CONSTRUCTION OF DIRECTIVES
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
Reports, on the other hand, are usually constructed
in a format prescribed by the originators 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.
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
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
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effect until superseded or otherwise canceled by the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.
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.
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 readers 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