriate to the particular hemisphere,
without the use of symbols or words denoting degrees or minutes, eg '2448N 6658E', are
to be used. For longitudes of 100 degrees or more, 5 figures are necessary, eg '5452N
16535W'.

e. Bearing and Distance from a known Reference Point. A bearing may be given in
points of the compass or in figures, eg 'NW' or '315 degrees'; bearings are given from
true magnetic or grid north and the type used must always be specified. A bearing and
distance is usually expressed with the bearing before, and distance after, the name of the
reference point, eg '315 CAPE MONZE 7.9 NM.

2. Ground Locations, Areas and Boundaries.

a. Names of Places and Features. The names of places and features are spelt exactly as
on the map in use, except that the word 'River', written in full, precedes the names of all
rivers regardless of the language in which this word appears on the map.

b. Roads, Tracks and Railways. Roads, tracks and railways are described by the names
of places located on them. The word 'road', 'track' or 'railway' must precede, not follow,
the place names, eg 'road Islamabad-Lahore'.

c. River Bank. River banks are described as right or left from the point of view of an
observer facing downstream or, if this cannot be done, by using cardinal points. 'Near' or
'far' may be used with reference to the friendly force in operations involving crossing of a
flver.

d. Canals. The name of the canal or names of places on it are used to describe a canal.
The banks are usually described by means of the cardinal points, eg the north bank of the
BRB Canal.

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e. Channels. Channels are described by name or by the name of the nearest feature or
town, followed by the word 'Channel'. Buoys in a channel are referred to by name, port
hand or starboard hand, facing in the direction of the main or flood stream, by their shape
(can, conical, spherical, Etc), or by position.

f. Routes. When movement is involved, a route is described by a sequence of points

on the route named in the direction of movement. When no movement is involved, the
sequence of points named is to be from left to right or rear to front, assuming that the
person designating the route is facing the enemy. Cardinal points may be added if
considered appropriate to avoid confusion.

g. Area. An area is described by taking the northern-most point first and giving the
remaining points in clockwise order. Code word is also used to denote an area in
operations orders, eg Area BARRACUDA.

h. Positions. Positions are described from left to right and front to rear facing the
enemy. To avoid confusion, cardinal points may be used to describe flanks, rather than
'left' or 'right'.

j. Boundaries. Boundaries are designated by easily distinguishable features on the

ground in the sequence in which they are positioned. They are described from rear to
front during an advance and from front to rear in defence and withdrawal. If generally
parallel to the front, eg rear boundaries, they are described from left to right facing the
enemy. Cardinal points may be added if required. When describing boundaries between
units and formations, the words 'inclusive' or 'exclusive' are used before the place to
which they refer. The description of a boundary must state specifically to which unit or
formation an area or a point is inclusive or exclusive.

k. Cardinal Points. The 4 cardinal points of the compass are written in full (without
initial capital), eg south. For intermediate points the letters N, S, E and Ware used, eg
SSW,NE.

1. Directions. A direction may be indicated in one of 3 ways:

(1) By use of 2 locations or places, eg direction RETI - RAHIM YAR KHAN.

(2) As a point of the compass, eg North, SE, Etc.

(3) Using a bearing without specifying distance.

3. Conclusion. The exhaustive rules and conventions outlined in this manual should be
adhered to by the originators emphasizing the same to the typists to curb setting in of
incorrect tendencies. The flexibility where allowed should be exploited to improve the
presentation so as to keep the reader interested.

0240 - 0300. Unallocated.

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Annexes:

A. Standard Layout.
B. Rules for Typing.
C. List of Authorized Privacy Marking (Descriptors).

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ANNEXA TO
CHAPTER 2

STANDARD LAYOUT

PROTECTIVE MARKING - DESCRIPTOR (1) (2)

PRECEDENCE( 1)(2)

Copy No ...of...copies(2)

Identifying Reference (1) Address of Sender (1)

Tel (1)

Addressee(s) or See Distribution Date (1)

(For the attention of ) (2)

Salutation (1) (2)

SUBJECT HEADING (1)

Reference (s):

B
A . (2)

1. This example illustrates the basic conventions of standard layout in skeleton, (3)
using notes in the super-scription and words in the text. Not all the examples given need
necessarily appear in every type of paper.

HEADINGS

2. The text may be divided by main, group and paragraph headings. The heading
above this paragraph is a main heading. It is placed centrally as is the subject heading
because the latter involves both main and group headings.

FURTHER SUBDIVISION

3. Group headings introduce one or more paragraphson the same subject; the heading
immediately above this paragraph is an example.

1 of 3 (2)

PROTECTIVE MARKING - DESCRIPTOR (1) (2)

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PROTECTIVE MARKING - DESCRIPTOR (1) (2)

4. Paragraph Headings. A paragraph heading covers only its own paragraph and any
subparagraphs in it. Any sub-division of a paragraph may have a heading.
1
5. Sub?aragraphs. r'
\

a. Subparagra?h Heading. This is an example of a subparagraph but further sub-

division is possible:

(1) By sub-subparagraphs of which this is an example, and by:

(a) Sub-sub-subparagraphs of which these may be several. Still further

sub-division should be achieved thus:

1.

11......•..•..•.•.....•

111. .•..•....•...........

(b) .

(2) .

b. Subparagraph Contents. The contents of .

Note:

1. While numbering the sub paragraphs, Etc and alphabetical order, letters 'i' and '0'
may be excluded.

SUPPLEMENTARY DOCUMENTS

6. A variety of documents might accompany this paper. An annex which accompanied

it should be referred to in the text and would be listed below; an appendix to that annex
would be referred to in the annex and listed at the close of it; an enclosure would be
complete in itself, but its existence would be indicated at the close of parent document.

Appropriate ending and

subscription' (1)

2
PROTECTIVE MARKING - DESCRIPTOR (1) (2)

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PROTECTIVE MARKING - DESCRIPTOR (1) (2)

Annexes:

A. Layout of an Annex.
B. Layout example (not attached). (1) (2)

Ends: (4)

1. Copy No of copies (4)

2. (2)
3.

Distribution: Copy No (2)

External: (5)

Action: (5)

Information: (5)

Internal: (5)

Action: (5)

Information: (5)

PROTECTIVE MARKING - DESCRIPTOR (1) (2)

Notes:

1. These words are not included in the document.

2. When applicable.
3. It is not obligatory to use group headings or headings to every individual paragraph or
subparagraph.
4. As necessary.
5. These headings are optional.

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STANDARD LAYOUT OF AN ANNEX

PROTECTIVE MARKING - DESCRIPTOR (1) (2)

Copy No ... of .copies(2)

ANNEXA TO
PNWCLETTER
DATED (3)

LAYOUT OF AN ANNEX (1)

1. An annex is identified by a reference block which relates it to its parent paper. It is

given its own subject heading and is thereafter laid out in the most appropriate form for
the information it contains.

2. The paragraphs are numbered, and headings may be used in the normal way. In this
example the document is not complex and has no main and group headings. The subject
heading therefore commences at the left margin.

3. When the parent paper presents a long or involved subject containing statistical or
tabular information which relates to a particular annex only, such information is
presented at Appendix I.

4. An appendix is headed in a similar way to an annex and may be given a lower

security classification. Appendices are identified by a number and given individual titles.
They are listed below the text of their parent annex.

Appendix: (2)

I. Tabular Presentation.

A-I of 1 (2)

PROTECTIVE MARKING - DESCRIPTOR (1) (2)

Notes:

1. These words are not included in the document.

2. When applicable.
3. The identifying block is included on the first page only.

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ST ANDARD LAYOUT OF AN APPENDIX

PROTECTIVE MARKING - DESCRIPTOR (1) (2)

Copy No .. of ...copies(2)

APPENDIX I TO
ANNEXA TO
PNWCLETTER
DATED (1)
TABULAR PRESENTATION

Facts may be presented in tabular form. The following is an example:

Serial (Column (Column (Column (Column (Column

Title) (1) Title) (1) Title) (1) Title) (1) Title) (1)

(a) (b)(3) (c)(3) (d)(3) (e)(3) (£)(3)

1. (3)

2. (3)

3. (3) (Lines may be drawn between columns and between serials if desired)

4. (3)

Notes: (4)

1.
2.
2AI - 1
PROTECTIVE MARKING - DESCRIPTOR (1) (2)

Notes:

1. These words are not included in the documents.

2. When applicable.'
3. By identifying each line by a serial number and each column by a letter precise reference can
be made to any item without recourse to asterisks or other indicating marks.
4. When it is necessary to use notes in amplification of previous text or tabulated information
the heading 'Notes' should be used and each note numbered serially in Arabic numerals and fully
justified to the left margin.

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ANNEXBTO
CHAPTER 2

RULES FOR TYPING

1. These rules are in outline only and contain such information as is necessary to enable
an individual to ensure correct typewritten work. An example complying with the typing
rules is shown in Appendix I to this annex.

TYPESET

2. Rules laid down here are primarily based on manual typewriters. As such these apply
strictly to manuscript and typewritten work but not necessarily to all printed documents.
Where more sophisticated equipment which provide facilities such as justification with
proportional spacing, varying typefaces and preset tabulation stops, is in use the rules
may be subject to minor variations. This would help in utilizing the full capabilities of the
equipment to produce consistent, high quality results at minimum effort.

HORIZONT AL SPACING OF TYPESCRIPT

3. Margins.

a. All margins of a letter are to be 2.5 cm from tile edge of the paper. However in
case of thicker volumes in bindings, 3.17 cm preset left margin may be used. The left
margin is the datum for horizontal spacing in Service documents.

b. For briefs an extra wide margin to the right (40 mm) is provided for the reader to
make notes.

c. When the reverse of a sheet is used, the margins are to be transposed so that
both sides will be readable when the whole document is bound.

4. Paragraphing. Where paragraphs, subparagraphs, Etc are numbered, their numbers,

letters, or opening brackets are always to be placed at the left margin of the paragraph or
subparagraph Etc. A gap of 3 spaces is then to be left before the first word of the text.
Where a heading is used for a paragraph, subparagraph, Etc a further 3 spaces are to be
left after the full stop at the end of the heading. Un-numbered paragraphs, however,
always start with the first word of the heading or text at the left margin. In both numbered
and unnumbered paragraphs, succeeding lines of the text are to start at the left margin of
the paragraphs, subparagraphs, Etc.

5. Indenting. Block indenting is to be used to indicate sub-division of paragraphs. Sub,

sub-sub, Etc, paragraphs follow the same general rules as for paragraphs, except that a
subparagraph letter or number is typed 5 spaces from the margin, and succeeding sub-
sub, Etc paragraphs commence 10, 15 and so on spaces from the margin.

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6. Block Presentation.

a. Justification to the Left Margin. The following elements of a letter or document

are justified to the left margin:

(1) The identifying reference (unless indicated by a printed letterhead).

(2) The addressee (all lines).

(3) The subject heading (except in a complex document where use is made both
at main and group headings, in which case the subject heading is centered).

(4) The word 'Reference(s)' where reference is made to other documents and
identifying letter of each reference, eg:

References:

A .
B .
C .

(5) The text of the letter or document.

(6) The date of documents without originator's address block.

(7) Enclosures where appropriate and the list of enclosures.

(8) All the addresses under 'Distribution:' alongwith their headings.

(9) The words 'Annexes', 'Appendices' and 'Notes' where appropriate and the
lists of each.

b. Alignment with the Standard Tabulation Stop. Except where otherwise

indicated by a printed letter head, elements of the superscription and subscription of
a document written on the right side of a page on separate lines should be vertically
aligned. Thus the copy number precedence, originator's address and telephone
number, the date and the signature block should all have common starting point
which can be set by a tabulator key.

7. Center Headings. Subject headings when centered and main headings are to be
positioned in the center of the typewritten area and not of the whole page.

8. SlJacing after Punctuation. One space is left after a comma, colon or semicolon and
2 after a full stop, question or exclamation mark.

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 RESTRICTED

VERTICAL SPACING OF TYPESCRIPT

9. Vertical spacing of typescript is usually in single spacing. Double spacmg IS
normally used for drafts.

10. Vertical Spacing of the Text. Successive lines of text within paragraphs are to be
separated by single spacing. Successive paragraphs without center or group headings and
all sub-divisions of paragraphs are to be separated by double spacing. Main and group
headings are to be separated from each other and from the preceding and succeeding lines
of text by double spacing.

11. Vertical Spacing Outside the Text. Elements of a document which do not form a
part of the text are to be separated by double spacing if standing alone, eg precedence and
telephone number and by single spacing if forming an item within a block, eg one address
in a list of addresses. However, the following rules always apply:

a. Identifying Reference. The identifying reference is placed opposite to the last

line of the originator's address.

b. Addressee. The first line of the addressee or 'See Distribution' is placed 4

spaces below the identifying reference.

c. Date. The date is placed opposite to the last line of addressee or 'See
Distribution' but see Paragraph 14.

PUNCTUATION

12. With certain exceptions, normal punctuation is to be used. In addition the following
rules apply:

a. Full StoP. Full stops are to be used:

(1) After a paragraph or subparagraph number or letter which is not in brackets.

(2) After paragraph and subparagraph headings.

(3) At the end of each subparagraph and further sub- divisions.

(4) After the description of each reference or a supplementary document.

b. Colon. A colon is to be used to introduce a list or a succession of

subparagraphs. A dash is not to be used.

c. Exceptions.

(1) Full stops and commas are not used in an address.

(2) No comma is to be used after a salutation or a subscription.

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(3) In the text, no full stops are to be placed after, or unnecessary spaces left
between separate letters of familiar abbreviations.

(4) In the tabular display full stops are normally omitted except after serial
number or to separate sentences or disparate notes within a column.
SALUT AnON AND SUBSCRIPTIONS

13. Salutations follow common usage and begin with initial capitals. Subscriptions are in
stylised form; examples are given in annexes to Chapter 3.
INSERTING THE DATE

14. In letters and orders the date or date time group is to be placed at the top right hand
side of the page opposite the last line of the addressee block, the first typewritten element
commencing at the standard tabulation stop leaving 3 spaces for writing date in
manuscript. In other documents, the date or date- time group is to be placed at the foot of
the page opposite the last line of the signature block, the first typewritten element
commencing at the left margin.
UNDERLINING

15. All subject, main, group, paragraph and subparagraph headings are to be underlined.
MISCELLANEOUS POINTS

16. Catchwords. Catchwords are not to be used.

17. Name and Title of Originator.

a. The name of the writer, unbracketed, is to be typed under the signature space.

b. The rank, service and appointment of the originator is to be typed immediately

beneath the name.

c. The title or department of the originator may be typed beneath the appointment
unless included in the letterhead.

18. Postal Address. The correct postal address is:

The Director Naval Aviation
Naval Headquarters
ISLAMABAD

The Commanding Officers

PN Ships BABUR, ZULFIQUAR and MUNSIF
PN Dockyard
KARACHI

Appendix:

I. Example for Typists.

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APPENDIX I TO
ANNEXBTO
CHAPTER 2

EXAMPLE FOR TYPISTS (1 DASH REPRESENTS 1 SPACE)

LINENO 2.5 cm

(1) CONFIDENTIAL - STAFF

(2)
IMMEDIATE

PN War College
1 Bromhead Road
530/CR/52 Lahore

Tel 6374116-8
(10)
(11) The Director Naval Training
(12) Naval Headquarters
(13) ISLAMABAD December 2001
(14)
(15) SEMINAR BY 27 PN STAFF COURSE
(16)
(17) References:
(18)
(19) A.---Naval Headquarters letter TR/5342 dated 10 Jun Ol.
(20) B.---PN War College letter CP127/37 dated 12 Jul Ol.
(21)
(22) 1.--- The theme of the subject seminar and scopes of the papers are
(23) placed at Annexes A and B respectively. The names of the speakers
(24) alongwith their topics are as follows:
(25)
(26) -----a.---Definition of the Problem.
(27)
(28) ----------(1)--- Commander Nadeem Ahmed (WE) PN P No 2608.
(29) ----------(2)--- PJO 7091 MCPO Abdul Karim TK(M) II.
(30) (3) 0 No 63490 Anwar Ali LISA.
(31) (4) 0 No 82947 Sher Baz Std II.
(32)
(33) -----b.---Solution.
(34)
(35) 2.---A copy of the proceedings of the previous seminar is enclosed as desired vide
(36) Reference A.
(37)
(38)
(39) D C CHAUDHRI
(40) Commodore
(41) Commandant
(42)
(43) CONFIDENTIAL - STAFF

(44) ~ 2.5 cm
(1) CONFIDENTIAL - STAFF
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(2)
(3) Annexes:
(4)
(5) A. --- Theme of the Seminar.
(6) B.---Scope of the Papers.
(7)
(8) End:
(9)
(10) l.---Proceedings of Course Seminar 200l.
(11)
(12) Information:
(13)
(14) The Assistant Chief of Naval Staff (Training)
(15) Naval Headquarters
(16) ISLAMABAD
(17)
(18)
(19)
(20)

(54) CONFIDENTIAL - STAFF

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ANNEXCTO
CHAPTER 2

LIST OF AUTHORISED DESCRIPTORS (PRIVACY MARKlNGS)

The following descriptors used with appropriate protective marking have replaced the older one
eg 'RESTRICTED - STAFF', 'CONFIDENTIAL - STAFF' replaces 'STAFF IN CONFIDENCE'.

1. APPOINTMENTS - concerning actual or potential appointments that have not yet bet
announced.

2. BUDGET - concerning proposed or actual measures for the budget before its announcement.

3. COMMERCIAL - relating to processes or affairs of a commercial undertaking.

4. CONTRACTS - concerning tenders under consideration and the terms of tenders accepted.

5. EXAMINATION - relating to examination papers prior to the start of the examination.

6. HONOURS - concerning the actual or potential award of an honour before the announcement
of the award.

7. INTELLIGENCE - concerning intelligence source material and assessments.

8. INVESTIGA TION - concerning investigations into disciplinary or criminal matters.

9. MANAGEMENT - matters concerning management policy and planning, the prematl

disclosure of which would not be in the interests of the department.

10. MEDICAL - medical reports and records and material relating to them.

11. PERSONAL - material only to be seen by the person to whom it is addressed.

12. POLICY - concerning information on new or changed policy before publication.

13. ST AFF - containing references to named or identifiable staff or personal confidence entrus1
by staff to management.

14. VISITS - concerning details of visits by, eg President, Ministers or very senior staff.

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CHAPTER 3

SERVICE CORRESPONDENCE

SECTION 1 - INTRODUCTION

0301. GENERAL

1. 'Service Correspondence' is the generic term for letters and memoranda written by
members of the Services in the course of their duties. In common with all Service Writing,
such correspondence within the Navy conforms to standard layouts depending upon the
purpose of the correspondence.

2. Composition of the Text. In all conespondence but the shortest letters on routine
matters, the text should consist of an introduction, theme and a conclusion:

a. Introduction. The introduction gives the purpose of the letter and summarizes any
background information.

b. Theme. The theme presents the case and lists any arguments or problems in a
concise and logical sequence.

c. Conclusion. The conclusion summarizes the salient points in the theme and must
end by leaving the recipient in no doubt of the writer's orders, wishes, opinions, problems
or recommendations.

While these headings are seldom used in letter writing, the reader should never be in doubt
when he is passing from one part of the text to the next.

3. Use of the First or Third Person.

a. Most Service correspondence is written in the third person. Exceptions to this

convention are:

(1) Formal and demi-officialletters.

(2) Letters from a commander in which he expresses his personal views or conveys
praise or blame and which he signs personally.

(3) Letters from headquarters, departments, Etc, in which it is often convenient to

make use of the first person plural.

b. When the first person is used in the opening and closing paragraphs, it is permissible
to use the third person in intervening paragraphs.

4. Letterhead Paper. Printed letterhead papers are also used for Service Correspondence
including routine letters. They should conform in general to the standard layout allowing for
reasonable variation in printing styles not available to the typist. The space for the addressee
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 RESTRICTED
CHAPTER 3

SERVICE CORRESPONDENCE

SECTION 1 - INTRODUCTION

0301. GENERAL

1. 'Service Correspondence' is the generic term for letters and memoranda written by
members of the Services in the course of their duties. In common with all Service Writing,
such correspondence within the Navy conforms to standard layouts depending upon the
purpose of the correspondence.

2. Composition of the Text. In all correspondence but the shortest letters on routine
matters, the text should consist of an introduction, theme and a conclusion:

a. Introduction. The introduction gives the purpose of the letter and summarizes any
background information.

b. Theme. The theme presents the case and lists any arguments or problems in a
concise and logical sequence.

c. Conclusion. The conclusion summarizes the salient points in the theme and must
end by leaving the recipient in no doubt of the writer's orders, wishes, opinions, problems
or recommendations.

While these headings are seldom used in letter writing, the reader should never be in doubt
when he is passing from one part of the text to the next.

3. Use of the First or Third Person.

a. Most Service correspondence is written in the third person. Exceptions to this

convention are:

(1) Formal and demi-officialletters.

(2) Letters from a commander in which he expresses his personal views or conveys
praise or blame and which he signs personally.

(3) Letters from headquarters, departments, Etc, in which it is often convenient to

make use of the first person plural.

I b. When the first person is used in the opening and closing paragraphs, it is permissible
to use the third person in intervening paragraphs.

4. Letterhead Paper. Printed letterhead papers are also used for Service Correspondence
including routine letters. They should conform in general to the standard layout allowing for
reasonable variation in printing styles not available to the typist. The space for the addressee
PBR-140 3-1 Original
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on the letterhead is to be correctly placed. Typing rules and conventions given in Chapter 2
are to be adhered to while using letterhead papers.

0302 - 0305. Unallocated.

SECTION 2 - TYPES OF CORRESPONDENCE

0306. SERVICE CORRESPONDENCE

,/ 1. There are ftypes of Service correspondence:

a. Commanded letters.

b. Directed letters.

c. Routine letters.

d. Formal letters

e. Demi-officialletters.

f. Memoranda.

g. Loose Minutes.
v' h. If?1~#t'eittL(110) ?1(J-I:ea
2. The formats of the above, with the exception of the commanded letters, are given at
Annexes A to G to this Chapter. Note that abbreviations, apart from those for decorations, are
not normally used in the text of commanded, directed, formal or demi-officialletters.

0307. COMMANDED LETTERS

1. Command letters are formal letters issued by Naval Headquarters in the name of the
Chief of the Naval Staff and are reserved for statements of major policy, directives and letters
of a special character. Their format is not subject to the normal rules and no example is
therefore given in this manual.

0308. DIRECTED LETTERS

1. Directed letters are used by the Ministry of Defence, Naval Headquarters for
correspondence at a level between commanded letters and routine letters. The text of a
directed letter begins with the phrase 'I am directed to...'. These letters are signed by
Principal Staff Officers (PSOs), directors and their equivalents. An example of a directed
letter is at Annex A to this Chapter.

0309. ROUTINE LETTERS

1. Routine letters are the normal form of correspondence within and between the Services.
A routine letter may therefore be written by a ship or establishment to an other establishment
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or ship, or to the headquarters, or by an individual member of the Services on a personal

subject. The letterhead of a routine letter should include the telephone/fax number of the
originator, so that queries, acknowledgments or brief replies may be dealt with by the most
convenient and expeditious means. These are written in third person. An example of a
routine letter is at Anoex B to this Chapter.

2. Letter to Civilians. In correspondence with civilian and public authorities, private firms
or other citizens the layout of the routine letter with a salutation and conventional ending
provides the most generally used framework. References to previous correspondence or
documents are made in the text. The style of the letter must be appropriate to both the subject
and the recipient and Service terminology and abbreviations should not be used.

3. Signatory. Routine letters addressed to a superior authority or to an external agency or

organization are signed by or for the commanding officers, CSOs, directors and those
specifically authorized in headquarters. Routine letters from a higher headquarters to
subordinate commands may be signed by the other staff officers. Letters may be written for
the flag or commanding officer and are signed accordingly.

0310. FORMAL LETTERS

1. The use of formal letters is confined to ceremonial matters and certain formal
submissions. A formal letter is addressed only to a senior or equal and is signed by the
originator.

2. Occasions on which a formal letter might be appropriate are:

a. In acknowledging a directive.

b. In acknowledging an appointment letter.

c. In reply to a letter of praise or blame.

d. When making a submission of an exceptional nature or forwarding a non-routine

report to higher authority.

e. While reporting operational and security matters in the form of Letter of

Proceedings, Etc.

f. In arranging ceremonial matters with outside authorities.

3. A formal letter begins with the salutation 'Sir' and the text begins 'I have the honor to
..... ', except for Naval circumstantial letters, or those where the writer is to a degree
blameworthy, which begin with 'I regret to report.. ..'. A formal letter always ends with
"Yours faithfully". An example of a formal letter is at Annex C to this Chapter.

PBR-140 3-3 Original

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0311. DEMI-OFFICIAL LETTERS

1. Demi-Official (DO) letters permit an informal and more personal approach to Service or
civilian addressees. They should be restricted to one subject. The full identity of the
originator is shown at the head of the letter, and the salutation 'Dear ...,' and the ending with
phrases like 'Yours sincerely' are inserted in manuscript by the originator. An example of a
DO letter is at Annex D to this Chapter.

0312. MEMORANDA

1. A printed memorandum form may be used for informal correspondence on minor matters
at all levels except superiors and within departments, headquarters or ships. It is designed to
save time and is normally written in manuscript. Abbreviations and informal style may be
used throughout. An example of a memorandum is at Annex E to this Chapter.

0313. LOOSE MINUTES

1. There may be occasions when a handwritten informal memorandum (memo) will not suit
the formal requirement. Loose minutes are used extensively for such purposes within a
headquarter and a unit when it is necessary to disseminate information but inappropriate or
inconvenient to circulate a file. An example of a loose minute is at Annex F to this Chapter.
Whatever form an internal minute may take, it should be filed in the same way as all other
correspondence but should not normally be distributed outside the originating headquarters or
unit. It must not be used when formally representing the policy views of a particular

~/03'4·
headquarters.
~~ STYLES OF ADDRESS
0"5l5 H
1. Examples of various styles of address are given at Annex ¢ to this Chapter.
031:S- 0400. Unallocated.

Annexes:

A. Example of a Directed Letter.

B. Example of a Routine Letter.
C. Example of a Formal Letter.
D. Example of a Demi-Official Letter.
E. Example of a Memorandum.

£'.
'f.1/ii.- Example
Examples ofofaStyles
Loose of
Minute.
Address.
'7 6rxa-?YIfU

PBR-140 3-4 Original

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) ftdkJ/~??VV-~f2--0j v;'rlL ~~ Ald· I rJ): 1),- Sa! 0)

 RESTRICTED
0311. DEMI-OFFICIAL LETTERS

1. Demi-Official (DO) letters permit an informal and more personal approach to Service or
civilian addressees. They should be restricted to one subject. The full identity of the
originator is shown at the head of the letter, and the salutation 'Dear ...,' and the ending with
phrases like 'Yours sincerely' are inserted in manuscript by the originator. An example of a
DO letter is at Annex D to this Chapter.

0312. MEMORANDA

1. A printed memorandum form may be used for informal correspondence on minor matters
at all1evels except superiors and within departments, headquarters or ships. It is designed to
save time and is normally written in manuscript. Abbreviations and informal style may be
used throughout. An example of a memorandum is at Annex E to this Chapter.

0313. LOOSE MINUTES

1. There may be occasions when a handwritten informal memorandum (memo) will not suit
the formal requirement. Loose minutes are used extensively for such purposes within a
headquarter and a unit when it is necessary to disseminate information but inappropriate or
inconvenient to circulate a file. An example of a loose minute is at Annex F to this Chapter.
Whatever form an internal minute may take, it should be filed in the same way as all other
correspondence but should not normally be distributed outside the originating headquarters or
unit. It must not be used when formally representing the policy views of a particular
~ h~~dLguarters.

21'0314. UNOFFICIAL NOTES (UO NOTES)

1. An unofficial. note (uo note) is a form of informal

communication between Naval Headquarters and Ministries.

2. A uo note is normally recorded on the minute sheet of the

relevant file. it can also be sent as an independent note, a:; a self
contained pr~posal or a reply to any query. '

W· ~U~
Chapt
3.~,..' e format of
/Vf7. / uo ...!JA
note /J<
is -shown 03
7· at Annex 'G' to this 'ofC!,

11,'
);.'t bxample orofaStyles
Examples Loose of
Ivmrme.
Address. t
'? f;¥.iHYI U t!T'(/f/"" - -- '/v

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) frcLk d 1~??VV-~f2--cJ v;'dL ~ Aid, I rJI- :

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ANNEXA TO
CHAPTER 3
EXAMPLE OF A DIRECTED LETTER

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Directorate of Naval Training

Naval Headquarters
TR/215/98 Islamabad

The Commandant Tel: 123456 Ext 303

PN War College
1 Bromhead December 2001
LAHORE

Sir

FORMAT OF A DIRECTED LETTER

1. I am directed to refer to the Staff Manual on the subject of the format of a directed
letter. Since directed letters will only be originated by MOD/Naval Headquarters, it has
been decided that the format shown as the example will be followed when printed
letterhead is not used.

2. I am to say that this example does not show any reference. If a document or
correspondence has to be referred to, it should be included in the text. If the references
are too numerous, or confusing, they may be listed under the subject heading.

3. I am to add that the format has been chosen to make the superscription similar to that
of routine and formal letter and thus to "standardize to some extent the various forms of
Service Correspondence.

Yours Faithfully

SALMAN SHAH
Captain Pakistan Navy
Director Naval Training

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ANNEXBTO
CHAPTER 3
EXAMPLE OF A ROUTINE LETTER

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PRIORITY

Headquarters
Commander Karachi
9 Liaquat Barracks
CK/002/98 Karachi

Tel: 123456 Ext 305

See Distribution December 2002

ROUTINE LETTERS

Reference:

A. NHQ letter TRG/2927 dated 10 Oct 02.

1. Service writing has been standardized with the publication of Manual of Naval
Service Writing received vide reference A.

2. It will be seen that the changes have been designed to assist Service typists. Brackets,
. full stops and commas have been restricted to a minimum, while justification to the left
hand margin has been standardised. The town in originator's address is to be written in
capitals.

3. In future all letters are to follow this format. Comments if any, be forwarded to Naval
Headquarters under intimation to this headquarters.

SALMAN KASHIF
Commodore
Chief Staff Officer

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Distribution:

Action:

The Commanding Officers

All establishments under
Commander Karachi

The Commanding Officer

PNS IQBAL
West Wharf Road
KARACHI

The Commanding Officer

Air Stores Depot
National Stadium Road
KARACHI

Information:

The Commander Pakistan Fleet

at PNS HAIDER
KARACHI

The Commandant
PN War College
LAHORE

Internal:

SSO

SOO

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PBR-140 3B-2 Original

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ANNEXCTO
CHAPTER 3
EXAMPLE OF A FORMAL LETTER

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PNS TIPPU SULTAN

at PN Dockyard
Karachi
Cl/5l0
Tel: 123456 Ext 304
The Naval Secretary
Naval Headquarters
ISLAMABAD Sep 01

Sir

ACKNOWLEDGEMENT - APPOINTMENT LETTER

Reference:

A. Naval Headquarters letter NA-I/9375 dated 10 Jul 01.

I have the honour to acknowledge receipt of Naval Headquarters letter at reference

appointing me to PNS PUNJAB additional for PN War College as DS.

Yours Faithfully

FAHEEMALI
Commander Pakistan Navy
Copy to

The Commandant
PN War College
LAHORE

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PBR-140 3C-l Original

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ANNEXDTO
CHAPTER 3
EXAMPLE OF A DEMI-OFFICIAL LETTER

From Commodore I M Yasin SI(M)

Commandant

PN War College
1 Bromhead Road
Lahore
DO-520/98
Tel: 123456 Ext 301
Capt Abid Khan T Bt PN
Director of Naval Training
Naval Headquarters
ISLAMABAD Sep 01

(1)

(1)
DEMI-OFFICIAL LETTER (2)

1. You were good enough to mention the difficulties that might arise from dictating too
rigid a format for DO letters.

2. It is for this reason that I have chosen an example, where either the originator or the
addressee is of a rank higher than a captain, then the Service, ie PN, will not be typed
after the rank and name. To omit the writer's name and the identifying reference in
certain cases will, however, be confusing.

3. I shall look forward to a discussion when we meet next.

Copy to (2)

Capt Amjad Ali PN

Director
Pakistan Navy Tactical School
KARACHI

Notes:

1. In manuscript by originator.
2. A subject heading, paragraph numbers and information addressee are not always necessary.

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ANNEXDTO
CHAPTER 3
EXAMPLE OF A DEMI-OFFICIAL LETTER

From Commodore I M Yasin SI(M)

Commandant

PN War College
1 Bromhead Road
Lahore
DO-520/98
Tel: 123456 Ext 301
Capt Abid Khan T Bt PN
Director of Naval Training
Naval Headquarters
ISLAMABAD Sep 01

(1)

(1)
DEMI-OFFICIAL LETTER (2)

1. You were good enough to mention the difficulties that might arise from dictating too
rigid a format for DO letters.

2. It is for this reason that I have chosen an example, where either the originator or the
addressee is of a rank higher than a captain, then the Service, ie PN, will not be typed
after the rank and name. To omit the writer's name and the identifying reference in
certain cases will, however, be confusing.

3. I shall look forward to a discussion when we meet next.

Copy to (2)

Capt Amjad Ali PN

Director
Pakistan Navy Tactical School
KARACHI

Notes:

1. In manuscript by originator.
2. A subject heading, paragraph numbers and information addressee are not always necessary.

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ANNEXETO
CHAPTER 3
EXAMPLE OF A MEMORANDUM

MEMORANDUM

To All Fleet Staff Officers From FSO

Copy to CSO

Ref

Date 5 Dec 01 Tel Ext 57421

Subject: SERVICE WRITING

Reference:

A.

1. You may have seen the Staff Manual compiled by our War College. It has addressed
the issue of Service Writing to a great extent.

2. COMP AK desires that all of us at FHQ should comply with the rules and
conventions.

3. Please do not assume; recheck at least once from the manual whatever we dish out.

RANK CAPTAIN PN NAME QALAMZAR SIGNATURE _

APPOINTMENT FSO

Note:

1. Complete this form in manuscript unless there are special reasons for typing.

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ANNEXFTO
CHAPTER 3

EXAMPLE OF A LOOSE MINUTE

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AB/530/2/ Admin/

19 Feb 01

See Distribution

FOREIGN DELEGA nON VISIT

1. During his recent inspection in preparation for Foreign Delegation's Visit, the CSO
commented on the amount of tidying-up still needed around the buildings under your
supervIsIOn.

2. I know that there is always difficulty over finding extra hands for this sort of
commitment, but time is short. If you need help, please let the 1st Lieut know as soon as
possible so that he can spare a few from his men.

, SHAHZAD KHAN .
Commander Pakistan Navy
Executive Officer
Ext 53401
Distribution:

Action:

Trg Cdr (E)

Trg Cdr (L)

Information:

CO
1st Lieut

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ANNEX G TO
CHAPTER 3

EXAMPLE OF AN UNOFFICIAL NOTE

NAVAL HEADQUARTERS ISLAMABAD

(Training Directorate)

Subject: THE UNOFFICIAL NOTE

Reference: Ministry of Defence (D-4A) uo 123/D-4A dated 1 May 03.

1. Normally a uo note is recorded on the minute sheet of the relevant file. It can also
be sent as an independent note, as a self-contained proposal or reply to any query.

2. When a uo note is recorded on the file, it indicates in the centre the formation or
Ministry originating the note alongwith the branch from which it is originated. It does
not have a subject heading but all references made in text are contained in the enclosure
of the file.

3. A uo note is normally written in the third person. It bears the signature, rank,
designation and telephone number of the issuing officer on the bottom right-hand side. The
addressee is indicated on the bottom left hand side. The file reference or diary number
and date are given at the bottom.

4. When recorded on file, a uo note bears a minute number which runs consecutively.
A reply from the addressee is recorded immediately below in a like manner.

XYZ
Commander Pakistan Navy
DDNT

Ministry of Defence (D-4A) Tele 555555 Ext 55

uo NHQ/5353/16/TRG dated 3 May 03

PBR-140 3G-l Change 1

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ANNEX H TO
CHAPTER 3
EXAMPLES OF STYLES OF ADDRESS

L. [n the Pakistan Navy, all correspondence and papers are addressed to the holder
of an appointment and never to a headquarters or unit, eg:

The Commander Pakistan Fleet

at PNS HAIDER
KARACHI

The Commanding Officer

PNS ZAFAR
Sector E-8
[SLAMABAD

2. Certain Pakistan Navy training institutions have special forms of address:

The Commandant
Pakistan Navy War College
LAHORE

The Director
PN Tactical School
KARACHI

3. [n accordance with traditional naval usage the names of PN ships are prefixed
by the letters PNS. Ships' names, which should be in capital letters, should not be placed
in ql'lOtation marks or quoted without the prefix. When repeated reference are made to
a ship, the prefix PNS may be replaced by the definite article eg BABUR instead of PNS
BABUR.

4. The letters to Naval Headquarters are addressed to the appointment holder as

follows:
The Deputy Chief of Naval Staff (Supply)
Naval Headquarters
[SLAMABAD

The Director of Naval Operations

Naval Headquarters
[SLAMABD

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CHAPTER 4

SERVICE PAPERS

0401. GENERAL

1. Service papers are widely used to present facts, opinions and arguments leading to either
recommendations or decisions. They may be divided broadly into:

a. Those which examine a current or future problem and present a solution.

b. Those which survey and analyse past events.

Their purpose and scope may vary from a straight forward statement of facts to the
examination of an involved problem. Widening the scope to 2 or more problems should be
avoided.

2. Certain problems such as those affecting the use of armed forces may be better set out as
appreciations. Whereas the layout of an appreciation is specialized and conforms to a pattern,
the method of presenting a Service paper is flexible and at the discretion of the writer.
However, the critical and methodical approach used so extensively in appreciations is equally
essential in a Service paper.

0402. PREPARATION

1. Before starting to write a Service paper, planning is necessary to establish the best
method of presenting the subject. This may take a long time, but time spent at this stage is
never wasted.

2. The Aim. Start by examining the task or terms of reference to ensure selection of a
clearly defined aim. If this is not clear and precise, subsequent planning and writing of the
paper will be jeopardized. Examine carefully the task or terms of reference, bearing in mind
the purpose of the paper, as opposed to the purpose of any action which the paper will seek to
promote. Frequently, a staff officer will be given the aim in which event he must ensure that
he clearly understands what is required. Planning cannot continue until the aim is clear.

3. Selection of Material. After determining the aim, assemble and study all available
related material and note what is strictly relevant. Then arrange these notes in a logical order.
Next, decide how best to divide this material into sections. Finally, decide whether every
aspect of the subject has been considered and all arguments weighed. Then, and only then,
can the writing of a good Service paper start. The Service paper is to be written in the third
person and use of flowery and long sentences must be avoided.

0403. CONSTRUCTION

1. Framework. A Service paper is usually constructed on the following framework:

a. Introduction or background.
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b. Aim.
c. Discussion.

d. Conclusion(s).
e. Recommendations(s).

These sections are normally used as headings in the paper except that 'Discussion' is replaced
by one or more headings relevant to the subjects covered. Within this framework, the detail is
flexible and other headings are used as required. Annex A to this Chapter gives an example
of the framework.

2. Introduction or Background. The introduction defines the problem. It may include:

a. Terms of reference, or in their absence, the scope of the paper.

b. A review of the existing situation or a summary of the background against which the
paper is written, taking into account any prior knowledge that the intended reader(s) are
likely to possess.

c. Any assumptions that govern all subsequent arguments.

d. If required, titles of authorities consulted during the preparation of the paper.

3. Aim. The aim, which will already have been selected, is a clear statement of the purpose
of the paper. It is expressed by a single verb in the infinitive beginning with the word 'to' or
'the aim of the paper is to....' and is not to be qualified by limitations except those imposed by
a superior commander.

4. The Discussion Section. The paragraphs in this section contain the relevant facts and
arguments. Develop this part of the paper so that the reader is led persuasively along the
chain of reasoning until the argument is complete and the aim is achieved. In a long and
involved paper, it may be helpful to outline at the beginning how the subject will be presented
and to summarize the main arguments at intervals throughout the section. Similarly, it may be
necessary to make further assumptions as the discussion develops.

5. Conclusion or Summary.

a. The conclusion or summary should not contain any new material.

b. It should contain the answers to every requirement stated in the task or terms of
reference of the paper and a comprehensive concise summary of the arguments in the
discussion section of the paper.

6. Recommendations. Recommendations, where called for, may form part of the conclusion
but are normally given under the separate main or group heading. They should include any
further action required to implement the recommendations made. Wherever possible, each
recommendation should correspond to the relevant conclusion.
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0404. REVISION

1. The initial draft of the Service paper must be carefully revised before it can be considered
complete. The writer should ask himself the following questions:

a. Has the aim been kept in mind throughout?

b. Does the title describe the paper aptly and succinctly?

c. Have all aspects of the subject been covered?

d. Are all the facts accurate and are they in the best order?

e. Are all the requirements of the terms of reference answered in the conclusions and are
the conclusions based on the paper's contents?

f. Can the language be improved?

g. Can anything be deleted without detriment to the sense or arguments?

h. Is the whole paper concise, logical and complete?

0405. PRESENTATION

1. Lavout. 2 examples of the format for a Service paper are contained in Annex A.
Example one shows a paper using main, group and paragraph headings and is more flexible of
the two. Example 2 shows a paper using only group and paragraph headings, a layout which
should be used if the paper is not too complicated.

2. Use of Annexes. To maintain the flow of argument, put extensive detail, such as
statistical data or information in annexes. Only the deductions derived from the annexes need
to be inserted in the body of the paper. Use of 'Notes' is not normally made in the Service
papers. Footnote may be used to indicate source of data or quotation not normally known.

3. Distribution. The distribution should be inserted as stated in Chapter 2. Alternatively, if

the document is set out as an enclosure or annex to a covering letter, the distribution needs to
be included in the letter only.

4. Covering Letter. If a covering letter is used, it should include:

a. Ve~y briefly, the reasons why the paper has been written.

b. The conclusion and recommendations as they actually appear in the paper.

c. Any action required or requested of any recipient.

d. Titles of authorities consulted if not included in the introduction.

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0406 - 0500. Unallocated.

Annex:

A. Examples of Service Paper.

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ANNEXA TO
CHAPTER 4

EXAMPLE 1 OF A SERVICE PAPER

PROTECTIVE MARKING

Copy No ... of... copies

Identifying Reference Total pages 8

MAKRAN COAST COMMUNICATION (1)

Reference:

A.

INTRODUCTION

1. (Paragraphs as required to give the background of the paper)

2.
AIM

3. To identify the .

SYSTEMS OF TRANSPORT

THE PRESENT SYSTEM

4.

ROADS

5.

6.

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RAILWAYS

7.

8.

ADV ANT AGES OF A FIXED SYSTEM

9.

10.

TECHNICAL PROBLEMS

ROADS

11. Design.

12. Bridges.

RAILWAYS

13. Terrain.

14. Logistics.

DEFENCE PROBLEMS

15. Army.

16. Navy.

17.. Air Force.

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ECONOMIC PROBLEMS

CAPIT AL COSTS

18. Roads.

19. Railways.

TRAFFIC

20.

21.

FINANCING

22.

23.

24. Fiscal Regime.

25. Summary. (2)

CONCLUSION(S) (2)

26.

27.

28.

3
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RECOMMENDATION (S)

29.
a.

b.

c.

FAKHR-E-ALAM (3)
Commander Pakistan Navy
DDNWOP
ISLAMABAD
18 Dec 01

Annexes:

A. Comparison of Forecast of Traffic.

B. Summary of Prospective Rates of Return.

4
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EXAMPLE 2 OF A SERVICE PAPER

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Copy No ... of ...copies

Total pages 5

Office of
Commander 10th Patrol Squadron
Identifying Reference Karachi

The Commander Pakistan Fleet

PNS HAIDER
KARACHI December 2001

ROLES OF MISSILE BOATS (1)

References:
A.
B.

INTRODUCTION

1. The missile boat was originally designed .

AIM

2. The aim of this paper is to .

PRINCIPLES OF DEPLOYMENT

3. Firepower.

4. Mobility.

5. Protection.

1 of 3
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OFFENSIVE ROLES.

6. In coordination with other ships arid aircraft, the Patrol Craft Squadron shares the task of:

a. Breaking through the enemy's defence.

b. The destructive battle within .

c.

7.

8. Summary. (2) .

DEFENSIVE ROLES

9.

10 .

INDEPENDENT TASKS

11. .

12 .

CONCLUSIONS

13. The full power of the missile boat is felt only .

14. The main roles are:

a.

b.

15. In the battle group .

2
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RECOMMENDATION

16. The roles of the missile boat should be varied to .

BABUR AFT AB (3)

Captain Pakistan Navy
COMPATRON 10
Annexes:

A.
B.

Information:

3
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Notes:

1. Service paper in Example 1 is submitted under covering letter as such there are no addresses. In case of
Example 2 with no covering letter, author's address and distributi\.!n is entered in standard manner.

2. After much discussion under a main heading, a summary of the final points is often useful before
proceeding to the next heading.

3. A Service paper is normally signed by the author.

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CHAPTER 5

BRIEFS

0501. INTRODUCTION

1. The aim of a brief is to provide information which a reader can assimilate easily and
quickly. Senior officers rely on briefs to acquaint themselves with a subject and their
preparation is one of the most frequent duties of a staff officer.

,2. A brief may be presented orally, in writing or by a combination of both. Whichever

method is employed, it must:

a. Be as short as possible.

b. Be accurate.

c. Draw attention to the salient points.

d. Be impartial.

e. Where necessary:

(1) Provide constructive criticism and suggest alternative solutions.

(2) Offer positive advice on the approach to a problem and explain the logic behind
the recommendation.

f. Contain a list of the departments/authorities consulted.

0502. TYPES OF BRIEF

1. There are 2 types of brief:

a. Information Briefs. Information briefs meet the requirement of a senior officer who
wishes to review a plan or situation, learn about a visitor or study details of a visit he is to
make himself.

b. Decision Briefs. Decision briefs require a decision from a senior officer. They
should explain the background, state the problem and usually recommend a solution.

2. Briefs for meetings are often required. They could fall under either or both of these
headings.

0503. ORAL BRIEFS

1. The purposes of an oral briefing are:

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a. To save time, by eliminating the need for a senior officer to read himself into the
problem.

b. To enable the senior officer to question the briefing officer and to discuss a topic or
situation with his fellow commanders or senior staff officers as it unfolds.

2. A briefing can range from a 5 minute talk to a full scale presentation. Whatever the
scope, careful planning is necessary. In a presentation, those taking part must always be
thoroughly rehearsed.

0504. WRITTEN BRIEFS

1. There are 2 ways of drawing the reader's attention to the salient facts:

a. He can be invited to read them from attached source documents.

b. The salient facts can be summarized and included in the text of the brief and not as
an annex.

2. Framework. The framework for a written brief is flexible and depends chiefly on the
wishes of the officer for whom it is prepared or on locally accepted practice. As far as
possible, however, it should conform to the rules and conventions of Service Writing, except
that:

a. It may be typed in double spacing main, group and paragraph headings should be
used liberally and sentences kept short and crisp.

b. A one-and-a-half inch (40 mm) margin should be left so that the senior officer can
make notes.

c. The heading 'Comment(s)' should be used to show where the writer is expressing
opinion as distinct from stating fact.

d. To guide the addressee on how he should deal with a particular point (or agenda
item) in discussion, guidance is injected by the use of the heading 'Line to Take'. It is
used judiciously; contentious issues involving specialized aspects often require 'Line to
Take'.

e. A formal conclusion of the type used in service papers should not normally be
necessary but some form of short summary, with recommendations, if appropriate,
should normally conclude the brief.

Layout of a brief is shown in Annex A to this Chapter.

3. Attached Documents. A senior officer should not have to read whole policy statements
or documents unless he is specifically referred to them, or sections of them, in the brief. Such
papers should be attached and flagged.

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4. Flagging. Flags and side flags are used to refer the reader to details of the material under
brief. It is essential to understand the difference between them:

a. Flag. A flag is used to identify a complete document attached to a brief. This could
be a self-contained extract from a longer document such as a part, section or chapter.

b. Side Flag. A side flag is used to identify a specific passage within a document
which has already been referred to by a flag.

5. Rules. Practical rules for flags and side flags are:

a. Flags and Side Flags. Flags and side flags (refer to the diagram at Annex B):

(1) Should all be visible when the brief is being read but should not stick out so far
that they get easily torn or crumpled.

(2) Should not obscure each other.

(3) Should not obscure any writing in the document to which they are attached.

(4) Are mentioned in a 40 mm margin drawn for the purpose down the right side of
the brief thus:

'A full statement is placed at . Flag C

of which you should read the comments made by him
on the subject which are placed at . Side Flag 4
and his suggestion is at . Side Flag 5
which you may like to consider.'

(5) Should be listed at the end of the brief as given in Annex A to this Chapter,
so that, if necessary, the brief can be put together again once it has been broken down.

b. Flags.

(1) Each independent paper, whether document, letter, pamphlet, book or extract
attached to the brief should have a flag.

(2) Flags are given letters starting at A and are attached to the top of the first page
of each paper. When all papers are assembled the flags should appear alphabetically
from right to left.

c. Side Flags.

(1) Side flags are given numbers starting at 1 and are attached on the right side of
the relevant piece of paper opposite the paragraphs to which it refers. For this reason,
side flags attached to one particular document do not necessarily appear in any
particular numerical order.

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(2) Relevant paragraphs should be highlighted or sidelined in pencil on the outside

edge of the page so that the reader knows the extent of the extract he is required to
read. The side flag number is also written in pencil adjacent to the sideline to indicate
side flag in case it is torn off.

(3) If the paragraphs referred to are on the reverse of the page, the word 'OYER' is
printed on the side flag so that the reader knows that he has to turn the page.

(4) If a reference starts on one page and continues on to the reverse of the page or
subsequent pages, the words 'AND OYER' are printed on the side flag. The sidelining
is continued on subsequent pages, for as long as necessary.

6. Indexing. Flags may be indexed in either of the following ways:

a. In a lengthy brief, particularly for a meeting, list all flags at the end to the left and
below the signature block.

b. In a short brief, the list may not be required after quoting the reference in the text or
in the margin alongside.

7. Colour of Flags and Side Flags. Colours may be used to differentiate the side flags from
one source from the others if a large number of flags and side flags are used. The colour of a
flag and its associated side flags should be same in such case.

8. Briefs on Specific Problems or Subjects. For a brief related to a specific problem or

subject, the questions to be answered are:

a. To what extent is historical background necessary? (bear in mind any prIor

knowledge the recipient may have).

b. Is the paper so complicated or obscure that a short summary of the main points is
necessary?

c. Are the facts correct?

d. Have assumptions been clearly defined as such?

e. Have any important points been missed?

f. Do the arguments conform to existing policy?

g. Are the conclusions practicable? (No new material should be included).

h. What should be recommended? (No new material should be included; each

recommendation should preferably match each conclusion).

j. What objections or counter arguments may be raised to the course of action

recommended?

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9. Personality Briefs. The contents of a brief of a visitor will depend on how well he is
known to the senior officer being visited and on the nature of his visit. Unless otherwise
directed, a personality brief could contain:

a. Administrative details (accommodation or meals required, time and method of

arrival and departure, Etc).

b. Talking points for discussion or questions to be asked of the visitor.

c. Questions which may be asked by the visitor and the recommended answers.

d. Any opposing line which the visitor might propose and the suggested counter
argument.

e. Points to be emphasised.

f. Arrangements for further meetings.

g. A brief biography of the visitor drawing attention to his past experience and
appointments that may affect the subject(s) to be discussed and,to any special interests or
idiosyncrasies.

An example of a personality brief is at Annex C to this Chapter.

10. Briefs for Visits. The contents of a brief for a senior officer visiting a foreign
country, a Service or civilian establishment or an individual concern will usually depend upon
the wishes of the officer concerned. Unless otherwise directed the brief could contain:

a. An outline history of the establishment being visited.

b. Details of current work, training, Etc, being carried out.

c. Short biographies of the hosts and chief personalities likely to be met, with
photographs if available.

d. A chart showing the higher organization of the establishment, when appropriate.

e. A list of the questions that hosts might be asked during the tour of the
establishment.

f. A list of questions that might be asked by the hosts, with recommended answers.

g. Any special information that might be of value during the visit, eg similar work
being carried out in equivalent Service units or Pakistani establishments, with any
security restrictions affecting its disclosure.

h. A timetable showing all the administrative arrangements for the visit.

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11. Point Briefs. The point brief is an abbreviated and flexible form of brief which abides by
the general conventions of Service writing but is not hidebound by the rules; for instance
paragraphs mayor may not be numbered (to aid collation on a 'cut and paste' basis from
different sources) and, as in operational writing, headings may be used to make sense of
following text. The point brief is most often used as notes, prepared by his staff, for a senior
officer attending a meeting; it is most likely to be made in headquarters, but there is no reason
why it should not be used anywhere when it will be useful. An example is at Annex D to this
Chapter. .

12. Care of Documents. When preparing a brief it is often necessary to remove papers from
their parent files in order to attach them, or copies of them, to the brief. Suitable notes must
be made in the parent file and the whole brief given a protective marking at least as high as
that of the highest classified attached document. After a brief has been used, the papers must
be returned to their parent files. The brief, with list of flags and file reference, is then filed.

13. Multi-subiect Briefs. When a brief is required on a number of subjects, eg a meeting

with miscellaneous items on the agenda, it may be more convenient for the senior officer if a
separate brief is prepared for each subject under a covering note.

0505 - 0600. Unallocated.

Annexes:

A. Layout of a Brief.

B. Appearance of a Flagged Brief.

C. Example of a Personality Brief.

D. Example of a Point Brief.

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ANNEXA TO
CHAPTER 5

LA YOUT OF A BRIEF

PROTECTIVE MARKING - DESCRIPTOR

Identifying Reference Copy No of copIes

Total Pages
Date ....

BRIEF FOR (APPOINTMENT)

(SUBJECT HEADING)

BACKGROUND

1. For a meeting or conference, the agenda is the first item in

a brief and is shown at.. . Flag A

2. The agenda contains many items. However the opening

and closing remarks as can be seen at . Side Flag 1
do not form part of the items.

DISCUSSION

3. ....................................................................................

4. ....................................................................................

5. ...................................................................................

6. Comment. .

7. Line to Take .

FURTHER DISCUSSION

8. ...............................................................................

9. ......................................... .

10 .
lof2
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CONCLUSIONS OR RECOMMENDAITONS*

11. .

12 .

a.

b.

Signature Block

List of flags:

A.
B.

List of side flags:

1.
2.
3.

Departments/Authorities consulted:

Distribution:

2
PROTECTIVE MARKING - DESCRIPTOR

*Conclusions and recommendations may be given under separate headings also.

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ANNEXBTO
CHAPTERS

APPEARANCE OF A FLAGGED BRIEF

l
Flags:1I
AND
OVER
OVERF
s B
A
C D

2 3
1
4 5
6

lde
lags

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ANNEXCTO
CHAPTER 5

EXAMPLE OF A PERSONALITY BRIEF

CRA/101/P1

1 Sep 01

BRIEF FOR COMMANDANT PNA

VISIT OF ADM A R AL-SHEHRI RSNF - 9 TO 11 OCT 01

ADMINISTRATIVE ARRANGEMENTS

1. Admiral and Madame Shehri will arrive here from Riyadh at about 1630 on Wed 9
Oct and leave by air for Germany at about 1600 on Fri 11 Oct. They have accepted the
invitation to stay with you and will be accompanied by the Admiral's aide, Maj A A AI-
Zuhair. There are no special dietary requirements.

PROGRAMME FOR VISIT

2. The programme at Annex A shows the detailed arrangements for 44 Passing Out
Parade and the special engagements arranged for the visit. In addition, 2 extra items have
been arranged on Thu 10 Oct for Madame Shehri alone; these are as follows:

a. In the morning Madame Shehri will talk to the Wive's Club on problems facing
Saudi parents.

b. In the evening Madame Shehri will be taken by your wife and some friends to
visit the museum and have dinner.

ADM ALSHEHRI

3. Adm Shehri was born in Tabuk in 1938. He graduated from Cairo Academy in 1955,
qualified as a pilot in 1957 and flew F102 Delta Daggers. He later commanded a patrol
craft squadron, he was awarded the DFC and the Purple Heart once, and received 2
citations for outstanding leadership.

4. More recently Adm Shehri has been mainly concerned with training. He was on the
staff of the Fleet Commander and Staff College prior to serving at NHQ from 1976 to
1978. Adm Shehri attended the Staff College Dhaka in 1980, was Comdt of the Naval
Academy from 1979 to 1982 and has been commanding RNSF since 2 Apr 01.

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5. The Adm was a keen all round sportsman when younger, but his main interest is now
golf and he plays off a handicap of 6.

. NADEEM AHMED
Lieut Cdr PN
PRO

Annex:

A. Arrangements for the Visit of Adm Shehri - 9 to 11 Oct 01.

(not enclosed)

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ANNEXDTO
CHAPTER 5

EXAMPLE OF A POINT BRIEF

1OG/40 16/7/Org

Oct 01

POINT BRIEF FOR CSO

POST INSPECTION REPORT

OPERATIONS

Readiness of the Base.

Sea Kings.

= Hours.

= Reaction.

= Alert Schedule: difficult to maintain cover.

= Trg.

= Serviceability.

Airfield.

= Comms.
Dispersals.
Redundancy.
ATC at night.

WORKS SERVICES

Airfield.
Barracks.
Power Station.

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ADMINISTRA nON

Accommodation.

= At airfield.

= Portacabin (10% CPOs, 20% other ranks).

= Billet (45% CPOs 80% other ranks).

= Aircrew Hut (taken over as office ...,,' mess).

Morale.

= Mail.

= Defcornffelephone.

= Tour length.

= Amenities.

Notes:

1. This is an example of the most abbreviated form of point brief for a senior officer who is
thoroughly conversant with all aspects of the topic in question.

2. Extra detail may be added as necessary.

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CHAPTER 6

AGENDA AND MINUTES OF MEETINGS

0601. INTRODUCTION

1. Meetings are held to allow direct discussion and free exchange of ideas and opinions on
any subject of current interest or concern. They save time, minimize correspondence, avoid a
possibility of misunderstanding and enable quick action to be taken when needed.

2. An officer nominated as secretary for a meeting is responsible for all preparations,

including the issue of an agenda and for writing the minutes.

0602. PREPARATION

1. Convening Order. It may be necessary to summon a meeting by a convening order, in

the form of a letter or signal, which must include the following:

a. The purpose of meeting.

b. Time, date and place of meeting.

c. Who is to attend; whether commander may bring supporting staff; chairman or

hosting officer if other than originator of the order.

d. Agenda may be included. Alternately request for agenda points may be made.

2. The Agenda.

a. An agenda is issued before a meeting so that those attending may know in advance
what items will be discussed and have time to study each item, carry out any necessary
research and otherwise brief themselves.

b. An agenda must be comprehensive and consist only of relevant items arranged in

logical order.

c. When a meeting is not one of a regular series and no specific paper is under
discussion, a short statement of the topic may be necessary under each item. When items
refer to papers that have been previously issued or attached to the agenda, the papers or
their references need only be listed. In either case it may be desirable to frame specific
questions to be resolved at the meeting.

d. It may be prudent to include an item 'Any other Business' near the end of the agenda.
When the meeting is one of a regular series, the first 2 items should be 'Minutes of Last
Meeting', and 'Matters Arising'; the last item should be 'Arrangements for Next Meeting'.

e. An example of the layout of an agenda is at Annex A to this Chapter.

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3. Administrative Arrangements. The secretary may also need to make the following prior
arrangements:

a. Prepare a room and ensure that the way to it is known or adequately sign posted.

b. Arrange a seating plan and provide place cards, visible to all, for the table.

c. Prepare a form for those attending to fill in their names, appointments and/or
unit/department represented.

d. Ensure that spare paper and pencils are available.

e. Arrange for visual aids, extra microphones for bigger gatherings.

f. Arrange refreshments, accommodation and transport if required.

g. Arrange for a shorthand typist and/or tape recorder.

h. Make arrangements for security.

j. Normally he should plan on estimate time required for an agenda item. He may
advise the attendees or the chairman, about the time constraint if a discussion is
excessively prolonged.

0603. MINUTES

1. Minutes of a meeting summarize important discussion and record the decisions taken in
the form of action required with deadline, if any, and the individual responsible for it. Only
the essence of the discussion should be recorded, so that a reader who was not at the meeting
can understand the reasons for decisions taken.

2. Minutes must be:

a. Accurate and brief.

b. In the past tense and in the third person, ie reported speech.

c. Self contained.

d. Impersonal and formal (eg "Cdr Asif H Siddiqui reported ..... " not "Asif reported ..... "
or even "Siddiqui reported ..... ").

e. Decisive.

3. After accuracy, brevity is the most important of these qualities and is best achieved by:

a. Selectivity. Minutes are not substitutes for a verbatim record and should not attempt
to cover, however summarily, what every speaker said or how individual speakers
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developed their arguments. They must include only the essence of the discussion which
led to the decisions.

b. Crisp Style. The record should be as crisp as possible. Striking phrases used in the
discussion may help to reflect the tone and tempo of the meeting, but they must be
carefully chosen, and some may need to be in quotation marks.

4. Opening/Closing Remarks. The chairman may introduce the subject of the meeting in
opening remarks. Similarly he may conclude the meeting with closing remarks. Both the
remarks stand alone and are placed outside the items of the meeting.

5. The Structure of a Minute. The primary aim of a minute is to set out the decision
reached so that those who have to take action will know precisely what they have to do and
the degree of urgency required. The secondary purpose is to state the problem and to give the
reasons for the decision. A minute should therefore fall clearly into 3 parts:

a. Brief statement of the problem.

b. Essence of the discussion.

c. Decision.

An example of a minute is at Annex B to this Chapter.

6. Statement of the Problem. The minute should first record the subject and then summarize
the problem. The purpose of this opening statement is to make the record of the subsequent
discussion intelligible, without reference to other documents if possible.

7. Essence of the Discussion. After stating the problem briefly, the minute summarizes the
discussion relevant to the subsequent decision. Unless this part of the minute is impersonal it
may be unnecessarily long and give the impression that discussion was limited only to the
speakers named. The form 'A said: ', 'B replied ' and 'C pointed out .', should
therefore be avoided. Sometimes, however, views need to be attributed to an individual, eg
when the chairman dictates the course to be pursued and when a speaker disagrees on a matter
of principle. It does not follow that speakers must always be listed by name whenever
opinion is divided, although there may sometimes be special reasons for doing so. It is
usually preferable to make an impersonal record such as 'on this problem views differed;
some members believed that others were convinced that.. .'. Much said at meetings is
neither essential nor relevant; moreover, much that was relevant at a certain stage of the
discussion may, in retrospect, be found to have no connection with the decision taken. When
drafting a minute, the writer must first examine the decision, after which the essential points
which led up to it can be arranged in a logical order.

8. The Decision. The discussion for each item on an agenda should lead to a decision or
decisions which should be expressed in clear and precise terms. The chairman should
normally sum up the discussion and state the decision(s) reached; if he does not do so, the
secretary should draft the decisions to express the intentions of the meeting. The decisions
should not be spelt out in the discussion paragraph but should be recorded in a separate
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paragraph, headed 'Decision(s)', at the end of each agenda item. However, if the discussion
of a single item is lengthy and falls into a number of separate sections, each with its own
decision, the decisions may be interspersed in their natural sequence with the record of
discussion. Where a decision requires action, the secretary should phrase the decision as an
order in the active voice and give the appointment of the person responsible for the action
with the deadline if any; as an aide-memoire, he should repeat the appointment in the action
column. The following rules govern the allocation of action in minute writing:

a. The record should allocate action with date where applicable to one individual only,
unless several persons are each required to take identical action; otherwise, the result
could be duplication of action or no action at all if each individual detailed waited for the
other to act. In such a case one person should be asked to coordinate with others. In any
case, action is to be taken at the earliest opportunity irrespective of the receipt of minutes.
Thereafter confirmation of compliance should be intimated to the secretary.

b. The method of allocating action to a person not present at the meeting depends on
whether that person was represented at the meeting. If he was represented, the minute
may allocate action to him directly; if he was not represented, the minute should
nominate someone who was present to forward the instruction or request.

c. The record should never order action by persons not under command of the chairman
(or the headquarters he represents), even though present or represented at the meeting. If
a person not under command is required to take action, the phraseology recording the
decision should be that the person' agreed to', 'undertook to', or 'would' carry out the
action. Note that the members of a formally established committee, such as a Mess
ComD;1ittee,are technically under the command of the chairman for matters relating to the
committee; a member of the committee may therefore be ordered (using the words 'is to')
to carry out an action.

9. Tape Recorders. When the minutes are being written, a tape recording can help to
confirm what occurred, particularly if many figures or statistics have been quoted. A
secretary must always regard such a recording as an aid to his work and not a substitute.

10. Shortened Minutes. In a project where time is short and meetings are regular,
abbreviated minutes will often suffice. An example of such a record is at Annex C to this
Chapter. On other occasions it may be necessary to record only the decisions taken. The
chairman should rule when a shortened form of minutes will be acceptable.

0604. LAYOUT

1. The conventions for the layout of minutes are as follows:

a. Subiect Heading. There must be a subject heading, even if it is only the serial
number of the meeting. The subject heading always includes the date and place of the
meeting.

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b. Attendance.

(1) Those present are listed by name and appointment in order of rank. Where
ranks are equal, the seniority of Service should be followed; where ranks within a
Service are equal, names are placed in seniority order if known, otherwise in
alphabetical order. Decorations are not shown.

(2) Permanent or formal members should be listed as 'Present' and those attending
as advisers or observers listed 'In Attendance'.

(3) The chairman is listed first and is nominated as such against his appointment.
The secretary is listed last and is similarly nominated. 'In attendance' are listed at the
end.

(4) Where a person attends a meeting as the representative of another, both

appointments are shown, eg:

Cdr 1M Pasha ...DDNWOP I representing DDNWOP ll.

(5) When a person is not present for the whole meeting, the items for which he
attended are indicated, eg:

Lt Cdr Asif Ali .... FEDO (not for Item 2).

Wg Cdr Hashim Saad ...OC 8 Sqn (PAF) (Item 5 only)

c. Order of Items. Subjects should normally be recorded in the order shown on the
agenda and the 'item' in the minutes given the same number.

d. Headings. Each item must have a heading.

e. Speakers. If individual speakers are mentioned in the minutes, they should be

described by the appointments they hold or the departments they are representing.

f. Action. Normally a one-inch (25 mm) margin headed 'ACTION' is allocated on the
right side of each sheet of the minutes. Those required to take action on a minute are
restricted to those present or represented and they are nominated by appointment or
department in the text and again in the 'ACTION' margin alongside. Some types of word
processor are, however, incapable of making an entry beyond the line allocated on the
machine as the right edge of the main text. With such machines, one must either:

(1) Leave one inch margin blank on initial processing and then superimpose the
'Action' nominees afterwards using a conventional typewriter.

or

(2) Produce the minutes as conventional text, without the special margin at the right
side and insert the action nominees on a separate line, double spaced below the last
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line of the paragraph dealing with the action required, the additional entry being
justified to an appropriate tabular stop on the right half of the page, thus:

Action by SOO to
COMDESRON 25

If required, for emphasis, this entry may be underlined, or made in bold type if available,
at the discretion of the author.

g. Signature. Minutes are signed by the secretary after approval by the chairman.

h. Distribution. The distribution list shows as "Action" addressees all who attended or
were represented at the meeting. All others to whom the minutes are sent are listed under
'Information' .

j. Security. The minutes of a meeting on a subject which merits a protective marking

are marked accordingly. When items of varying protective marking are discussed each
item must be marked in the left margin with its own protective marking and the minute as
a whole must bear the protective marking of the most highly classified part.

An example of the layout of the minutes of a meeting is given at Annex D to this Chapter.

0605. ISSUE OF MINUTES

1. The chairman should normally approve the secretary's draft within 48 hours of the close
of the meeting and the minutes should be issued immediately thereafter not later than 72 hours
to those who attended and others concerned. In case of meetings with foreign agencies
involving commitments, technical language, Etc, the draft minutes are to be prepared to
obtain concurrence of the parties before departure of the visitors.

2. The action is to be taken at the earliest opportunity without waiting for receipt of minutes
or on a specified date/time. The confirmation of compliance is to be notified to the secretary
soon after and again formally as the first action at the next meeting. In some cases a covering
note can be attached to the minutes saying that action/agreement will be assumed unless
amendments are proposed by a given date.

3. When a meeting is one of a regular series or at least a follow up meeting is required, the
date, time and venue of the next meeting is notified in the minutes before closing remarks by
the chairman.

0606 - 0700. Unallocated.

Annexes:

A. Layout of an Agenda.
B. Example of a Minute.
C. Example of Shortened Minutes.
D. Layout-of the Minutes of a Meeting.
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ANNEXA TO
CHAPTER 6

LAYOUT OF AN AGENDA

PROTECTIVE MARKING (1)

Headquarters
Commander Karachi
9 Liaquat Barracks
COM/5/01 Karachi

Tel: 53520/320306

See Distribution May 2001

AGENDA FOR A MEETING ON (SUBJECT) TO BE HELD IN (PLACE) AT

(TIME) ON (DATE) (2)

1. Confirmation of Minutes of Last Meeting (COM/4/98).

2. Matters Arising from Last Meeting.

3. Specific Subject.

4. Specific Subject.

5. Any other Business.

6. Arrangements for Next Meeting.

NADIRRAZA
Lieut Commander Pakistan Navy
Secretary to COMKAR

Distribution:

PROTECTIVE MARKING (1)

Notes:

1. If required.
2. The sequence of the wording may be changed, if necessary, to avoid ambiguity.

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ANNEXBTO
CHAPTER 6

EXAMPLE OF A MINUTE

PROTECTIVE MARKING

ITEM 3. REBUILDING PROGRAMME ACTION

TARGET DATE FOR COMPLETION

SECURITY 8. The Chairman said it was essential to determine (1)

CLASSIFI- a target date for the completion of the rebuilding
CATION programme since all the remaining items on the
Agenda were dependent on this date.

9. There were strong reasons for pressing for an (2)

early completion date, say Autumn 93, but even
if special and very expensive contractual measures
were used the date could not be guaranteed. If plans
were based on this date and the target was not then
achieved, much cost would be involved. The latest
acceptable date for occupying the new buildings
was I Apr 94. Upto a month had to be allowed
after completion before the accommodation would
be ready.

10. Decision. It was agreed that Director Works Director Works

was to negotiate with Works staff to ensure that
the revised date of 1 Mar 98 would be met.

PROTECTIVE MARKING

Notes:

1. Statement of the problem.

2. Essence of discussion.

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ANNEXCTO
CHAPTER 6

EXAMPLE OF SHORTENED MINUTES

PROTECTIVE MARKING

(Reference)

(Date)

NOTE ON 7TH PROJECT PROGRESS MEETING HELD

ON .

HULL ACTION

PROTECTIVE 1. On programme but October steel supply

MARKING in jeopardy. DNC to visit contractor early;
if guarantee not forthcoming supply would be
obtained elsewhere. DNC

2. Target dates for. .

PROTECTIVE MACHINERY
MARKING
3. Starboard engine one week ahead but
port engine had slipped a further week
since 6th Meeting and was now 2 weeks
late. DEO to report progress and
redeploy total labour force to recover
situation by 15 Sep. DEO

4. Programmes for auxiliary machinery

Signature Block

Distribution:

PROTECTIVE MARKING

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ANNEXDTO
CHAPTER 6

LAYOUT OF MINUTES OF MEETING

PROTECTIVE MARKING

Copy No .. of .. copies (1)

Total pages ..(1)

Directorate of Naval Training

Naval Headquarters
TR-2/01 Islamabad

Tel: 123465

See Distribution October 2001

MINUTES OF MEETING ON (SUBJECT) HELD IN PLACE AT TIME

ON (DATE) (2)

Present: (3) Chairman

................................................. Secretary

In Attendance: .

1. Introduction remarks by Chairman. (1)

PROTECTIVE ITEM 1. ITEM HEADING ACTION

MARKING
(4) 2. Statement of the problems and essence of the
discussion. Paragraph headings may be used.
Where any 'Action' is called for, this is
emphasized by placing the name, or appointment,
of the responsible person in the 'Action Column'
ruled off to the right of the page, thus: Secretary

3. Decision. 'It was agreed that.. ..' or 'It was

decided that.. ..' or instructed that...'or directed that. S02 Trg

PROTECTIVE MARKING

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PROTECTIVE MARKING

PROTECTIVE ITEM 2. ITEM HEADING

MARKING
(4) 4. Etc .... CTA

Last Para. Closure, date of next meeting, etc.

A MURTAZA
Lieut Pakistan Navy
Secretary (5)
Distribution:

Notes:

1. If required ..
2. Sequence of the wording may be changed, if necessary.
3. See Article 0604 (1) (b)
4. See Article 0604 (1) (j)
5. See Article 0604 (l)(g)

PROTECTIVE MARKING

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CHAPTER 7

SUMMARIES AND MINUTING

0701. GENERAL

1. The staff officers are often required to write accurate and balanced summaries of large
papers, presentations, seminars, visits, Etc. The major difference between a brief and a
summary is that a brief is primarily prepared to give the reader a clear picture of the problem
under consideration so that he can understand it easily and quickly and, if need be, take
appropriate decision. Whereas the summary is a condensation of information of a long and
complicated document or presentation for information, clarification and easy reference.

2. The types of summary are precis, summary and synopsis. These are explained in the
following paragraphs.

0702. PRECIS

1. A precis is a condensed version of a written work or papers. It may be written for one or
more of the following purposes:

a. To give the gist of a long document.

b. To clarify obscure or involved argument in an original document.

c. To concentrate the essentials contained in a series of papers.

2. A precis must not alter the sense or argument of the original. Should a staff officer wish
to comment, his views should be attached as an annex to the precis.

3. Principles.

a. Content. A precis should be accurate, brief and clear. It should contain only the
important features of the original, presented in a readily understandable form.

b. Impartiality. Impartiality is especially important, and the original author's meaning

must not be coloured or distorted.

c. Style. A series of extracts is not a precis. The same words or terms as the original
need not be used but its tone and force must be retained.

d. Arrangement and Length. The essentials of the original may be rearranged to

achieve brevity and clarity, and the precis should read smoothly and logically. It may not
be necessary to reduce all passages in proportion to their original length, some long
passages may be reduced to a sentence, while others may bear very little abbreviation. A
precis should be as short as possible for its purpose. As a guide it should be between a
fifth and a third of the length of the original text.

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to avoid being superfluous but not to miss any important information. If desired,
comments/recommendations may also be added to the synopsis. Layout of a synopsis on a
presentation is at Annex B to this Chapter.

0705. MINUTING ON FILES

1. The continuation minute sheet is to be found on the inside of Navy files within an
establishment. The aim is to prevent people writing on the original correspondence in the file
and to enable comments to be made without the need for separate loose minutes or
memoranda. These are written on the minute sheets especially provided for this purpose.

2. The staff officer crosses out his appointment mentioned at the end of previous minute
before writing his comments. If short comments are offered eg WILCO, noted, approved,
Etc, then the initials with date are placed after the comment against the appointment. Longer
comments should be placed separately as a minute. After writing the minute, staff officers
should cross out their short title and the date under the respective columns on file covers. The
appointment of the officer next referred to, is to be entered in the line below alongwith date.

3. All minutes on the file are to be signed by an officer under his name, appointment and
rank. Name, rank/appointment and date will either be entirely typed or given in manuscript
under the signature. Minutes are to be signed and dated at the bottom right hand side and the
addressee/addressees are to be shown at the bottom left hand side of the minute sheet as
shown below:

AD KHAN
Capt PN
DRegs
22 Sep 01
Appointment (ACNS concerned)

Appointment (PSG concerned)

4. The comments are titled as 'Min-l', 'M-l' or 'M-2'. The first of the series is also referred
to as initiating minute raised after instructions like 'put up' 'process on file', Etc are noted on a
particular letter. All documents placed in the file are given their sequence number in
minuting. A letter attached to the file as PUC before writing a minute is marked with number
lA alongwith its notation as one before first minute is written as Min-2. The format of
writing is as follows:

No 1
Date _
FromITo _
Subject _
M-2

These letters when not marked as PUC with tag are simply referred as enclosure 'Encl' with
its sequence number.
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10. The action officer/appointment is underlined, whereas information addressees are not. A
number of abbreviations peculiar to the Navy minute sheet are:

BU orPU Bring Up or Put Up (with a date)

CT Copy to
F/A Flag A
FNA For necessary action
H/O Held over (to be followed by BU)
NFA No further action
OBE Overtaken by events
O/R On return
PA Put away
PDA Proposed draft attached
PSM Please see me
PUC Paper under consideration
WILCO Have understood and will comply.

0706 - 0800. Unallocated.

Annexes:

A. Example of a Summary.
B. Layout of a Synopsis.
C. Example of a Minute Sheet.

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ANNEXA TO
CHAPTER 7
EXAMPLE OF A SUMMARY

C/48111/ Air
15 Sep 01

SUMMARY FOR DCNS(O) OF THE INTRODUCTION OF TYPE 99 MK 1 CAMERA

DateOC
DNWOP
DNA
ACNS(O) 3.
(1)
29 wrote
Similar 1..tous
4.
5.
6.
2was
(1)
Summary
told
later
reports
Squadron FA VOhim
COMPAK
anxious
sent
that
followed called
the
informed ona phone
tofrom
Type conference
instructional
and
see pictures
399days
all MK1
other E4-7
of E2
all
diagrams.
that OC
E3
E9
M4(Flag
E1
M3 E8 at
Enclosure
(Flags
(Flag
(Flag
(Flag 3)
1) 6,7,8,9)
5)
2) 4)
11)
10)
and asked
maintainers
techniques.
He DNA toinensure
loadingbriefing
and installation
of all operators
1

17 Jun 01 7. FA VO wrote a technical report on the ElO (Flag 12)

shutter defect and included his suggested remedy.

18 Jun 01 8. You approved the report and it was sent to M7, EllA
manufacturer the same day. (Flags 13, 14)

NZAFAR
Lt Cdr PN
SOO

Note:

1. In the enclosure column of this example, the prefix E refers to enclosures and the prefix M to
, minutes. Enclosures are letters or documents placed on right side of the file opposite the minutes.

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ANNEXBTO
CHAPTER 7

LAYOUT OF A SYNOPSIS

SYNOPSIS OF THE PRESENTATION

ON BY

INTRODUCTION

1.

2.

MAIN BODY

3.

4.

QUESTION AND ANSWER SESSION

5.

6.

CONCLUSION

7.

RECOMMENDATION(S)

-8.

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ANNEXCTO
CHAPTER 7

EXAMPLE OF A MINUTE SHEET

M-1

Ref: Enc11-A (PUC)

Points raised by 26 PN Staff Course members and proposals from faculty are placed opposite
for consideration in preparing Schedule of Events for 27 PN Staff Course.

HMUZAMMIL
CdrPN
DS(S)
22 Sep 01

M-2

Ref: PM and PUC

1. Schedule of Events for 27 PN Staff Course is placed at Flag A. It has been prepared in the
light of proposals received by faculty and points raised by previous course.

2. For approval Pse.

A SALEEM
CdrPN
DS(P)
1 Oct 01

Comdt

through f;1

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CHAPTER 8

PREP ARING PRESENT ATIONS AND BRIEFINGS

0801. GENERAL

1. The ability of officers to speak effectively is very important. Officers speak at briefings,
presentations, meetings, discussions, lectures, addresses and, perhaps most important of all, to
the sailors they command. They must be able to speak clearly, convincingly and fluently.
The staff officers are required to prepare the presentations for their commanders. This
Chapter is a reference for preparing oral briefings and presentations.

0802. STRUCTURE OF BRIEFING

1. There are 3 parts of a briefing:

a. Introduction. The introduction of a briefing serves the same purpose as the

introduction of a service paper; to orientate the listeners. In addition, it is a crucial phase
in which the speaker establishes a rapport with his audience.

b. Main Body. The main body contains the essential information presented to the
audience in the most economical and effective way.

c. Summary and Recommendations. Last impressions are as important as first

impressions. This part is the speaker's last opportunity, other than the question/answer
time, to influence his audience.

0803. TYPES OF BRIEFING

1. There are 2 types of briefing:

a. Information Briefing. The aim of an information briefing is to inform the audience.

No decision is required. The brief may be initiated by the briefer because he has
information to impart; he may initiate it in response to a request for information by his
audience. The briefing should start with a short introduction to orientate the audience.
Facts should be presented clearly, concisely and objectively. Assessments, opinions and
guesses should be clearly presented as such.

b. Decision Briefing. A decision briefing imparts information to obtain a decision.

After the introduction the briefer must clearly state that he is seeking a decision. All the
pertinent facts must be stated. He must be prepared for interruptions as these briefings
are interactive in nature.

0804. STAGES OF PRODUCTION

1. The stages in preparing an oral briefing are similar to those described in Chapter 4 and
Chapter 5 for preparing Service papers and written briefs. Instead of the recipient reading a
brief and referring to flagged documents; the brief is spoken and supplementary information
may be presented using a variety of appropriate audio-visual aids.
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2. A simple oral briefing may require no preparation other than the speaker ordering his
thoughts and walking into the recipient's office; a supporting, written point brief is a useful
aid in such circumstances. A complicated briefing may require a script to be written. It may
resemble a stage production in scale and effort. The paragraphs, which follow, refer to a
reasonably complicated briefing requiring detailed preparation.

0805. PREPARATION

1. The first step is to decide the aim of the briefing. The terms of reference, if any, must be
studied; limitations must be defined and clarified if necessary. The audience's knowledge
must be assessed and assumptions made about their competence and interest. The research
and preparation is no different from that involved in preparing a Service paper. There are 4
additional aspects that need to be considered:

a. Mastery of the Subject. Questions can be expected, so absolute mastery of the

subject is essential if they are to be answered confidently and accurately without
reference to source material. Bias, hesitation or ignorance will begin to undermine the
speaker's credibility.

b. Time for Questions. In preparing the briefing the speaker must allow sufficient time
for the audience to question him. This may require as much as half the available time.
Try to predict likely questions and have visual aids to support any answers.

c. Time for Rehearsal. Time must be set aside for research, to redraft scripts or alter
aids. In addition time must be allowed for one or more rehearsal. This may take 50% or
more of the preparation time. Never under estimate this requirement.

d. Audio- Visual Aids. A long brief, on a complicated subject, spoken by one person,
with no aids, can be very dull. Very few speakers are lucky enough to be masters both of
their subject and of the art of public speaking. The spoken words may not be the most
economical way to impart the information. The briefer must therefore consider a variety
of audio-visual aids: handouts; slides; films; video sound-recording; models; equipments;
demonstrations; theatrical playlets; first hand accounts. It may even be better to hold the
briefing 'on location' rather than rely on such material. Never under-estimate the time
needed to prepare aids. View foils are among the most common aids employed. The
final decision on the use of any aid should be taken by a ruthless assessment of the
following questions:
Not
Does
Is it necessary?
Notit too
it stimulate?
suitable?
too small.
Is (1) complex.
Necessity- Original8-2
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If the visual aid can fulfil these requirements, then its use should enhance the presentation.
Power supply or equipment failure should be adequately catered for. Guidelines for
preparation of slides are given at Annex A to this Chapter.

2. During the research and preparation much of the material assembled will fall into place,
in the same way that it would if a service paper were to be written. The art of good briefing is
to judge what to include, without insulting or boring the audience, and what to exclude
without mystifying them. Because a briefing is spoken, it is often hard to judge the time until
the first rehearsal has taken place. When there is a time limit it is often useful to categorize
information in a similar way, to that used in preparing service papers, namely:

a. Vital. Information which cannot be left out.

b. Interesting. Information which could be left out if there is insufficient time.

c. Irrelevant. Information which could be included if there is sufficient time.

3. Card System. A convenient way of assembling the material and juggling it, is to create a
s.mall card index. Cards are allocated to subject, main, group and paragraph headings and
notes are made under them; different colours can be used. These can then be easily juggled.

0806. FRAMEWORK

1. The framework for a brief is very similar to that for a service paper. The introduction and
aim are defined in full. The subject to be covered and the method of presentation are arranged
under the headings. The introduction is particularly important for the reasons already
discussed. It is suggested that the conclusion of the briefing is drafted later, although the
contents would be known at this stage.

0807. STYLE

1. When the framework has been completed, the contents of the brief will have been largely
mustered. The briefer has a choice of 3 alternatives:

a. To speak from memory.

b. To read from a script.

c. To speak using notes as a prompt.

2. Only the briefer can decide which method to choose. The choice will depend entirely on
his natural abilities, command over the subject, level of knowledge and seniority of audience,
experience and confidence. The advantages of each method are discussed below:

a. S?eaking from Memory. The briefer who is obviously master of his subject,
speaking from memory, without lectern or rostrum, script or notes, will be extremely
effective, provided his delivery is fluent and his aids properly keyed. This is the highest
level of the briefer's art. Few people have the memory, the confidence, the personality
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and the mastery to reach it. Those who do, have great natural ability and spend a lot of
time perfecting their talents.

b. Speaking from a Script. The advantages of speaking from a script are that the
information can be condensed, aids can be cued without verbal prompts and a written
record of the briefing exists. The use of a script usually places the speaker behind a
lectern, dividing him from his audience. The brief may become a monotonous,
impersonal reading if care is not taken.

c. Speaking from Notes. A compromise between the first 2 methods is to speak from
notes. These are usually the framework headings. The advantages are that the briefer
can get out from behind his lectern, come closer to his audience and speak less formally.
The notes provide support and give confidence. The disadvantage is that the audience
may be distracted if the notes are not discreet and the speaker refers to them too often;
cueing of aids needs particular attention.

0808. DRAFTING SCRIPTS AND NOTES

1. A script is prepared in the same way as a service paper. The differences are that the
prose used must be appropriate to the spoken word, not a written composition and instructions
for cueing aids must be clear. It is normal to do this in the right margin using a format similar
to that for written briefs. The alternatives are:

a. U sing the framework as a guide, run through the brief and record it. An audio-typist
can then transcribe the tape and this can be used as the first draft.

b. Using the framework, write out the script. Then rehearse it aloud and make
alterations as inconsistencies or faults become apparent.

2. Notes can be prepared in the same way. The briefer can either work backwards by
condensing a full script or forwards by making notes from the spoken words.

3. Staff officers may be required to prepare briefing notes, a speech or a lecture for a senior
officer. In such circumstances it is essential to consider the personality, outlook and
requirements of the senior officer.

4. A possible sequence of events for such a situation might be:

a. The Staff Officer consults the Speaker or his staff to determine the exact terms of
reference for the talk.

b. The Speaker is consulted personally and:

(1) His first thoughts are obtained.

(2) Agreement is reached as to the form of notes required.

c. The Staff Officer drafts the notes.

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d. The speaker takes the notes and amends them as he wishes. He should never give his
talk direct from the staff officer's notes.

5. For an important speech or lecture the speaker may require rehearsals. He may also
require some visual aids. It is the responsibility of the staff officer to find out such
requirements and sufficient time for them to be produced for rehearsals.

0809. CONCLUSION

1. Speaking to an audience is extremely personal and involves the conscientious application

of one's personality. The achievement of a high standard of proficiency in the art of public
speaking demands an objective approach to a briefing, presentation of talk, concentrated
projection of the speaker's personality, preparation and practice.

0810 - 0900. Unallocated.

Annex:

A. Guidelines for Preparation of Slides.

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ANNEXA TO
CHAPTER 8

GUIDBLINES FOR PREP ARA TION OF SLIDES

1. Slides are to be shown only if necessary, not to beautify the presentation.

2. Generally common format of background, colours, size and font should be preferred. All
slides should clearly indicate their sequence number for subsequent reference.

3. Heading of each slide should be separate from the text and distinct in appearance.

4. Animation should not distract the viewers; it should be used only when essential.

5. Dimming effect should not obscure/fade the writing in total.

6. Contrast in colours should be preferred.

7. Slid~3 showing headings only are not normally shown such as introduction, conclusion,
Etc.

8. More than 6 lines in a slide are not preferred otherwise it becomes a busy slide.

9. If busy slide is ul1avoidable, attention should be drawn to the relevant figures/data rather
than leaving the viev/ers tc wander.

10. The data/quotations should clearly indicate the source with name, title of the book, year,
page number, Etc.

Note:

1. It should be remembered that good slides do not compensate for poor contents, preparation or
delivery.

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ANNEXBTO
CHAPTER 8

GUIDELINES FOR PREPARATION OF SLIDES

1. Slides are to be shown only if necessary, not to beautify the presentation.

2. Generally common format of background, colours, size and font should be preferred.
All slides should clearly indicate their sequence number for subsequent reference.

3. Heading of each slide should be separate from the text and distinct in appearance.

4. Animation should not distract the viewers; it should be used only when essential.

5. Dimming effect should not obscure/fade the writing in total.

6. Contrast in colours should be preferred.

7. Slides showing headings only are not normally shown such as introduction, conclusion,
Etc.

8. More than 6 lines in a slide are not preferred otherwise it becomes a busy slide.

9. If busy slide is unavoidable, attention should be drawn to the relevant figures/data rather
than leaving the viewers to wander.

10. The data/quotations should clearly indicate the source with name, title of the book, year,
page number, Etc.

Note:

1. It should be remembered that good slides do not compensate for poor contents, preparation or delivery.

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TABLE OF CONCORDANCE

Article Article
Authority
New 237
212
240
245
203
238
204
201
215
247
210
243
235
106 of
Unallocated
227
226
220
253
223
250
249
248
262
261 of JSP
provision 101
JSP 101
1010218
0221
227
232
Article
220
219
0222-0225
0228
229
226
with
00230
0233
235
234
231 modification
Article
changes 244
242
239 of JSP 101
236 ~ofJSP
230
232
246
241
255
251
257
259
252
233
234
231
258
256 101 with
Article
JSP 101236A
changes
Article 229 (c)ofofJSP
JSP101
101with

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TABLE OF CONCORDANCE

Article New 273

270
301
311
412
Provision
403
406
267
501
276
503
504
Unallocated
308
318
317
310
309 of
314 Article
rtIcle 0 ofArticle
Un
Authority
Article
JSP
'A.--' 413
401
605
allocated
601
319.of
505
~32$-£-~
101 of JSP 101
JSP
ofJSP 404
0403
0501
406-0500
504
405
602
503
10100603
505-0600 Article
with changesNew
provIsIOn
Article 415
414
411
409
407
405
410
408
506
507
505 of JSP 101 with
509
508
514
513
512
511
510
604
606
603
416
provision with new
changes
000 Article 502
602
New provisionof JSP 101 0601

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TABLE OF CONCORDANCE

Article Unallocated
New
New addition
Article 614 of JSP 101Article
707
615
Authority
provision
Authority
0807
0809
0803
0804
0806
0810-0900
0703
0704
0705
0706-0800
0606-0700
0605
0702
0805
0808
0604 0802 611
Unallocated
Article
New 705
706
704
616
Provision
609
610
613
608
612
New provisionof JSP 101
0801
0701

PBR-140 Con-3 Original

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