CONSTRUCTION OF DIRECTIVES AND REPORTS Directives are constructed according to a standard format, which is described in Directives  Issuance System,  SECNAVINST  5215.1C.  This  standard- ization enables every author of a written directive to produce a directive that is in the same format as the directives generated at every other command in the Navy. Reports, on the other hand, are usually constructed in a format prescribed by the originator’s superior Another type of report is a “fill in the blank” printed form with blank spaces or blocks. On this type of report, you write in the necessary information, thus eliminating the need for creativity. DIRECTIVES So far you have learned that directives are written communications requiring action or giving certain information essential to the effective administration or operation of a command or unit. They contain authority or information that must be issued formally. As a senior or master chief, you must be able to write instructions, notices, or other directives so that they can be easily read and understood. If an instruction is too long or too complicated to understand, it probably will not serve its intended purpose, which is to give guidance to the reader. The Directives   Issuance System, SECNAVINST 5215.1C, explains in detail the  procedures  for  preparing  and  maintaining directives. Two basic types of directives are in use in the Navy: • • Letter-type directives are prepared in a format similar to that of the naval letter. You should use the letter-type format for most instructions. Special-type directives are used for messages, publications, and joint intra-Navy and interservice directives. INSTRUCTIONS Instructions are directives containing authority or information having continuing reference value or requiring continuing action. Instructions remain in effect until superseded or otherwise canceled by the originator or higher authority. Figures 8-3 and 8-4 show the proper format for preparing an instruction. NOTICES A notice is a directive of a one-time or brief nature. It has a self-cancelling provision and the same force and effect as an instruction. Usually a notice will remain in effect for less than 6 months, but is not permitted to remain in effect for longer than 1 year. Any requirement for continuing action contained in a notice, such as submission of a report, use of a form, or adherence to a specific procedure, is canceled when the notice is canceled. The only exception is when the requirement is incorporated into another suitable document. Figure 8-5 shows the format for constructing a notice. REPORTS We write reports because they • transmit information accurately, • serve as records for later reference, and • provide an efficient way to inform other people. Any report you write involves at least two persons, you and the person receiving it. You know what you want to get across, but your report is successful only if the reader understands it. Since the primary purpose of a report is to inform, judge it from the reader’s point of view. Ask yourself, What does the reader need to know? and What information should I include? As a senior or master chief, you may frequently investigate situations and submit reports. Certain situations require a specific type (format design) of report. Since you will prepare various types of reports for different situations, one that is satisfactory for one purpose may be inadequate for another. You must decide for yourself the type of report needed by considering how it maybe used. No single format design is best. On the contrary, as many different types of reports exist as there are situations calling for reports. The following are examples of reports you may have to prepare: Informal and formal reports -Usually presented in the form of a letter. Besides the main body of information, the report usually contains four other types of information: (1) the office symbol or name of the person responsible for preparing the letter,(2) the date submitted, (3) the subject of the report, and (4) the name of the office or organization to which the addressee is assigned. The formal report often requires the “full-dress” treatment, including a 8-15