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Formal Letters: LT Col PR Pathiravithana PSC Co-8 Slac

The document provides guidance on proper service writing conventions for formal letters and documents. It discusses the key elements of the superscription (or header) which includes security classification, precedence, copy numbers, total pages, and addresses. It also covers the text body including salutation, subject headings, references, and signatures. Proper formatting of page numbers, distributions lists, and attachments like annexes and appendices is also described. The aim is to establish uniformity and ensure senior officers can easily understand military documents and proceedings.

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Ravi Pathiravithana
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© Attribution Non-Commercial (BY-NC)
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262 views

Formal Letters: LT Col PR Pathiravithana PSC Co-8 Slac

The document provides guidance on proper service writing conventions for formal letters and documents. It discusses the key elements of the superscription (or header) which includes security classification, precedence, copy numbers, total pages, and addresses. It also covers the text body including salutation, subject headings, references, and signatures. Proper formatting of page numbers, distributions lists, and attachments like annexes and appendices is also described. The aim is to establish uniformity and ensure senior officers can easily understand military documents and proceedings.

Uploaded by

Ravi Pathiravithana
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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FORMAL LETTERS

LT COL PR PATHIRAVITHANA psc


CO- 8 SLAC
THE RULES AND CONVENTIONS OF
SERVICE WRITING
SERVICE WRITING
THERE IS ONE QUALITY ABOVE ALL WHICH SEEMS TO ME
ESSENTIAL FOR A GOOD COMMANDER, THE ABILITY TO
EXPRESS HIMSELF CLEARLY, CONFIDENTLY AND CONCISELY,
IN SPEECH AND ON PAPER, TO HAVE THE POWER TO
TRANSLATE HIS INTENTIONS INTO ORDERS AND
INSTRUCTIONS WHICH ARE NOT MERELY INTELLIGIBLE BUT
UNMISTAKABLE, AND YET BRIEF ENOUGH TO WASTE NO
TIME.

FIELD MARSHALL EARL WAVELL


WHY DO YOU WANT TO KNOW PROPER SERVICE WRITING?

• BECAUSE YOU ARE AN OFFICER

• YOU SHOULD KNOW HOW TO PUT THINGS FROM PEN


TO PAPER

• THERE HAS TO BE A UNIFORMITY IN MILITARY


DOCUMENTS

• YOUR SENIORS SHOULD BE ABLE TO UNDERSTAND


YOUR PROCEEDINGS EASILY

• IT WILL EASE OFF YOUR WORK LOAD IN DAY TO DAY


ACTIVITIES
AIM

AIM OF THIS LECTURE IS TO DESCRIBE THE RULES AND


CONVENTIONS OF A FORMAL LETTER AND THEIR
APPLICATION IN LEAVE APPLICATIONS.
MOST SERVICE DOCUMENTS ARE LAID OUT IN A SIMILAR
MANNER. THEY CONSIST OF THREE PARTS:
SUPERSCRIPTION
(HEAD)

TEXT (BODY)

SUBSCRIPTION
(LOWER PART)
USE OF TEMPLATE
A TEMPLATE FOR STUDENTS' HAND WRITTEN WORK
TO BE USED. THE THICK VERTICAL LINE 65MM FROM
THE RIGHT HAND EDGE OF THE PAGE IS REFERRED
TO LETTER AS THE "RIGHT TAB". THE NEXT 2
VERTICAL LINES SHOULD BE USED WHEN DRAWING
MARGINS FOR BRIEFS AND MINUTES, BUT THEY MAY
BE INCREASED TO ALLOW REASONABLE SPACING OF
HAND WRITTEN WORK IF NECESSARY.

cont..
cont.. SERVICE WRITING TEMPLATE
REAL SECURITY CLASSIFICATION
EXERCISE CLASSIFIC
SECURITY ATION

Page number

EXERCISE CLASSIFICATI
SECURITY ON

REAL SECURITY CLASSIFICATION


SUPERSCRIPTION
• SECURITY CLASSIFICATION

• PRECEDENCE

• COPY NUMBERS

• TOTAL PAGES

• ADDRESS OF SENDER

• IDENTIFYING REFERENCE

• ADDRESSEES

• DATE
SECURITY CLASSIFICATION
• THE PROTECTIVE MARKING COMPRISE 4 LEVELS WHICH
SHOW THE VALUE OF A PARTICULAR ASSET. THIS VALUE IS
DETERMINED BY THE DEGREE OF DAMAGE THAT COULD
OCCUR IF AN ASSET WAS COMPROMISED. THERE ARE 4
PROTECTIVE MARKINGS. THEY ARE ………….
• TOP SECRET. INFORMATION AND MATERIAL THE
UNAUTHORIZED DISCLOSURE OF WHICH WOULD CAUSE
EXCEPTIONALLY GRAVE DAMAGE TO THE NATION IS TO BE
GRADED TOP SECRET.

• SECRET. INFORMATION AND MATERIAL THE


UNAUTHORIZED DISCLOSURE OF WHICH WOULD CAUSE
SERIOUS INJURY TO THE INTERESTS OF THE NATION IS TO BE
GRADED SECRET.

• CONFIDENTIAL. INFORMATION AND MATERIAL THE


UNAUTHORIZED DISCLOSURE OF WHICH WOULD BE
DAMAGING TO THE INTERESTS OF THE NATION IS TO BE
GRADED CONFIDENTIAL.
• RESTRICTED. INFORMATION OR MATERIAL THE
UNAUTHORIZED DISCLOSURE OF WHICH WOULD BE
UNDESIRABLE IN THE INTERESTS OF THE NATION IS TO BE
GRADED RESTRICTED.
• SECURITY CLASSIFICATION MAY NOT BE ABBREVIATED

• SECURITY CLASSIFICATION IS PLACED CENTRALLY AT THE


TOP AND BOTTOM OF EACH PAGE IN CAPITAL LETTERS
PRECEDENCE
• LETTERS AND PAPERS REQUIRING QUICK HANDLING
MAY BE GIVEN A PRECEDENCE MARKING. THERE ARE
TWO DEGREES.

 IMMEDIATE. PAPERS MARKED IMMEDIATE TAKE


PRECEDENCE OVER ALL OTHERS IN PREPARATION,
DISPATCHING, AND HANDLING. NORMALLY
AUTHORIZED BY A SENIOR STAFF OFFICERS.

 PRIORITY. PAPERS MARKED PRIORITY ARE


GIVEN FIRST PRECEDENCE AFTER IMMEDIATE.
DISPATCH BY NORMAL POST.
COPY NUMBERS
HOW TO MARK COPY NUMBERS

Individual Copy numbering are given to docs to cont distr. The fol
docs are always to copy no:

 SECRET and TOP SECRET

 Ops and Sp Orders irrespective of the sy classification.

 CONFIDENTIAL Docs where the originator decides there is


special rewmt.
TOTAL PAGES

• IN ALL COPY NUMBERED DOCUMENTS INCLUDING


THOSE OF SINGLE PAGE, THE TOTAL NUMBER OF PAGES
OF THE ENTIRE DOCUMENT (INCLUDING
ACCOMPANYING ANNEXES AND APPENDICES,
IRRESPECTIVE OF INDIVIDUAL CLASSIFICATION.

• THE TOTAL IS SHOWN IMMEDIATELY BELOW THE


COPY NUMBER.
ADDRESS OF SENDER
• THE ADDRESS OF SENDER IS SHOWN SO THAT THE
ADDRESSEE CAN REPLY TO OR COMMUNICATE WITH THE
AUTHOR.
• THE ADDRESS STARTS ONE CLEAR LINE BELOW THE LAST
ELEMENT ABOVE IT.

• THE POST TOWN IN ANY ADDRESS IS SHOWN IN CAPITALS.

• THE COUNTRY MAY ALSO BE SHOWN, EITHER ON THE


SAME LINE AS THE POST TOWN, OR ON A SEPARATE LINE.

COLOMBO – SRI LANKA

• THE TELEPHONE NUMBER, SHOWN ONE CLEAR LINE


BELOW THE LAST OF THE ADDRESS.
IDENTIFYING REFERENCE
ADDRESSEES
• THE ADDRESSES IS THE PERSON TO WHOM THE
DOCUMENT IS DIRECTED.

• IF THERE IS MORE THAN ONE ADDRESSEES,IT IS NORMAL


AND PREFERABLE TO USE THE CONVENTION ‘SEE DISTR
(IBUTION)’.

• THE ADDRESSEE OR ‘SEE DISTR’ IS SHOWN ONE CLEAR


LINE BELOW THE TELEPHONE NUMBER, STARTING AT THE
LEFT TAB.
DATE

• THE DATE IS USUALLY SHOWN OPPOSITE THE LAST


LINE OF THE ADDRESSEE’S ADDRESS WITH THE FIRST
LETTER OF THE MONTH AT THE RIGHT TAB.

• THE DAY OF THE MONTH IS INSERTED


SUBSEQUENTLY (NORMALLY IN MANUSCRIPT) JUST
INSIDE THE RIGHT TAB, WHEN THE LETTER IS SIGNED.

• THE EXCEPTION IS IF THE DOCUMENT IS ONE


PRODUCED ON A WORD PROCESSOR WHICH
AUTOMATICALLY INSERTS THE DATE, AND THE
DOCUMENT IS GOING TO BE SIGNED ON THE SAME DAY.
THE TEXT
THE TEXT CONSISTS OF FOLLOWING

• SALUTATION

• SUBJECT HEADING

• REFERENCES

• MAIN, GROUP AND PARAGRAPH HEADINGS

• TABLES
SALUTATION
Some service documents begin with a salutation. The form may be
determine by custom or by well author knows the addressee. Eg:

Sir - Used in Directed ltrs.

Dear Sunil – Used in DO ltrs.

The salutation starts at the left tab an is not followed by a coma.


SUBJECT HEADING
• WRITTEN IN CAPITAL LETTERS

• NOT NUMBERED

• UNDERLINED

• PLACED ON A LINE OR LINES BY THEMSELVES

• WRITTEN AVOIDING PUNCTUATION IF POSSIBLE.

• NOT FOLLOWED BY A FULL STOP


REFERENCE TO OTHER PAPERS OR
MESSAGES
Reference: A. References: A.
OR
……………. ………………... B.
…………………
Reference:
A. HQ 4 Div Letter 4 Div/g/Trg (23) Dated 10 Mar 03.

References:
A. Our G/Trg/23(41) dated 9 Mar 03 (NOTAL).
B. HQ Armd Bde G/Ops/1 dated 10 Mar 03 (enclosed).
C. C. Tele Conversation Saman/Silva dated 03 Mar 03.
REFERENCE TO SIGNAL MESSAGES

Reference:
A. Armd Bde Signal G/Trg/2 Dated 230900 Mar 03.

REFERENCE TO MAPS

A. MAP ABMP Sri Lanka – BATTICALOA, Sheet 45, Edition 1,


1:50,000.
Note: Series, country, sheet number, edition, scale.

B. MAP ABMP Sri Lanka – CHILAW, Sheet 46, Edition 1, 1:50,000.


• MAIN HEADINGS
• GROUP HEADINGS
• PARAGRAPH HEADINGS
• FURTHER SUBDIVISION
• PARAGRAPH NUMBERS

 PARAGRAPHS ARE NUMBERED IN ARABIC


NUMERALS. THE TEXT OR PARAGRAPH HEADING
STARTS AT THE NEXT INDENTION.
 SINGLE PARAGRAPHS.
 SINGLE SUBPARAGRAPHS.

 SUBDIVISIONS.
 LISTS.
SUBSCRIPTION
• SIGNATURE BLOCK

S R PERERA Col J N SILVA Lt Col


Col GS CO 1 GR
AUTHORITY TO SIGN
• EXAMPLES AT BDE HQS ARE:
R PERERA N SILVA
Capt Capt
for Comd for BM
R RATNAYAKE S FERNANDO
Maj
Maj
for Comd BM
S L GODAGE P S FONSEKA
Brig Brig
Comd Comd
SIGNATURE BLOCK IN FORMAL LETTERS

I have the honour to be,


Sir,
Yours Obediently

HL WEERASINGHE
Captain
 Most service docs are signed over a signature block, aligned with
the address block.

 The signatory may not be the author.


SUPPLEMENTARY DOCUMENTS AND
ENCLOSURES
 ANNEXES:
• ANNEXES MUST BE:
 REFERRED TO IN THE TEXT OF THE DOCUMENT.

 LETTERED CONSECUTIVELY, IN THE ORDER THEY ARE


REFERRED TO, STARTING WITH A.
 LISTED CONSECUTIVELY, IN THE SUBSCRIPTION IN THE
MANNER ILLUSTRATED. EACH IS FOLLOWED BY FULL STOP.

 IDENTIFIED IN THE SUBSCRIPTION USING THE EXACT


WORDING OF THEIR SUBJECT HEADING.
 ATTACHED SO THAT THEY CAN BE READ WITHOUT
TURNING THE DOCUMENT.

 ATTACHED SO THAT THEY OPEN CLEAR OF THE PARENT


DOCUMENT IF THE TEXT AND THE ANNEX NEED TO BE
REFERRED TO TOGETHER.

• REFERENCE BLOCK

ANNEX A TO
HQ 3 DIV/G/MISC/23 (40)
DATED JAN 03

 APPENDICES

 ENCLOSURES
DISTRIBUTION
Unclassified Document Copy Numbered Document

Distr: Distr: Copy No:

Internal: External:

Action: Action:

4 SLSC HQ 2 Inf Div 1-2


2 ESR Internal:
Info: Info:
4 SLASC 1 Fd SLE 3
Gp Comd Int and Sy IO 4-5
File 6
PAGE NUMBERS
• DOCUMENTS WITHOUT A COPY NUMBER
 SINGLE PAGE DOCUMENTS
 OTHER DOCUMENTS

 ADDITIONAL PAPERS
• COPY NUMBERED DOCUMENTS
 PAGE NUMBER
 PAGES IN EACH SECTION
In a document of 9 pages: ‘1 of 9’ then ‘2, 3…….9
(not 2 of 9)’
In a single page document: ‘1 of 1’
CONCLUSION

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