STANDARD NAVAL LETTER

The format of a standard naval letter is shown in figure 16-2. As you can see, it does not contain a salutation or complimentary close, because it is used to communicate with other naval commands and agencies within the DoD. All margins and space between headings and paragraphs are standardized. Punctuation is used as sparingly as possible.

The body of a naval letter contains the substance or essential facts of the communication in simple, concise, impersonal and tactful language with no repetition. Each paragraph should express one complete thought in logical sequence. If tables, diagrams or sketches are

needed to add clarity to the letter, you may include them as separate enclosures. When you draft a letter in reply to another letter, make sure you answer all questions - whether expressed or implied by the writer.

Use tact when you draft a letter for the superior of the person who will sign it (for example, a letter from your CO to the admiral). In this satiation, the skipper will invite attention to a special matter; he will not direct attention to it.

BUSINESS LETTER

The business letter (fig. 16-3) is used to correspond with agencies or individuals outside the DON or DoD who are unfamiliar with the standard naval letter. It may be used for correspondence between individuals within the Navy when the occasion calls for a personal approach.

Whether you are preparing a standard naval letter or a business letter, always double-space the rough draft to allow for corrections and other notations.

More detailed information on naval letters and other types of correspondence may be found in the Yeoman 3 TRAMAN and in the Navy Correspondence Manual, SECNAVINST 5216.5 series.

ADMINISTRATIVE AREAS

LEARNING OBJECTIVE: Identify the main administrative areas in a public affairs office.

Now that you know the basic formats of the two most common naval letters, we will take a look at the main administrative areas of a public affairs office.

FILES

The success of any file system can be measured by your ability to file material correctly so that anyone in the office can locate it promptly. Further, your files must be kept current and not allowed to age in the in-basket on your desk.

The amount and variety of files maintained in your office depend largely on the mission of the command and the tasks handled by your office. Since information is often needed without warning and without delay, an incomplete file or one without a logical filing order may be as useless as none at all. Your filing system must be uniform and every member of the public affairs office staff should be aquainted with it.

You should maintain the following types of files in both small and large public affairs offices:

l Command file

l Media relations file

l Community relations file

l Project file

.0 Speech file

l Future file

l Matters pending file

l Correspondence and memos file l Alibi file l Clip file l Photographic file l News release file l Fleet Home Town News Program file

Command File

The command file contains reference material concerning the command, including the command history and statistics; biographies of the CO, XO, C/MC and other senior people of the command; and records of change of command ceremonies. These materials are used primarily for inclusion in welcome aboard booklets and media information kits. Additionally, you should devote a separate portion of the command file to any appropriate historical documents, such as previous command awards or old newspaper clippings.

Media Relations File

The media relations file contains a listing of all media in the local area, including the names, addresses and telephone/facsimile numbers of military beat reporters and news directors. It also includes information regarding deadlines, broadcast times and special requirements for copy and photographs. Some commands subdivide their media listing to reflect local commercial media and local military media.

Community Relations File

The community relations file exists to help PAOs plan effective community relations programs. It contains the names, addresses and telephone numbers of civic leaders and community groups with which the command maintains contact. The community relations file also should contain a study of the community and pertinent facts.

Project File

The project file contains past, present and future public affairs projects involving the command. It concerns such special events as general public visitations, military parades and ceremonies, holiday observances and dependents' cruises. This file also contains the planning information (letters, memos, and miscellaneous notes) that pertains to each project. You can use information in this file as reference material when a similar event is scheduled at a later date.

Speech File

The speech file contains copies of all prepared speeches and other presentations delivered by members of the command in connection with the speakers bureau. It also contains background material for future speeches, such as the Navy Fact File (NAVSO P-3002) and Navy Talking Points, a collection of authoritative information on important Navy issues.

Future File

The future file contains a current listing of all events that have been scheduled or planned for the future, such as a general public visitation, change of command or VIP visit.

Matters Pending File

The matters pending file contains notes and reminders on pending ideas that maybe useful for news releases, feature stories, news pegs for special events and other public affairs activities. This file also contains reminders on matters to be discussed at staff meetings, conferences and consultations with the CO or XO.

Correspondence and Memos File

In many commands, all official correspondence is filed centrally in the administration office. However, some commands operate a decentralized filing system with each department or office taking responsibility for correspondence under its cognizance. Regardless of where your public affairs correspondence is filed, you should become familiar with the filing system. If you need a letter or a memo from five months ago, you should know where to find it - the actual location of the files is inconsequential.

Keep two copies of all outgoing correspondence originated by your office and signed by the PAO - file one in the master outgoing correspondence file and the other in the related subject or project file. If the correspondence originates at your office, but is signed by the CO or another officer "by direction," maintain one copy in the appropriate file.

Incoming correspondence that directly affects a current or future project should be filed in the public affairs office. Make a copy of all incoming correspondence dealing with public affairs. If your files are complete, you will encounter fewer problems later on.

In addition to filing correspondence properly, keep in mind that correspondence routing and control also are very important. Incoming correspondence and other paperwork first goes to the PAO, who then routes it to the appropriate staff member. If correspondence is routed to you for action, make sure you follow through on it without being reminded. If it is routed to you for information purposes only, keep it moving. Do not let correspondence gather dust in your incoming basket!

If you pickup incoming correspondence from the administration office or the mail room, attach a routing slip to each individual letter/memo and place it in the PAO's or senior journalist's incoming basket as soon as possible.

Alibi File

The alibi file contains copies of news advisories released to the news media. A news advisory is a shortened form of a news release intended to get the news media to cover an event themselves. This file also contains query sheets that document the oral release of information. News media queries are covered later in this chapter.

If the PAO is questioned about a news advisory or a query sheet, he can use the alibi file to justify the action taken.

Although a separate file, the news release file (covered later in this section) is another type of alibi file.

Clip File

The clip file contains clippings of stories that have been released and have appeared in print. Normally, the public affairs office has subscriptions to all local printed media to which material is frequently released. One of your first tasks each morning might be to screen and clip the daily papers for articles about your command or the Navy. PAOs and senior journalists use these clips to evaluate the effectiveness of public affairs programs and to plan new ones. In addition, they can determine easily how many news releases are being used in a week, month or year.

Make sure each clip is cut from the source as straight as possible, and center mount it on an 8 1/2-by 1l-inch sheet of plain bond paper using a paper adhesive, preferably rubber cement. Stapling or taping the clip to the backing sheet will not give you a professional product.

Figure 16-4. - Three-quarter aerial bow photograph of USS Mobile Bay (CG 53) underway.

In either the upper left or upper right-hand corner of the clip sheet, type the following information: (1) name of the publication, (2) date of the publication and (3) the page number in which the clip appeared. Make a notation if the clip extended over more than one page.