If  your  message  or  correspondence  is classified, you should check the document manually. A good desk reference set is a must. As a minimum you should have: A standard desk dictionary and thesaurus Hedge’s Harbrace College Handbook or Chicago Style Manual Telecommunications Users Manual, NTP 3(H) U.S. Navy Plain Language Dictionary, NTP 3, SUPP-1(K) Department of the Navy Correspondence Manual, SECNAV Instruction 5216.5C Naval Terms Dictionary Ensure the message or correspondence is brief, simple, and clearly written. Elements of well- written messages or correspondence include the following: Introduction—state  the  purpose. Body—discuss the subject. Closing—present your conclusions or recommendations. Appendix or enclosures—include pertinent details (not always required). Begin your review by making sure the docu- ment is in the correct format. Read the document for content. If you have questions about the accuracy of the information, ask the petty officer who wrote the document to clarify your questions. Check the document for mechanical defects. You do this by making sure each sentence starts with a capital letter, each sentence ends with the appropriate punctuation, and the appropriate words begin with capital letters. Make sure spelling is correct and redundant words or sentences are deleted. SHIP’S ORGANIZATION AND REGULATIONS MANUAL (SORM) Your command’s Standard Organization and Regulations Manual (SORM) is a command- specific version of the Standard Organization and Regulations of the U.S. Navy (SORN). The SORM should be arranged in the same manner as the SORN and contain detailed bills as they apply to your command. This section covers your responsibility to keep the SORM current and up-to-date. PURPOSE The purpose for updating the SORM is to make sure you are operating your work center or division using the most up-to-date information and procedures available. The SORM should be updated at least annually to remain current. Reasons for the annual update include the following: Instructions have been issued, deleted, changed, or revised Equipment has been added, deleted, or changed REVIEWING THE SORM You should review the SORM every time an event occurs that effects the normal operation of your work center or division. Review the section of the SORM relevant to the event to see if a change in the SORM is warranted. You are in the best position to determine if and how much changes in instructions or equipment affect the SORM. Do not rely on the commanding officer, executive officer, department head, or division officer to notice if the SORM needs to be updated. They do not have the time or the detailed knowledge that you do. PREPARING AND SUBMITTING CHANGES TO THE SORM You have been doing your job and have not had an event that changes the normal operation of your work center during the last year. Do you need to review the SORM? Of course you do! Review the areas of the SORM that affect your work center or division. Compare the listed references in each section to the latest copy of the command’s master directives and issuance list. Your administrative office should have a 5215 master list that contains all instructions applicable to your ship. 4-35