Conventions of Military Correspondence
adapted from the AMS Student Handbook

General

1. Introduction. All types of military correspondence, whether to a DND or non-DND addressee, follow a certain protocol: an address, a date, the text, and signature block, to name a few. The standard layout is an aid to the clear presentation of fact and discussion.

2. Framework. Military writing presents the results of logical thinking and argumentation in a convenient format for the reader. The formats and layouts do not necessarily represent or follow the logic process used. Military staff papers usually follow a five-part framework:

a. Aim. This must be stated with absolute clarity;

b. Introduction. This contains the background and an explanation of the scope of the paper and should be brief. It may only give a general idea of the subject;

c. Body or Discussion. This contains all the information, ideas, factors, arguments and deductions relevant to the subject and aim, presented in a logical order;

d. Conclusion. This must not introduce any new material or argument. It is a summary of the facts, arguments and deductions contained in the body of the paper; and

e. Recommendation. Military staff work is also used to obtain a decision from a senior staff member/commander. If there is a singular, short recommendation, then it may be part of the conclusion; otherwise it is given a separate heading.

Aim

3. This section introduces the information needed to prepare military correspondence and AMS staff exercises. The following topics are addressed:

a. Headings,

b. Text Body,

c. Closing,

d. Addresses,

e. Style,

f. Notes and drafts, and

g. Punctuation.

The Heading

4. Introduction. The heading is composed of all material preceding the text, from the letterhead to the subject. It contains the following:

a. Letterhead,

b. Security Marking,

c. Originator's Identification,

d. File Number/Suffix,

e. Date,

f. Time

g. Priority Post or Registered Mail,

h. Addressee, and

i. Subject.

5. Letterhead. Letterhead paper will not be used for internal correspondence or for correspondence addressed to DND or CF offices and agencies. CFAO 62-6 details when letterhead stationary is authorized. For AMS requirements, RMC letterhead will be used for correspondence to non-DND/CF agencies exercises.

6. Security Marking. If correspondence requires a security marking, the classification or designation shall be typed in uppercase and underlined one inch from the top and bottom of each page and left justified. It is normal to place caveats or designations on the classification, i.e., 'CONFIDENTIAL (Unclassified without Enclosures)'. Example:

1/2 <---- Page Number CONFIDENTIAL [1 inch above bottom]

Figure 4-1. Format for Security Classification

7. Originator's Identification. The unit name and address or the position or the name of the person is required.

8. File Number/Suffix. The file reference is a combination of letters and/or numbers assigned by the originator to simplify future identification. The file reference consists of two parts:

a. file number in accordance with references H, I and J ; and

b. file suffix: the draftee's short title designation, in brackets after the file number, i.e., 0000 - 0 (DS CD).

9. Date. The date contains the day, month, and year in that order. The convention is that correspondence within DND/CF has the date abbreviated. Letters to the public have the date in full. Letters to NATO and other government departments may have either, depending the recipient's familiarity with DND. The rules are as follows:

a. If the month is spelled out, the year is written in full, i.e., '1 January 1997'.

b. If the month is abbreviated, the year is indicated by the last two digits, i.e., '1 Jan 97.' The exception to this for correspondence internal to DND/CF is the month of May, which has no abbreviation. The year, in this case, still follows this abbreviation rule.

c. The month is never indicated by a number.

d. The cipher '0' is not be used with the days 1 to 9.

e. If the date of signature is uncertain, the space (one tab, 5 spaces, or ½ inch) for the day may be left blank, and the information penned in by the signatory when the correspondence is signed.

f. When a year appears on its own in the body of text, it is always written in full, i.e., '2004.'

10. Times. The time in military correspondence is specified using the 24-hour clock, i.e., '1300.' The time may be followed by a time zone suffix, i.e., 'Z', 'Zulu', 'GMT' or 'EST' and etc. or the word 'hours', if confusion with other figures is possible. The words 'noon' and 'midnight' are not used.

11. Priority Post or Registered Mail. The word Registered shall be written when a receipt signature is required, otherwise Priority Post shall be written.

12. Addressee. The addressee is the authority or individual or agency for whom the correspondence is intended. Addressees shall be identified by appointment and not by name.

a. Single Addressee (NATO/DND/CF). The addressee is identified in the heading of the document below the date using the abbreviated military appointment, i.e., 'DLR', 'DCDS' or 'DGLEPM' and etc., or the full address, if it is addressed outside of your unit.

b. Multiple Addressees. The addressee is identified in the heading of the document below the date using the statement 'Distribution List' or 'Dist List'. The full distribution list, with addressees and addresses, is shown after the signature block.

c. Retired Members. A former officer or non-commissioned member who was honourably released and who served in the CF for not less than ten years is identified by using the rank title held at the time of release, initial, name, and decorations, followed with the word (Retired) or its abbreviation (Retd).

d. Public.

(1) Single Addressee. The addressee is identified in the heading of the document below the date by writing the full address.

(2) Multiple Addressees. The addressees are identified below the signature block under the heading 'C.C'. Their full address is given.

(3) A multiple 'Distribution List' is not used.

(4) Each letter sent should be addressed individually; and

(5) Addressees should receive an original of the letter.

13. Subject. The subject is a brief statement of the general content or a title of the correspondence. It is used in all correspondence to NATO/DND/CF addressees. It is not used in letters to the public. A subject heading is typed in upper case letters and is underlined but if it is expressed in two or more lines, only the last line is underlined, and the underlining is carried to the end of the longest line. Security markings follow the DND rules outlined in reference 6 above.

Example:

Figure 4-2. Subject Format

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The Body

14. Introduction. The body includes references and the text of the correspondence.

15. References. The word 'Reference' or its abbreviation, 'Ref,' will be used to introduce a referenced document followed by a colon and two spaces. If multiple references are used, the suffix format "(s) " is added to the word. Each document referenced is listed and identified by an uppercase letter, followed by a period and two spaces. If there is only one reference, it is not lettered. The following conventions are used:

a. Available to all addressees. Any reference that is not available to all addressees shall be suffixed (NOTAL) meaning 'not to all';

b. Inclusions. A reference included with the document shall be suffixed (enclosed) or (encl);

c. NATO/DND/CF. References are identified as follows:

(1) Another Document. The identification shall include the appropriate file number, file suffix, and date. For example,1000-1 (DCA 2-2) 1 Jun 97;

(2) A publication. The identification shall include the acronym and/or a number. For example, QR&O 16.02;

(3) An Extract of a Document. The identification shall include the chapter, article and paragraph number(s), never the page number. For example, article 103.1b(2), or, table 12 A-3 refers to the third table of Annex A to Chapter 12; and

(4) Message. The identification shall include the acronym and/or number and the date/time group. For example, CANFORGEN 01/97 151400Z JAN 97.

Figure 4-3. Example of Reference Identification

d. Public. When referring to information found elsewhere, it is referred to in the first sentence of the letter or in the rest of the body of the text. If it is not convenient to list the reference in the body of the text use footnotes, endnotes, bibliographies, and indexes.

e. Sequence. References are listed in the order in which they are referred to in the text of the document, not in chronological order. Within the text, a reference is referred to in the same form as used in the listing, i.e., 'Reference A shows..'.. If 'Reference' is spelled out in full in the listing, or if the listing uses the abbreviation 'Refs', it is referred to in the body in the same form, i.e., 'Ref B has..'

16. Salutation. The salutation is used only in correspondence to civilian agencies or in demi-official correspondence. For example, ' Dear Doctor Roades:'

17. Text. The originator of written staff work is responsible for ensuring that the reader understands the purpose of the paper and what the reader's responsibilities to the staff work are. For example, should the written communication prompt the reader to be informed, take action, or provide feedback? The references provide guidance and rules for structuring text according to good style and tone using good grammar, punctuation, and spelling.

18. Abbreviations and Acronyms. An abbreviation is usually a shortened form of a word, or may be the initial letter of two or more words. An acronym is usually created from the initial letters of a group of words. The conventions are as follows:

a. General Rule. The use of abbreviations and acronyms is encouraged up to a point but care should be exercised to avoid possible ambiguity or making it difficult for the reader to understand. Periods are not used in abbreviations.

b. Allied Forces or the Public. If an abbreviation or acronym is used in a document to Allied forces or the public, the word, or words, represented are written in full on their first appearance, followed by the appropriate abbreviation or acronym in brackets, i.e., 'National Defence Headquarters (NDHQ)'. Acronyms are written in capital letters without spaces or punctuation. Watch excessive use, though.

c. International Use. The use of abbreviations that are in common international use, such as 'km', 'ft',' m', 'UK' and 'USA', is recommended.

19. Numbers. By convention, numbers less than ten are written in full, i.e., 'one, 'two,' and etc. The exceptions are when the number is part of a fraction, formula or expression, i.e., '¼,' '4 + X =,' ' 8.5.' Adjacent numbers indicate quantities or dimensions and confusion may arise. They are then separated, or one of them is written, i.e., '12 x 5-ton trucks' or 'twelve 5-ton trucks,' and 'two six-gun batteries,' or '2 x 6-gun batteries,' or '2 x six-gun batteries.'

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The Close

20. Introduction. The close comprises all material below the last line of the body of the communication. A handwritten or stamped signature must always appear on the original document, except for correspondence transmitted electronically. While it is general practice in letters to write the first name in full, the use of initials is discretionary. Normally, the person named in the signature block should sign correspondence. If the correspondence is signed by another, that person must have prior authority to sign for the named person and shall sign his/her own name and rank, if applicable, 'for' the named person.

21. Signature Blocks. All DND and CF letters and memoranda shall include signature blocks. While official policy allows discretionary use of signature blocks on other types of correspondence (such as reports, minutes of meetings, and papers), AMS policy is that signature blocks are mandatory on all written staff work. Signature blocks include the following components:

a. Name of the sender,

b. Rank (for military personnel only),

c. Position or title,

d. Telephone number (optional),

e. Facsimile number (optional),

f. E-mail address (optional), and

g. Authority line (when required).

22. Conventions.

a. Abbreviations and Acronyms. Abbreviated signature blocks may be used for internal correspondence, such as memoranda, minutes, reports, agendas and etc.

b. NATO and Public Addressees. The rank and position, or title, must be written in full for correspondence that is addressed to a civilian agency or a NATO addressee.

c. Personalized Letterhead. When correspondence is prepared on personalized letterhead, the position or title of the sender is not normally repeated in the signature block. This applies to Formation Commander and above appointments only.

d. Signature Blocks in Unilingual Correspondence. The format is below in Figure 4.4.

e. Signature Blocks in Bilingual Correspondence.

(1) Leave two blank lines after the last line of text and insert the position or title of the sender, in French, followed by a comma.

(2) Leave sufficient space between the title and the signature block, for the signature (five lines).

(3) Insert the rank in French (if applicable) ahead of the name.

(4) Insert the rank in English below the name, followed by the position or title of the sender, in English, each on a separate line.

Figure 4-5. Bilingual Signature Block Formats

23. Authority Line. An authority line is used when one individual is responsible for the correspondence but another is accountable for its contents, such as when an Adjutant signs orders on behalf of the Commanding Officer. The authority line identifies the accountable individual. An authority line should only be used when it is necessary to show that someone other than the sender is accountable for the contents of the correspondence.

Figure 4-6. Authority Line Formats

24. Complimentary Closing. A complimentary closing is used only in correspondence to public addressees. For example:

Figure 4-7. Closing Format, Letters to the Public

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25. Annexes and Appendices. Annexes and appendices are used only in correspondence to NATO/DND/CF addressees.

a. Annexes. Annexes are supplementary documents that amplify or explain the parent document. They are used when the inclusion of all the detail in the supplementary document in the body of the document would be cumbersome. Annexes shall be identified by a letter:

(1) in CAPITALS, i.e., 'A', 'B', 'C' and etc., in the order in which they appear in the text;

(2) shall have their own subject headings; and

(3) must be referred to in the body of the correspondence either after the phrase which pertains to the reference in parentheses, i.e., '(Reference A)' or '(Ref A)', or as a phrase, "are attached at Reference A" or, if abbreviated, 'at Ref A.'

b. Appendices. Appendices are supplementary documents that amplify or explain the parent annex and are used when the inclusion of all the detail in the annex would make it cumbersome. Appendices:

(1) shall be numbered consecutively in Arabic numerals, i.e., 1, 2, 3 and etc., in the order in which they appear in the text of the parent annex;

(2) shall have their own subject headings; and

(3) must be referred to in the text of the annex in the same manner as annexes are referred to.

c. Format. Annexes and appendices are placed after the signature block. The heading 'Annex(es):' is located one space after the signature block, followed by a list of the annexes and appendices.

Signature Block Annexes: Annex A              Definitions Appendix 1          Abbreviations Annex B              Types of Correspondence Appendix 2          Military Addresses Appendix 3          Non-Military Addresses

Figure 4-8. Example of Annex and Appendices List

26. Enclosures. An enclosure is additional material attached to the main document, other than annex or appendix. Enclosures are identified as a reference in the body of the text, and suffixed '(enclosure)' or '(encl)'. Examples include any other complete document, an extract from another document, or other items such as photographs. The heading 'Enclosure(s):' is located one space after the signature block, followed the number of enclosures. If annexes and appendices are included, enclosures are identified after the last annex or appendix.

Figure 4-9 Example of Enclosure Identification

27. Distribution List. Correspondence to military addressee(s) is distributed either to a single addressee, identified by position or appointment in the heading of the correspondence, or to multiple addressees in a distribution list in the close of the correspondence.

a. Categorization. Addressees shall be categorized as action or information addressees.

b. Precedence. Each category of action or information addressee shall be listed in a logical sequence. Titles are not required under distribution list. The convention is as follows:

(1) external, then internal addressee;

(2) then seniority (in alphabetical order if appointments or units are of equal seniority or status); and

(3) then by geographical or functional grouping.

c. Standard Distribution Lists. A standard distribution list is a predetermined, regularly occurring list of addressees used to save time and reduce the human error factor when preparing correspondence. Within larger HQ and formations, standard distribution lists are used routinely, but if a standard list includes addressees who should not receive the document, the distribution list is so annotated, i.e., 'CFB Kingston List A (less..)' . Standard Distribution lists make no distinction between action and information addressees. Examples of such lists are as follows:

(1) Within a formation, 'List A' may represent all units within the formation and 'List B' includes all formation HQ senior staff appointments; and

(2) Within a unit, it is permissible to have a generic group, i.e., Within AMS, 'All DS' - includes all AMS DS.

Figure 4-10. Example of Distribution List

d. Carbon Copy. The indication 'c.c.' is used only for correspondence sent to non-DND civilian addressees. It corresponds to the distribution list of documents and lets the recipient know who else is receiving the correspondence. The indication 'c.c.' is followed by the names of the recipients of copies of the letter.

Figure 4-11. Example of Carbon Copy

28. Page Numbering. All pages shall be numbered in sequence using Arabic numerals, separated by an oblique. Conventions are as follows:

a. The number shall appear at the bottom left of each page or two lines above the security marking.

b. Single pages of a document, annex, or appendix are not numbered.

c. The first number, preceding the oblique, indicates the page, and the number following the oblique indicates the total page count in the document.

d. The pages of an annex or appendix use the letter and/or number of the annex or appendix followed by a space, the en dash, a space, and the page number.

Figure 4-12. Examples of Page Numbers

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The Address

29. Introduction. The address provides the particulars indicating where an organization is situated for postal purposes. To conform to the Canada Postal Corporation Standards, all lines of the address are formatted with a uniform left margin. Upper-case letters are used throughout the address block that appears on the envelope. The convention is to use as little non-critical punctuation as possible without affecting the comprehension.

30. Placement. The address shall be placed at least 40 mm from the top of the envelope, at least 19 mm from the bottom, and at least 15 mm from the left and right edges.

31. Special Markings.

a. Privacy Markings. Envelopes shall bear privacy markings appropriate to the level of privacy required. It is mandatory to have correspondence addressed to a specific staff appointment otherwise it will not be delivered. But if the correspondence must be opened only by a specific named person or appointment, i.e., for medical, security investigations, or announcements, it should indicate 'TO BE OPENED BY ...' to the left of, and in line with, the top line of the address. Care should be exercised in addressing by name because no one other than the named person may open an envelope so marked, whereas an envelope addressed by appointment may be opened by any person acting for the principal. A DND 709 will be used and placed at the back of the sealed envelope over the flap.

b. Special Markings. No markings shall be placed below the postal code on an envelope. Special markings such as 'REGISTERED' or 'URGENT' should appear to the left of, and in line with, the top line of the address.

32. Components. The sequence of components for mail originating in and addressed to a destination within Canada is as follows :

a. Non-address Data. Non-address data appears at the top of the address block.

b. Addressee Information. Addressee information, delivery address information, municipality, province, and postal code shall always be the bottom three or four lines of the address block.

c. Delivery Address Information and Postal Code. Except as otherwise noted, address components and elements on the same line will be separated from each other by one space. The number sign (#) or any other punctuation, such as commas, shall not be used. The postal code shall be separated from the province by two spaces, as shown in Figure 4-13. The two letter symbol for a province or state (address element) shall be used rather than the full name.

d. Return Address. Returned address should be indicated at the back of the envelope when 319 and 320 sizes envelopes are used and at the top left corner for the other sizes of envelopes.

33. Format. The envelope shall be annotated to the left of, and in line with, the top line of the address.

Figure 4-13. Envelope Address

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Style

34. Verbs. Service documents are written usually in the third person and the same tense throughout. Certain correspondence may be written using the first person, but this is the exception. The following words or phrases are used to express orders and intentions, or have specific meanings:

a. 'Is to' or 'Are to'. These words are used to express a direct order, such as in a policy directive.

b. 'To.' The word 'to' with the infinitive form of the verb is used to express an aim, mission, intention, or objective.

c. 'Should'. In instructions or guidance, 'should' is used when it is necessary to leave initiatives and discretion to the reader or recipient.

d. 'Intend'. 'Intend' is used to signify an intention which will be carried out unless countermanded by higher authority.

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

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

35. Nicknames. Nicknames consist of two words used for convenience when referring to a particular matter, such as an exercise or assignment. Nicknames are capitalized, i.e., 'Exercise MARCUS HARDUS'.

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Notes and Drafts

36. Notes. Amplification of specific points in tables or diagrams can be made by using 'Notes'. Notes are not used normally in the text of service papers or other correspondence, except as a means of referring to other documents or authorities. Notes are numbered consecutively in Arabic numerals, the series starting for each supplementary document or table. They are listed under the heading 'Notes:' at the foot of the page on which they appear. Attention is drawn to the relevant note by inserting the appropriate note numeral in brackets immediately after the part to which the note refers, i.e., (1).

36. Drafts. Often, draft documents are circulated for review and comment or input from other staff before final distribution. The conventions for draft documents are as follows:

a. Drafts are distributed under a covering memorandum, email or letter as the case may be. An essential requirement is not to create more work for the reviewer. The options are as follows:

(1) If the draft is distributed electronically, and the author wishes electronic returns, he should request that the comments be inserted directly into the electronic version, specifying the colour and font style that would be appropriate. Alternatively, he can provide a separate electronic proforma to be filled in and returned; or

(2) If a hard copy is distributed, the originator should include a proforma to write comments on. Alternatively, he can provide space in the original document by double-spacing it.

b. Documents must be annotated with the word 'draft.' This is done either by inserting the word 'DRAFT' as a header just under the top security classification and above the bottom security classification, separated by a space, or by inserting a water mark.

Punctuation

37. Underlining. Underlining is not used for emphasis in text.

38. Quotation Marks.

a. Main Use. Quotation marks must enclose only the actual words of the speaker, i.e., 'The Director said, "It is a viable option. Cost alone.".

b. Single and Double. The convention in military writing is to use single quotation marks when the author wishes to single out a particular word or phrase. Double quotation marks are used when quoting words actually spoken or written by someone.

39. End Punctuation.

a. Full Stop. The full stop denotes the end of a sentence. Whatever comes between one full stop and the next must be a sentence; it must contain a subject, a finite verb, and should express a complete and independent thought or idea.

b. Period in Abbreviations, Omissions, Headings.

(1) The full stop is used at the end of all paragraph and sub-paragraph headings where they serve to separate the heading from the text. They are not used after part, main, or group headings.

(2) The period is not used after abbreviated words, either military terms or those abbreviated words in common usage. The exception is that an individual's initials are abbreviated, followed by a period, in headings, correspondence, and signature blocks.

(3) The use of three or four full stops in combination are used to denote words that have been omitted in a quotation, i.e., "The Sgt yelled the order to warn the section..".'

b. Question mark. This mark is only valid punctuation at the end of direct questions. It should not be used after indirect questions, nor should it be used in brackets after a word in the middle of a sentence in an attempt to be sarcastic, such as, 'The brigade (?) FTX was...'.

c. Exclamation Mark. The exclamation mark is limited strictly to genuine exclamations, usually in quotations, i.e.,'The Sgt yelled, "Incoming!" In service writing, it is used very sparingly, if at all. It is not used merely for effect at the end of sentences. Even worse, never use double or triple exclamation marks.

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