corrections are rarely needed before signature. In some situations, you will be the one to determine the type of correspondence to be used. To fulfill those requirements, you must understand the basic policies and procedures for preparing the various types of correspondence. Preparation of Correspondence You or someone else at the departmental level prepares the rough draft of official outgoing correspondence. Persons of higher authority within the department then “chop,” or edit, the rough before it is sent to the executive officer or the administrative assistant for approval. Based on that premise, we will not attempt to explain and illustrate minute details regarding format requirements. The Department of the Navy Correspondence Manual, SECNAV Instruction 5216.5C, amply covers format requirements. However, the last section of this chapter covers naval writing standards. Before starting the letter, decide whether you should use a Navy Mailed Message (NAV- GRAM), a message, or a routine memorandum. That will require you to determine the nature of the communication. First, be sure exactly what the communication should accomplish. Next, consider factors such as format, references, enclosures, and the type of communication re- quired. When preparing correspondence, bear in mind that the usual purpose of Navy mail is to provide the reader with concisely stated information. If you turn out a confused, rambling, lengthy masterpiece, you only create an editing chore for the drafting officer. You may wind up doing the whole thing over. The following are some of the usual causes of confusion and rambling in a letter: Failure to follow the basic pattern of the subject (purpose, circumstances, action) Inclusion of more than a single idea in a sentence, more than one central thought in a paragraph, or more than a single subject in the letter Failure to consider the readers (Can they misinterpret your wording?) Once you understand what the letter is to accomplish, you should follow certain steps to ensure good organization and continuity: 1. Arrange information in a logical order. 2. Complete each unit of information before moving on to the next. 3. Maintain continuity by providing transition from one unit of information to another. In the first paragraph, state the purpose of the letter. In the following paragraphs, explain the circumstances and the action to be taken (give orders, make requests, give consent, or refuse permission). Be sure you follow a logical order; for example, first explain the problem (or circumstance); then give each step the reader should take to resolve the problem. Maintain continuity by showing the connection between one point of information and the next. For example, you might tell the reader certain information involves several methods and then immediately name those methods. When the letter is in answer to or closely related to another letter, the first sentence should refer to that letter. Example: 1. Reference (a) requested informa- tion about the allowance lists for the next 3 fiscal years. Reference (b) pointed out that such informa- tion is available for only 2 years in advance . . . . No rule exists about the number of paragraphs one unit of information should contain. In letters of average length, each significant unit of information may be one paragraph. However, some units of information may require more than one paragraph to explain. Other explanations may be so simple that a single paragraph makes up the entire body of the correspondence. No matter how many paragraphs you write, be sure to follow the rules for good organization and continuity. TARGET DATE. —The first step you should take when assigned a writing task is to determine the deadline or target date of the correspondence. That will allow you to budget your time effec- tively. Remember, not only must you draft the correspondence, but you must allow for others to review, revise, and type the correspondence. Then the final or smooth copy must be reviewed, corrected, and signed before the correspondence is released. FIRST DRAFT. —Before writing the first draft of any correspondence, refer to any related correspondence to see how it is organized and worded. Note all the points you should cover. 2-37