RESTRICTED

STAFF DUTIES AND MILITARY WRITING

RULES OF WRITING & MIL PAPER

CHAPTER 1

SECTION 1

GENERAL

1. The preparation, presentation and assimilation of written work is an

essential but time consuming task is virtually limited in every sphere of activity.
In the TPDF, it is important that this task be reduced to the simplest possible
routine. The form of military writing and staff duties specified here-in has been
designed with this in view.

2. All officers must be able to express themselves clearly and grammatically,

orally and on paper. Good English is the basis of all writing throughout the
course in the Academy. While style and presentation should be varied to suit the
writer’s personality and purpose. All officers must at all times be “accurate clear,
concise and logical”. The rules to be followed in written staff works are set out in
this précis. These rules will be followed in all forms of military writing except in
the legal documents and technical and engineering documents which are
governed by national and international engineering writing practice.

3. If assistance is required in composition, grammar or civilian writing

practices, reference should be made to any recognized text on these subjects. The
principles presented in this précis are equally applicable when using Swahili
instead of English.

4. In conjunction with this précis, student officers should find and read any
other TPDF manual available in or/and outside the Academy, and afterwards,
when holding administrative, intelligence, or specialised staff appointments,
should also refer to the publications that are peculiar to their work..

SECTION 2
AIM

5. The aim of this precise is to teach student officers military writing, staff
duties, staff systems and staff procedures at Company an Battalion levels.
…/2
RESTRICTED
 RESTRICTED
-2-

SECTION – 3

RULES OF MILITARY WRITING

APPLICATION

6. In order to standardise paragraph numbering from that formerly used in the

TPDF, a system has been adopted for certain operational orders and reports.
Therefore a standard method of layout and a comprehensive set of rules
governing all forms of military writing in the TPDF is set forth in this manual.

7. The rules prescribed in this part of précis will be used and followed in all
forms of military correspondence unless otherwise stated differently.

SECURITY

8. Security is defined as all measures designed to prevent or impede the

transmission of information to unauthorised persons. Every officer and other rank
is responsible for the security of military documents which may come into his
possession. Classified information will be confined to those who need to know
the information concerned. It is not a correlate that unclassified information may
be given to any unauthorized person. Every person dealing with military
documents will make himself familiar with TPDF security Regulations.

BREVITY

9. The main essentials of military writing are clarity and simplicity. Plain
English words, short, crisp sentences and paragraphs will be used whenever
possible. Particular care must be exercised in the grammar and construction of
longer sentences and paragraphs:-

a. Such words and phrases as the following shall be avoided:-

(1). “I am directed”, “Please be advised”, “it is requested”, “for
your necessary information and action, it is considered, it has
been decided”.
(2). In the event for if “in order to” for “to”, in cases in which
“instead of “where” or “when”
…/3

RESTRICTED
 RESTRICTED
-3-

b. Repetitive expressions such as “attached hereto, “enclosed

herewith”. “check up” and “whether or not”.

SPELLING AND MEANING

10. The spelling and meaning of English given in the concise Oxford
Dictionary will be used. An exception is made in the use of:-
a. Technical words and phrases,
b. Words and phrases that have acquired a special meaning within the
TPDF.
c. Words and phrases for which a special definition is authorised.

PUNCTUATION

11. Complete punctuation will be used in correspondence to civilians. In all

other military writing, except messages, punctuation will be omitted from the
references, date, address, abbreviations and signature. However, a period will be
placed at the end of addresses.

12. When a paragraph contains sub-paragraphs, sub-sub-paragraphs, etc,

normal civilian punctuation practices will be adopted as simply and naturally as
possible to make the division of the specific paragraph into various components.

USE OF CAPITALS

13. a. The following will be written in capitals:-

(1) Security grading
(2) Authorised abbreviations, where applicable.
(3) Place names in addresses and places of origin,
(4) Headings as prescribed in part – 3
(5) In message writing,
(6) In the field and in documents of an operation nature.

b. Initial capitals will not be used when referring generally to:-

(1) Ranks, appointments etc; e.g:-
“Corporals, “commanding officers”, “an adjutant” etc.
(2) Units, e.g. “infantry battalions” “workshops” “anti-
aircraft companies, “supply depots” garrison platoon”etc.
…/4

RESTRICTED
 RESTRICTED
-4-

USE OF THIRD PERSON

14. Military writing, normally, will be in the third person.

SUBJECT MATTER – SEPARATE COMMUNICATIONS

15. A separate communication normally will be used for each subject e.g,
‘PERSONNEL’ ‘LOGISTICS’ ‘ENGINEERS’ etc.

DATE

16. Dates will be abbreviated as prescribed in staff Duties in the Field, except
that:-
a. Dates will not be abbreviated in correspondence with civilians,
b. In certain submissions date will be written in the form specified by
the covering instructions.

TIME

17. Time will be described as prescribed in Staff Duties in the Field, except
that when writing to civilians, civilian custom will be observed.

REFERENCE TO INDIVIDUALS

18. a. The initial reference to individuals in military writing will

include complete information necessary for positive
identification in the following order:-
(1) Service
(a) Officers and Warrant Officers Class I
Service number
Rank
Initials
Surname
Decorations
Unit e.g., P 1800 Maj BR Lugulu KAGERA TMA
(b) Warrant Officers class 2 and Below
Service number e.g., UD 3327
Rank e.g Ssgt
Surname e.g. Athuman
…/5
RESTRICTED
 RESTRICTED
-5-

Initial e.g. AA
Decorations e.g. VITA
Unit e.g. RTS
(2) Civilian
Mr. Mrs, or Miss e.g. Mr
Initials e.g. AK
Surname e.g. Nishomire
Appointment e.g. (Civilian personnel Advisor, etc)
b. Warrant Officers, non- commissioned officers and men will be
distinguished, one from the other, in orders, instructions, and
directives issued within the TPDF.

c. The authorized terminology will be as follows:-

(1) Where appropriate, the term “officers, warrant officers, non
commissioned officers and men” will be used in the plural or
singular, in orders instructions and directives.
(2) Where the above term is cumbersome because of the need for
frequence, the following collective terms are authorized
provided the term selected is consistent throughout the order,
instruction or directive:-
(a) For officers warrant officers, non commissioned
officers and men use.
All ranks or
Member (s), or
Officers and other ranks.
(b) For “warrant officers, non commissioned officers and
other ranks” use
other ranks

DECORATIONS

19. An individual’s decorations will be written only the first time his name
appears in a document. They will not be shown in the signature. Neither bars to
decorations nor foreign decorations will be shown.

…/6
RESTRICTED
 RESTRICTED
-6-
SECTION – 4

WRITING NUMBERS
GENERAL

20. a. The writing of numbers in the description of formations, units,

and detachments is prescribed in Staff Duties in the Field.
b. No universally accepted rules exist governing when numbers
should be written as words or expressed in figures. In general,
however figures will be used for enumerations of weight,
measurement, distance, clock time, money, percentage, degrees,
age and statistical works.
c. Subject to the provisions of a and b, the rules detailed below
will be followed.

DEFINITE NUMBERS

21. a. From one to ten will be written out, e.g.

one officer
two depots etc.
c. Above ten will be in figures, e.g.
II volumes
27 Months
324 rifles ect.

INDEFINITE NUMBERS

22. Indefinite numbers are often written out. When numbers above a thousand
are written in full the form “fourteen hundred and fifty”, because it is clear
and brief, is preferable to
“One thousand four hundred and fifty”
- about sixteen hundred tons,
- about eighty percent
- ten or twenty years ago
- nearly a thousand dollars etc.

BEGINNING A SENTENCE

23. If a sentence must begin with a number, the number will be written out e.g.
“Thirty-five members were absent” When two related numbers occur at the
…/7
RESTRICTED
 RESTRICTED
-7-

beginning of a sentence both will be written in full for clarity, e.g. “Four hundred
or five hundred items. Not “Four or 500 items”.

HYPHENATING WRITTEN OUT NUMBERS

24. Numbers below one hundred are hyphenated when written out but the
hundred and thousand are not hyphenated, e.g.
Thirty-five
Eight hundred,
Fifty three hundred
Eight hundred million etc.

DECIMALS

25. If a decimal occurs in a text with no unit before it, a cipher should be
inserted e.g. “a 0.35-inch difference”. If a decimal itself begins with a cipher, no
other cipher is necessary, e.g. “a.08-inch difference”.

FRACTIONS

26. a. When writing fractions in figures the diagonal line, not a

hyphen, will be used, e.g., “5/8, not “5-8”

b. Fractions in figures will be used only for mixed numbers, e.g. “35
1/8 “ Fractions standing alone will normally be written in full and
hyphenated e.g., “one eight”. However, if dealing with such
ponderous fractions as 99/116 it is better to use figures.

c. Fractions will not be written partly as figures and partly as a word,

e.g., “three-quarters” not 3 quarters”.

NUMBERS FOLLOWING EACH OTHER

27. When one numerical expression directly follows another such as, “800 20-
inch bars” confusion will be avoided by using “800 twenty-inch bars” or “Eight
hundred 20-inch bars”
…/8

RESTRICTED
 RESTRICTED
-8-

ABBREVATIONS

28. Authorised abbreviations and the policy governing their use are contained
in “Staff Duties in the Field”.

SECTIONS – 5

LAYOUT OF MIL PAPER

INTRODUCTION

29. a. The method of layout described combines simplicity with good

form. Variations will not be introduced since they destroy
uniformity and cause confusion with resultant loss of time in
preparation of written work..
b. The standard basic layout of military paper is illustrated in Annex
‘A’ (palate 1) in MW manual.

HEADINGS

30. a. Headings are an integral part of military writing. They are used
to indicate clear cut divisions and subdivisions of text to permit
quicker assimilation of the contents.

b. The following are the standard forms of headings:-

(1) Centre Heading. This is a headline placed at equal distance
from both margins of a page. It is used to title
any document, order, instruction, report, brief appreciation
and paper, the divisions of material in a publication down to
sections and illustrations, tables and attachments. Centre
headings are capitalized.

(2) Group Heading. This is placed flush with the left margin
above the paragraphs it controls. Group heading are
capitalized but are not numbered.

…/9

RESTRICTED
 RESTRICTED
-9-

(3) Paragraph Heading. This is placed at the left side of the page
following the paragraph number, as in the paragraph headings
in this section.

(4) Run-in Heading. This is set in a continuous line with the text
subdivisions of paragraphs as in these sub-sub-paragraphs.

(5) Subject Heading. This is set in the centre of the page and is
used only in correspondence as a title for the centre
communication as in annex ‘B’ (Plate 2) in MW manual.

ARRANGEMENT OF TEXT

31. In lengthy papers or reports dealing with two or more related subjects, the
text may be divided into parts or sections, and paragraphs and their subdivisions.
Otherwise, paragraphs and their subdivisions will suffice.

PARTS OR SECTIONS

32. where so decided, parts or sections will be numbered with Arabic numerals
in sequence. The word “PART or SECTION” followed by the number a dash and
a title will be centre heading in capital letters, underlined.

PARAGRAPHS

33. a. Paragraphs will be numbered with Arabic numerals in

sequence, followed by a period. The following methods of titling are
authorised:
(1) All paragraphs will bear a heading in capitals, underlined.
(2) If used with group headings, paragraph headings will be in
lower case, underlined and may be run-in.

b. The term “lower case” as applied to headings means that the initial
letter only of each important word will be capitalized.

c. Each paragraph may contain two or more sub-paragraphs, lettered in

sequence beginnings with a lower case “a” followed by a period.
Each sub-paragraph may carry a run-in heading in lower case,
underlined, followed by a period.
…/10
RESTRICTED
 RESTRICTED
- 10 -

d. Each sub-paragraph may contain two or more sub-paragraph, in

parentheses beginning with “(1).

e. Each sub-sub paragraph may contain two or more sub-sub

paragraphs lettered in sequence, in lower case in parentheses,
beginning with “(a)”.

f. Each sub-sub-sub-paragraph may contain two or more sub-sub-sub-

sub-paragraph numbered in sequence, with small Roman numerals,
beginning with “i” followed by a period. Run-in headings may be
used.

SPACING

34. a. Margins. The left margin will not be less than 1 ½ inches wide.
The right margin should always be narrower than the left and for
good form should be approximate the width of the bottom margin of
full page of type (1 inch).

b. Indentations. These will be two blank spaces between the

paragraph number and the paragraph heading. The first line of text
of the paragraph will begin on the ninth space from the left margin.

c. Vertical spacing. Normally, the text is single- spaced. In very brief

papers, double spacing may be employed and the number of blank
lines between the various parts of the paper increased accordingly to
achieve a good form. Where the text occupies a full page or more,
and is single-spaced, there will be:-

(1) One blank line between:-

(a) Each paragraph,
(b) A paragraph heading & the text,
(c) Each paragraph subdivision,

(2) Two blank lines between:-

(a) The last item preceding the body and the first paragraph
or group heading,
(b) A group heading and a paragraph heading or if no
paragraph heading, the paragraph number,
…/11
RESTRICTED
 RESTRICTED
- 11 -
(c) A group heading and the line of text preceding it,

(3) Three blank lines between:-

(a) Parts or sections, and
(b) A centre heading and a paragraph or any intervening
heading or item.

(4) At least five blank lines between the body and signature
block.

PAGE NUMBERING

35. The second and subsequent pages of text will be numbered with Arabic
numerals in sequence. The number of the page will appear at the top centre of
each numbered page. The number of the following page will appear at the lower
right of all except the last page.

PARAGRAPH REFERENCES

36. Period will not be included in written paragraph references. Examples of

correctly written paragraph “paragraphs la and lc, “paragraph id (2) (c) i”.

SECURITY CLASSIFICATION

37. The location of the security classification of a document will be at the top
centre and the bottom centre of each page.

MISCELLANEOUS

38. Information introduced immediately preceding or succeeding the body of a

paper will be so done by appropriate headings in lower case, under-lined,
followed by a colon. Example “Maps:- Distribution:

SECTIONS – 27

ATTACHMENTS

39. An “Annex” is an addition to a main document containing details which

amplify, explain or supplement any part of that document. Annexes will be
lettered alphabetically commencing with ‘A’.
…/12
RESTRICTED
 RESTRICTED
- 12 -

40. An appendix is a subsidiary addition to a main document, ie, an attachment

to an annex, containing details which amplify, explain or supplement any part of
an annex. Appendices to each annex will be numbered with Arabic numerals,
commencing with “l” in each annex.

41. Attachment. Designations will be in capitals, located at the top right of

each page (top left of even-numbered pages when printing is on both sides of
paper) and followed by the reference of the parent document, e.g.

APPENDEX 2
TO ANNEX A
TO 4BN 2001-1
DATED 25 JUL 94

a. Each attachment will bear a title centre headed in capitals

underlined. The security classification will be shown in accordance
with paragraph 37 above.

b. Attachments must be referred to in the parent paper. In addition, a

listing of the attachments will be included in the foot of the parent
paper.

SECTION – 6

THE MILITARY PAPER

INTRODUCTION

42. In written staff work the style is direct, simple and concise. The standard
layout is an aid in the clear presentation of fact and discussion.

ESSENTIAL ELEMENTS

43. The essential elements of all writing are:-

a. Clarity: each individual word and phrase must have a clear and
unambiguous meaning, and be easy to understand at the first
reading.
…/13
RESTRICTED
 RESTRICTED

- 13 -

b. Accuracy. Accuracy in both facts and figures is essential.

Exaggeration, over emphasis and implied statements are all
inaccuracies.

c. Brevity: The reader must be informed in the shortest possible way

without the sacrifice of clarity, accuracy or style.

d. Relevance: This means the exclusion of any irrelevant word, phrase

or idea, and the inclusion of all essentials. The text should be: “If
this point is omitted, will it affect the statement of the case?

e. Logic: deductions must be logical and must be contained in

sentences and paragraphs which follow each other in a logical
sequence related directly to the argument.

ARRANGEMENT

44. Military papers usually have a framework consisting of four parts:-

a. The introduction:- this contains the background and an explanation
of the scope of the paper and should be brief. It may give only a
general idea of the subject.

b. The Aim: This must be stated with absolute clarity.

c. The Body of the Discussion. This contains all the information, ideas,
factors, arguments and deductions relevant to the subject, presented
in a logical order.

d. The Conclusion. This should not introduce any new matter, but
should summarise the facts, arguments and deductions contained in
the rest of the paper.

45. A recommendation if one is called for, may be part of the conclusion, if it

is short, or given a separate heading.

…/14

RESTRICTED
 RESTRICTED
- 14 -

SECTIONS – 7

LAYOUT

46. For the sake of clarity and uniformity, a standard layout is used in written
staff work. The rules which follow apply to hand – written and typed documents.

HEADINGS

47. In its good order of understanding a military paper is written under

heading:-

a. Main Headings. All main headings are in underlined capitals in the

centre of the page, and are neither numbered nor followed by full
stops. They are used for the title of a document and, if necessary, for
the main divisions within it. A main heading covers all material until
the next main heading.

b. Group Headings. A group heading is typed on a line by itself

beginning at the left hand margin and is neither numbered nor
followed by a full stop. Initial capitals are used for the important
words, and the heading is underlined. It covers all subsequent
paragraphs before the next heading (e.g. the words “ Layout” and
“heading” are examples of group headings)

c. Paragraph Headings. Initial capitals are used for important words,

and the heading is underlined. They are followed by a full stop only
if the text begins on the same line. Not to be simply created. It
covers only its own paragraph and any sub-paragraphs contained in
it. (e.g. heading to this Para).

d. Sub-paragraph Headings. These follow the same rules as paragraph

heading, but cover only own sub-paragraphs (e.g. heading to this
Para).

…/15

RESTRICTED
 RESTRICTED
- 15 -

SECTIONS – 8

48. Numbering of paragraphs

a. Paragraphs and their sub-paragraphs are numbered and lettered
as follows:-

1.

a.

(1)

(a)

i.

b. The numberings of certain paragraphs is mandatory in some

standardized documents.

SECTION – 9

49. Attachments
a. When a paper includes a large amount of detail, it is often better
placed in an attachment to the paper. Such an attachment is called an
annex, which itself may have a further attachment called an
appendix.

b. Maps, Overlays, diagrams and the like can also be annexes, and are
lettered consecutively, starting with ‘P’.

c. In addition to the title, which follows the rules for main headings, an
attachment bears a designation (e.g. Annex B) and the reference and
date of the parent paper. These appear in underlined capitals at the
top right hand corner of the first page.

50. Security classification. On “TOP SECRET< SECRET and

CONFIDENTIAL” papers the classification is printed or stamped on the top and
bottom of the front page, and printed, stamped or typed (in underlined capitals) at
the top and bottom of the other pages. On RESTRICTED’ papers,
…/16
RESTRICTED
 RESTRICTED

- 16 -

the classification need be typed at the top and bottom only of the first and last
pages.

51. Copy Numbers. “TOP SECRET papers are always given copy numbers
and so are “ operation orders, Operation Instructions, Administrative Orders and
Appreciation”. ‘SECRET’ papers are given copy numbers at the originator’s
discretion. The copy number is placed in the top right hand corner of the
document and is not underlined. Annexes & appendixes may, if necessary, bear
different copy numbers from the parent document, but this should be made clear
in the distribution list.

52. Distribution List:-

a. If the distribution is to only a few addressees, they are usually listed
at the beginning of a document. A long distribution list is placed at
the end, or on a separate sheet. Where the document has copy
numbers, these must appear against the appropriate addressees.
b. Where copy numbers are not required, time and space can often be
saved by the use of standard distribution lists, which can simply be
quoted either at the beginning or end a document.

CONVENTIONS

53. The imperative. The word “shall” is used to convey an order, e.g, 3Bn shall
capture ………..”

a. In all forms of written staff work except Demi official letters, dates
are written in the form “4Jul 94” or “04 Jul 94”

b. A night is described by both dates over which it extends, e.g., “night

29/30 Sep 94” or night 30 Sep/01 Oct 94”

c. Time is described by reference to the 24 – hour clock, followed by

“hrs” e.g.:-

(1) 0002 hrs 03 Sep – One min past midnight, night of 2/3 Sep.

(2) 0990 hrs 03 Sep – nine O’clock in the morning of 03 Sep.

…/17

RESTRICTED
 RESTRICTED

- 17 -
(3) 2400 hrs 03 Sep – Midnight o3.04 Sep.

d. Date/time group are used in messages, signals, and various

standardized documents. These groups consist of six figures, the first
two indicating the day of the month and the last four indicating the
time e.g.:-

(1) 1230 hrs 29 Apr (94) would read 291230 hrs Apr 94
(2) 0900 hrs 1 May (94) would read 010900 hrs May 94
When a date/time group is used, it must be followed by either
the abbreviated “hrs” a zone suffix or a month otherwise it
may be confused with a grid reference. Examples are
“141530A” and 182130 Jan 94”.

e. Zone Suffixes. When it is necessary to connect local mean time with

Greenwich Mean time (GMT), the zone suffix system of expressing
time is used.

(1) Variations of local mean time from Greenwich Mean Time

(GMT) are denoted by adding the appropriate suffix letter to
the date/time group as follows:

Number of hours Zone suffix Number of hours Zone suffix

local mean time is local mean time is
ahead of GMT behind GMT
(a) (b) (c) (d)
1 A 1 N
2. B 2 O
3. C 3 P
4. D 4 Q
5. E 5 R
Thus a message originated in Tanzania at 1400 hrs 27 June 94
would bear the date/time group (DTG) of origin 271400C. Jun
94

(2) Where the local time is an odd multiple of half an hour ahead
of or behind GMT a two letter suffix is used, e.g, 1500 hrs at a
place where local mean time was 3 ½ hours behind GMT
would demoted as 15000PQ.
…/18
RESTRICTED
 RESTRICTED
- 18 -

54. Capital letters

a. Capital letters are used for main headings, for the designation and
reference on annexes and appendices, security classifications,
precedence, certain abbreviations, code words, nicknames, net
identification signs and address groups etc. They are also used in
accordance with everyday English or Swahili practice in such
common abbreviations as, for examples, SE, and JWTZ e.t.c.

b. In operational work, exercises and messages, place names and

names of persons are written in capitals.

c. Capitals are used for initial letters of important words in all headings
other than main ones, and for the initial letter of each word in the
title of specific formation, unit or appointment, e.g.,
“4 Inf Bde Gp” battalion commander e.t.c.

55. Abbreviations
a. Abbreviations authorized to be used in military and civilian,
correspondence may be used at the writer’s discretion, without
explanation, in operation staff work. These abbreviations may also
be used in massage subject to the rules laid down.

c. In other forms of staff work the only abbreviations normally used

are those authorized for formation and unit titles, e.g., DFHQ.
I TIBG, 3 Bn etc, and for ranks and appointments, eg, Lt Col, CLE,
D Log, CO etc.

c. Nevertheless, a writer may use abbreviations in any military

document if he considers them helpful:-

(1) In common use in every day writing

(2) To avoid tedious repetition
(3) To allow them to be used in tables,
(4) In common use in a branch of the service.

d. Abbreviation should not be normally used in any document or

message which is to be read by members of other nations, the other
services or civilians. If it is used, it must be explained, either the first
time it appears or in an annex.
…/19
RESTRICTED
 RESTRICTED
- 19 -

CHAPTER – 2

APPRECIATION

INTRODUCTION

56. The term “appreciation of the situation” means nothing more than an
orderly sequence of reasoning leading logically to the best solution to a problem.
Military appreciations may deal with tactical, strategical, administrative or other
problems.

57. The technique of high level planning is not covered in this part, which is
concerned only with appreciations in forward areas.

58. Appreciation may be produced for one or two reasons:-

a. By a commander who wishes to clear his brain of conflicting detail
and come to a balanced conclusion.

d. By a junior officer as a brief for his commander.

59. Although appreciations are made instinctively in everyday life, a military

appreciation should always be recorded in note from. The effort to write out an
appreciation in full, at the just attempt, tends to slow down the process of
thought. But unless thoughts are noted down, it is not possible to review all the
factors involved in a complicated situation with complete impartiality.

SECTION – 2

SEQUENCE AND HEADINGS

60. All appreciations should be in the following accepted logical sequences:-

a. The aim which is to be attained

b. Factors which affect the attainment of the aim.
c. The courses open to our own side and to the enemy
d. The plan
NB: This is a short version of appreciation

61. Appreciations when written out in full, should be headed as follows:

…/20
RESTRICTED
 RESTRICTED
- 20 -
……………..
(Classification)

Copy Number ………….

APPRECIATION OF THE SITUATION (format)

by

(Name or appointment of officer in capitals)

at ……………………………(place) at …………………………. hrs

on……………………………date

Map:-……………………………..

62. Normally the name of officer making the appreciation appears in the
heading. However, if a commander tells an officer to make an appreciation and
gives guidance by stating the aim, the appreciation is being written from the
commander’s point of view and his name or appointment should appear in the
heading.

SELECTION OF THE AIM

63. a. The aim must be written to indicate the bounds of immediate
planning. There can be only one aim and a good deal of preliminary
thought is usually necessary before it can be determined. In practice
a most important preliminary study is usually necessary in order to
establish the aim beyond doubt. If the aim is wrong the
consequences may be disastrous. Therefore in this preliminary study
it is the object of the author to sift carefully the various data or
premises before him, and to divide them into the following
categories:-

(1) Those which are fixed, and which it is beyond his power to
alter. These are part of the aim.

(2) Those to which practical alternatives can clearly be found.

These are factors and must be fully debated in the body of the
appreciation.
…/21
RESTRICTED
 RESTRICTED
- 21 -
b. From the data he collected under sub-Para. a (1) above the author
now selects his aim this must be the one event which is
indispensable to the fulfilment of all the others; that is the one
fixed concept which, if moved from the list makes all the others
incapable of practical fulfilment. Let us imagine that the author, a
Bn commander has received the:-

(1) To capture a bridgehead over the river Rufiji.

(2) To do so by 0600 hrs 11 Jul
(3) Not to use more than one battalion.
(4) The bridgehead must permit the construction of a class 80
bridge.

c. All these are fixed concepts beyond the commander’s power to alter-
being orders. Which one is his aim?. It is the one event without the
achievement of which the others are clearly impossible; i.e. to
capture a bridgehead over the River Rufiji. This must be expressed
with great clarity and simplicity and must not be open to the
accusation that it is a double, or confused, aim. Thus “Aim To
capture a bridgehead over the river RUFIJI.

e. It would have been a double aim if it had been expressed:-

“Aim. To capture a bridgehead over River RUFIJI and permit the
construction of a class 80 bridge”.

LIMITATION OF THE AIM

64. a. For sure there will be, as we have seen other conditions
affecting the aim such as “time by which it is to be achieved”, the
“Choice of ground”, the “forces available “, and the “method of
operation”. The question is whether to express these as limitations to
the aim, or discuss them as factors in the main part of the
appreciation.

b. The rule for deciding its issue is very simple and must be clearly
understood. It is that only those limitations which are imposed by
higher command can be written into the aim. These limitations are
ABSOLUTE and, within the powers of the officer writing the
appreciation. Ones to which there are NO PRACTICAL
ALTERNATIVES WHATEVER, being ordered.
…/22
RESTRICTED
 RESTRICTED
- 22 -
c. Any other considerations, to which there will obviously be practical
alternatives, are clearly factors and must be discussed as such
(factors).

65. From the example above, sub, paras, b, c & d, the aim must therefore be
expressed:- “Aim. To capture a bridgehead aver the River RUFIJI, with the
following limitations:-

a. The bridgehead must be established by 0600 hrs 11 Jul.

b. It must allow the construction of a class 80 bridge.
c. Not more than one battalion group must used.

66. the methods of carrying out this aim and its limitation are then fully
explored in “Factors “ and the plan which finally, emerges must fully satisfy the
aim and its limitations. Every limitation, whether stated in the “Aim paragraph,
or else where, is therefore considered in ‘Factors”. Limitations to the aim are also
limitations to the factors e.g, “Time and space”, group” and Forces Available”.

67. The final point about the aim plus its limitations is that together they
constitute the bones of the military problem to which an answer must be given in
the plan i.e. If the aim has the limitation “by 0600 hrs 11 Jul” the plan must
satisfy it, and not “by 0800 hrs “or next day. Thus the limitations in fact set limits
to the whole appreciation. This is why they must be absolute.

SECTION – 4
FACTORS

68. Consideration of the factors which affect the attainment of the aim
involves a general study of all the information which can be obtained from all
sources. Having decided what factors affect the plan, they should be
placed in a logical sequence and deductions drawn from each one, each deduction
having a defect bearing on the aim.

69. The factors to be considered will vary with every situation, but there are
usually a few which dominate the others.

70. A factor is defined as “a circumstance, fact or influence contributing to a

result”. Factors which lead to no conclusion should not normally be mentioned.

…/23

RESTRICTED
 RESTRICTED
- 23 -

TACTICAL FACTORS

71. In a tactical appreciation the following are some of the factors which may
be considered:-
a. Relative Strengths, including probable reinforcements, present
disposition, mobility, armament and morale of the enemy in relation
to own troops.

b. Enemy, including his strength aim loc and disposn, equipment,

morale, activities, fighting, efficiency, etc.

d. Ground, including suitability for tanks, obstacles, dead ground and

facilities for observation; approaches and ground covering
approaches; availability and conduction of roads and airstrips.

e. Time and space

f. Administrative considerations

g. Security

h. Climatic considerations, weather, hours of daylight, state of the

moon.

i. Inter-communication.

j. Assessment of tasks

k. Morale

l. Surprise

The above list is intended to provide no more than a line of thought.

Every situation must receive individual attention.

COURSES OPEN

72. The courses open to the enemy side which has the initiative should be
considered first. This is in doubt our own courses should be put first.
…/24
RESTRICTED
 RESTRICTED
- 24 -

73. Only practicable courses should be considered, together with the salient
points for and against each one. The courses it is intended to follow should
normally be stated last. Discussion of courses open should lead logically to the
recommended plan of action.

THE PLAN

74. The plan should be set out in sufficient detail for a staff officer to be able
to write orders from it. It should start with a statement of the mission and should
contain the most important detail of the execution. Routine matters of
administration and inter-communication can usually be omitted.

…/25
RESTRICTED
 RESTRICTED
- 25 -

CHAPTER – 3

CORRESPONDENCE

SECTION – 1

DEFINITION

75. The word “correspondence” means the way of getting out information or
the type of documents described in paras below.

TYPES OF CORRESPONDENCE

76. Correspondence is divided into two main categories:-

a. External Correspondence – to addressees outside the originating

headquarters or units and conducted by:-

(1) Letter, and

(2) Messages.

b. Internal Correspondence between members of the same

headquarters or units and conducted by:-

(1) Memoranda, or
(2) Minutes.

SECTION – 2

LETTERS

LAYOUT

77. a. There is a layout to be followed in writing military letters. This

layout is sufficiently flexible to allow the variations made necessary
by such things as the subject matter, multiple – addressed letters, or
letters to civilians. The basic layout and the more common variations
are shown in the following specimen letters:-
…/26

RESTRICTED
 RESTRICTED
- 26 -

Layout of a military Paper Annex ‘A’

Layout of a standard military letter Annex ‘B’
Layout of a letter to civilian Annex ‘C’
Layout of a Demi Official Letter Annex ‘D’
Layout of a Memorandum Annex ‘E’
Layout of a written SITREP Annex ‘F’
Layout of a warning order Annex ‘G’
Layout of a Bn attack ops order Annex ‘H’
Layout of Quick Radio orders Annex ‘J’
Layout of Casuality Report Annex ‘K’
Layout of Specimen agenda for a committee Meeting Annex ‘L’
Layout of Specimen minutes of a conference Annex ‘M’
Home assignments Annex ‘N’
Layout of a Sketch Annex ‘P’

NB: Home assignments not to be contained in student offr’s

package.

STATIONERY

78. a. Official letters will be written on authorized TPDF stationery.

b. Demi Official letters may be written on TPDF stationery.
c. TPDF stationery will not be used for personal correspondence.

NUMBER OF COPIES

79. a. The number of copies of a letter will be kept to a minimum and is

normally two at a unit and three at the headquarters.

b. When replying to a service letter or to one form another government

department or agency which quote more then one file number, a
copy for each of the additional files quoted will be enclosed for
filing purpose.

COMMANDER’S ATTENTION

80. Before putting away file copies, all outgoing letters which are not signed
by a commander personally will be brought to his attention or to the attention of a
senior Officer.
…/27
RESTRICTED
 RESTRICTED
- 27 -
MEMORANDA

81. a. Memoranda are the media of correspondence within a

headquarter or unit. They embody all type of communications, from
a two line document confirming a conversation to a document of
many pages,

b. The rules governing the from of military letters apply to the from of
memoranda except where they are not in accordance with the
provisions of this paragraph.

c. Memoranda will be typewritten when possible.

d. In along memorandum it is usual to use heading in the body to set

forth more clearly the factors involved. However, this is not an
absolute rule. The subject matter will determine the from to be used.

e. In the specimen memorandum at annex ‘E’ the initials and telephone

extension of the originating officer, followed by the initials of the
typist are shown. Inclusion of the telephone extension number is
optional, it is usual to show this only on copies however,
communication is facilitated if the original bears the originator’s
extension number.

SECTION - 4

MINUTES

82. The word (term) “minute” used in this paragraph refers to office minutes
and not be confused with the type of minutes used in recording the proceeding of
meetings and conferences:

a. Minutes are usually inscribed on the face of the document under

discussion with the aim of commenting, giving direction or asking
questions regarding the contents of the document.

b. Minutes are one method of conducting discussions within a

headquarter or unit. They will not be between Departments or for
external correspondence.
…/28

RESTRICTED
 RESTRICTED
- 28 -

c. Minutes will be written as shown in the specimen memorandum at

annex ‘E’.
d. When more space is needed for a minute, a locally produced minute sheet
will be used and attached to the front of the document.

SECTIONS – 5

SIGNING OF CORRESPONDENCE

83. Official correspondence emanating from a headquarter or unit bears the

authority of the commander even if not signed by him.

84. Correspondence will be signed only by a commissioned officer, where

practicable.

85. Civil servants may sign correspondence as provided in TPDF Orders.

86. Correspondence to a senior equal formation will be prepared for the

commander’s signature, and signed by or for him.

87. Routine correspondence to subordinate formation, units or submits may be

prepared for the signature of the responsible staff officer, service, advisor or unit
officer and signed by or for him.

88. Correspondence containing censure or peremptory instructions will not be

signed by an officer holding rank junior to the person to whom the censure or
peremptory instruction is directed. Serious reprimands should be signed by the
commander.

89. Junior officers will not sign letters refusing a request by subordinate
formations or units. A refusal to a request will not be signed by an officer junior
in rank to the officer who signed the request.

90. The above instructions are subject to current regulations or instructions

which require a commander’s signature to certain letters.

91. Signature rubber stamps will not be used. Rubber stamp, the lettering of
which shall be in print of typescript, may be used on duplicates of
correspondence.
…/29
RESTRICTED
 RESTRICTED
- 29 -

SECTIONS – 6

CHANNELS OF COMMUNICATIONS

92. The normal channel of communication within the TPDF is through the
headquarter of the next superior or subordinate formation. Sub-commander’s
serving under the same superior commander may communicate directly with each
other.

93. Individuals will not correspond personal on service matters or with civil
contractors, companies or civilians in Tanzania nor with the armed services,
agencies or civilians of other countries.

LANGUAGES

94. a. All correspondence received from sources outside the TPDF

will be answered in the language in which it was written.

b. Correspondence addressed to other governments or

municipalities where another language is predominantly spoken will
be written in that language.

95. Stapling of correspondence. Separate items of correspondence being

forwarded under one cover are not to be stapled or fastened together by any
means. Only those items which are referred to in a document are to be fastened to
the covering document.

DISTRIBUTION LISTS

96. a. Units must keep an up to date distribution lists. When using its
list the originator must specify the exact recipient and they should be
listed individually on the correspondence.

b. When there is insufficient space on the last page of the text to

include the complete distribution list, the complete list will be placed
on the back of the last page of the text. To indicate this, the word
“Distribution: (overleaf)” will be typed on the bottom left of the
page below the signature block.

…/30
RESTRICTED
 RESTRICTED
- 30 -

CHAPTER – 4

AGENDAS AND MILITARY MEETING M INUTES

SECTION - 1

SCOPE

97. this part is to be read in conjunction with Staff Duties in the Field which
is:-
a. Supplemented with regard to preparation for conferences, and
b. Superseded where it deals with minutes of conferences.

MATTERS AFFECTING FORM

98. The form of both agenda and minutes are influenced by the function for
which they are used, for example, a single conference or one in a series of
committee meetings.
The from must also be adapted to the circumstances of the meeting and the
preferences of senior officers concerned. No attempt is made, therefore, to direct
a fixed form but rather to produce guides to acceptable forms.

DEFINITION

99. For brevity, the term “meeting” is used here to mean a conference or
committee meeting.

PURPOSE

100. An agenda is a list of items of business to be considered at a meeting and

should be prepared for every such organized assembly. Its purpose is:-

a. To enable those attending to collect necessary information and to

assemble their thoughts before hand, and

b. To limit discussions to relevant matters.

…/31
RESTRICTED
 RESTRICTED
- 31 -

SECTION – 2
ITEMS

101. The subjects to be considered will be listed under headings and given item
numbers in the order in which they will be discussed. The extent of the detail
included under each item depends upon those who will attend. If the meeting is to
be small and attended by people well acquainted with the items
for discussion, only broad headings may be needed. The larger and more
important meeting the grater the amount of detail required in the agenda.

PAPERS FOR DISCUSSION

102. When an item in the agenda is complicated or specialized, or if information

is not richly available to those attending, it may be necessary to issue a paper
with the agenda. This paper serves as a basis of discussion.

AGENDA

103. For conference it is often desirable to issue a draft agenda and request
addressees to forward suggestions for additional items to be included in a final
agenda.
SECTION – 3

AGENDA FOR COMMITTEE MEETING

104. In an agenda for a committee meeting, the subjects to be discussed will be

in the following sequence:-

a. Confirmation of minutes,
b. Business arising from the minutes of previous meetings
c. New business.
d. Other business

FORM

105. a. An agenda will show:-

(1) Security reference grading and copy number, if applicable.
(2) File reference
(3) Place and date of origin
…/32
RESTRICTED
 RESTRICTED
- 32 -
(4) Distribution
(5) Signature of the chairman or secretary (Unless forwarded with
a covering letter)

b. The following specimen agenda are shown at:-

(1) Annex M Agenda for conference
(2) Annex L Agenda for a committee meeting.

MINUTES

106. Minutes are a record of the proceeding of a meeting. They are often issued
as the only confirmation of decisions taken at the meeting and must, therefore, be
clear, concise, complete and accurate.
a. Clarity
Many unrelated subjects may be dealt with. Each subject under
discussion must be recorded under a separate heading. If the subject
is either lengthy or complicated.

b. Conciseness
Decisions will be recorded in complete detail, but the minutes will
not be a verbatim record of the proceedings. The opinions of
individual members of the meeting will not be recorded except at the
request of the chairman.

c. Completeness
Minutes are designed as a record of salient arguments and decisions
not to Carry the reader through the scene again; but, on the other
hand the minutes must be full enough to be intelligence to a reader
who was not at the meeting.

e. Accuracy
Decisions or statements, which were not made at the meeting, will
not be included in the minutes. Care must be taken for recording
decisions correctly as these are the most important part of the
minutes.

DISTRIBUTION

107. Unless otherwise directed sufficient copies of minutes will be prepared for
the following distribution:-
…/33
RESTRICTED
 RESTRICTED
- 33 -

a. One copy for each person who attended the meeting and for any
others concerned.

b. One copy for the conference or committee file,

c. Copies for cutting, individual items may then cut out for insertion in
the relevant file. Such extracts will be headed by the name, place
and date of the meeting.
FORM

108. a. Security Classification: This will be shown opposite the

paragraph heading of the subject. Extracts will then bear their
security classification. The minutes as a whole will be given the
highest security classification contained in the body of the minutes.

` b. File number. It is normal to give numbers for reference.

However, it may be found that where the meeting deals with a
variety of unrelated subjects and the conference or committee file
number is shown, addressees may take action or place
correspondence on an inappropriate file. The use of a file number is,
therefore, a matter for individual decision.

c. Place and Date. The place of origin and date of issue will be shown
on all minutes.

d. Title. The title of minutes will include the place, time and date of the
meeting.

e. Attendance. A list of those present at the meeting will be suitably

spaced under the title. Circumstances will determine whether the list
should shown appointments only, appointments and names, or
appointments and units, etc. The list will separate the “present” as
participants and “In attendance” as advisors or observes or those
called in for part of the meeting.

f. Discussion. Items discussed at a meeting will be recorded in the

minutes under appropriate headings and in the order in which they
are listed in the agenda.

…/34
RESTRICTED
 RESTRICTED
- 34 -

g. Action and Decisions. Decisions made and who is to take action will
be clearly recorded.

h. Signature. Minutes are normally signed by the secretary after

approval by the chairman.

j. Specimen Minutes. See Annexe M

…/35
RESTRICTED
 RESTRICTED
- 35 -
CHAPTER – 5

MILITARY MESSAGES

WRITING AND HANDLING MESSAGES GENERAL INSTRUCTIONS

SECTION - 1

APPLICATION

109. The method set out in this chapter or part apply on all occasions including
in the field.

ECONOMY

110. a. Use message only when the time element is an important factor,
otherwise send a letter.

b. The proper use of massages speed up staff work but reasonable

economy is necessary because:-

(1) Messages may have to be transmitted as paid telegrams if

direct communication facilities are not available or are
interrupted by transmission conditions.

(2) Massages may have to be routed over facilities of other

departments, allied or international agencies to whose system
access is often limited as to the volume of traffic accepted.

d. Keep message brief, clear and simple. Long messages requires more
time to process and transmit, thus delaying other messages.

PRECEDENCE

111. a. Unnecessary use of high precedence reduces their value. Use

“routine” messages whenever a high precedence is not vital. Before
choosing a precedence consider if the message is likely to arrive
during the addressee’s office hours and, if not, whether immediate
action must be taken on its arrival,
…/36

RESTRICTED
 RESTRICTED
- 36 -

b. A routine message will cost less than a higher precedence

message if it becomes necessary to send it as paid telegram,

c. Under normal conditions, 95% of message traffic should be

routine and only 5% priority

SECURITY CLASSFICATION

112. Avoid over classification of messages. The process of enciphering and

deciphering takes time. Unnecessary security classification may overload cipher
facilities, thus causing delay. The desire for absolute security must be balanced
against the need for speed.

SECTION – 2

GOMPLEING MESSAGE FORM

GENERAL

113. a. Printed authorized message forms are provided for use,

b. Where many copies of message required for local distribution or
filing the message may be prepared on black paper, following the
layout of the authorized message from,
c. Regardless of the number of addressees, only the original (copy 1)
of a message need normally be handed in communications.
d. Messages should normally be typed but when this is not possible,
legal hand-written messages, preferably in block letters, are
acceptable.

THE PRECEDENCE – ACTION SPACE

114. Insert in this space precedence applicable only to the action addressees.

THE PRECEDENCE – INFORAMATION SPACE (UMUHIMU:

KITENDO)

115. The precedence “ROUTINE” will normally be automatically applied by

communications to information addressees unless the originator substitutes
another precedence,
…/37
RESTRICTED
 RESTRICTED
- 37 -

THE DATE – TIME GROUP (TAREHE NA SAA)

116. The releasing officer is to insert here the date time and month at
which the message is signed. DTG will be abbreviated in six figure e.g. 081130C
OCT 94. (Z- from one zone to another)

THE MESSAGE INSTRUCTIONS SPACE (MAELEZO)

117. a. This is rarely used space. It may be used by the originator to

indicate to communications any special handling required, (Will
circle in red).

b. Originators may request communications to obtain a report of

delivery of massages of a very important nature, “Report Delivery”
to be entered).

THE ADDRESS SPACES

118. The addressing of message will be governed by section 4 of this chapter.

THE PREFIX SPACE

119. This space is for communication use only.

THE SECURITY CLASSIFICATION SPACE (AINA YA SIRI)

120. a. The security classification applicable must be entered. (if

unclassified enter “UNCLASSIFIED, or UNCLASS’).

b. The selection of degree of security classification and the handling of

classified messages will be governed by TPDF Security Regulations
and Orders.

THE ORIGINATOR’S SPACE (NAMBARI YA SIMU)

121. a. Message prefixes will be selected and employed as follows:-

…/38

RESTRICTED
 RESTRICTED
- 38 -
Subject Message prefix

Operations OPS

Training TRG

Personnel PERS

Logistics LOG

The authorized message prefixes assist in delivering messages.

THE TEXT SPACE

122. a. Text
The text of a message must be brief but clear.
b. Length

The longer the message, the longer it takes to process and send,
especially when it has to be enciphered.

c. References
When referring to correspondence, the briefest possible reference
will be used (Only originator’s number and date of origin are
refered).

d. Tabulation
Materials requiring tabulations will normally be sent by mail. Only
in urgent cases should a message requiring tabulation be initiated.

e. Numbers
The transmission of numbers as figures rather than words is not less
accurate. Figures should be used where the meaning permits since
they are quicker to transmit and the text is easier to read.

f. Punctuation
(1) Punctuation will not be used unless necessary to the sense of
the message. When it is essential to employ punctuations, the
following symbols only may be used:
…/39

RESTRICTED
 RESTRICTED

- 39 -
Punctuation Symbol
Colon :
Comma ,
Hyphen -
Oblique stroke /
Parenthesis ()
Period .
Question Mark ?

(2) Any other essential punctuation such as quotation marks or

paragraphs will be indicated by the authorized abbreviation
(Only when necessary)

g. Abbreviations. Authorized abbreviations will always be used in

messages, (except for indicating punctuation) unless they are
addressed to other services or civilians, or where their meaning may
be misunderstood.

THE ‘REFERS TO MESSAGE’ SPACE (KUMBUKUMBU YA SIMU)

123. This space is not normally used by TPDF.

THE DRAFTER’S NAME, OFFFICE, AND TELEPHONE NUMBER ,

SPACE (JINA LA MWANDIKAJI OFISI NA NAMBARI YA SIMU)

124. a. The drafter’s name will be inserted. This is not transmitted.

b. The branch, directorate, or unit in which the message was originated

will be indicated under’ OFIICE”. This is also not transmitted.

c. The telephone number to which communications may direct queries

regarding the message will be insured under “ TEL”. This is not
transmitted too.

THE “RELEASING OFFICER’S SIGNATURE SPACE (SAHIHI YA

AFISA ALIYETOA)

125. This space will contain signature, rank and or appointment of the officer
or official authorizing the dispatch of the message. This is not transmitted.
…/40
RESTRICTED
 RESTRICTED
- 40 -
SECTION – 3

MESSAGE PRECEDENCE

GENERAL

126. a. The precedence allotted to a message by the originator

Indicates:

(1) To communications, the order of handling the delivery

relative to other messages,

(2) To the addressee, the relative order in which he should note

the message.

b. An excessive use of precedence reduces their value an delays

really urgent messages.

RULES OF THE USE OF PRECEDENCES

127. Officers are entitled to authorized degree of precedence as follows:-

Degree of Rank or appointment entitled to Circumstances which

precedenceauthorise will justify its use
ROUTINE Any officer Msgs to be sent by the
quickest means but not
required to take
precedence over other
msgs.
PRIORITY Comds of units and Msgs which are so urgent
establishments. All SOs. Adjts. as to warrant speed of
Any Comm Offr but only on the despatch above ordinary
msgs affecting
intercommunication
IMMEDIATE Commanders not below the rank Urgent msg with an
of LtCol. SOs and head of immediate bearing on
services not below the rank of Ops, such as those
brigadier concerning the
immediate move of ships
aircraft or ground forces.
…/41
RESTRICTED
 RESTRICTED
- 41 -

FLASH Commander TPDF. All fmn Msgs of the greatest

Comds. SOs and head of services urgency affecting current
not below the rank of major operations, national
general. Members of the army security, or the safety of
council. Commanders of life. eg Initial en
operational units directly affected. contactor warning of
In the absence of these officers, impending large scale
their immediate deputes attack.

SECTION – 4

ADDRESSING OF MESSAGES

THE ADDRESS SPACE

128. a. Only the official abbreviated address authorized in this section

will be placed in the address spaces of the message form.

b. When a dispatch is to be sent on the message form by mail,

originator will insert the word BY MAIL” in brackets.

c. If a multiple address message includes some addresses to be sent by

communications transmission and others to be sent by mail will be
crossed out on the copies of the message handed to communications.
The deleted addresses will not be transmitted by communications.

d. In the case of multiple address messages when it is necessary for

every address to know the identity of every other addressee, “ALL
INFO” will be written at the end of the text.

DELIVERY INSTRUCTIONS

129. Message will normally be delivered to the branch, directorate or

appointment corresponding to the prefix in the beginning of the text.

FOR LOCAL DELIVERY

130 Delivery of copies of messages for other branches of the originator’s
headquarters or for local addresses will be the responsibility of the originator
governed by local procedure.
…/42
RESTRICTED
 RESTRICTED
- 42 -
AUTHORISED ADDRESSES

131. only special abbreviated addresses as authorized by DFFQ from time may
be used in message headings.

CHAPTER – 6

OPERATION REPORTS AND RETURNS

SECTION – 1

OFFICE AIDS AND RETURNS

132. A suggested list of office aids is shown in Para 133 – 135 of this part and a
list of returns and reports rendered in the field is shown in annex to this part.

AIDS FOR MAKING UP REPORTS & RETURNS

133. An operations office usually has the following aids:-

a. Boards Under Talc
(1) Radio net diagrams, one of each net being manned
(2) Communications State
(3) Radio relay exchange nicknames and fixed directory.
(4) Grouping, address groups and locations.
(5) AFV state
(6) Daily fighting state.
(7) Officers locations and duty roster

b. Documents and forms

(1) List of SLIDEX keys, call signs code words, nicknames etc.
(2) SLIDEX packs
(3) Log sheets.
(4) Message forms (JW 2020)
(5) Printed or duplicated programme for SITREPs, SHEELREP
ect
c. Equipment
(1) Chinagrph pencils
(2) Cleaning fluid and rags
(3) Stencil of military symbols.
…/43

RESTRICTED
 RESTRICTED
- 43 -

134. In an intelligence office, most of the operations office aids are required and
in addition:-
Printed or collection plan sheets and ORBAT sheets.

135. In an administration office all the operations office aids are required and
in addition:-

a. Boards under Talc:-

(1) Daily battle casualty state.
(2) Replenishment state
(3) Vehicle and Equipment state

STATE, REPORTS AND RETURNS

SECTION – 2

LOCATION STATEMENTS

136. The location state is sent immediately after unit has occupied new posn
(loc). It must always be submitted to next higher Hqs and to Comms by all
components of S/units, units and fmns immediately after every move. Admin
units must also show dets such as ammo points on their loc states.

FORMAT OF LOC STATE

137. A - Location of the Reporting HQ

B - Location of Hqs of sub-units eg. Bn Hqs
C - Positions of Sub-Units eg. Coy posns
D - Observation post, Standing Patrols and liaison posts of Bn HQ
locs.
E - Contact points with flanking units eg. X Tx 201 Bde.
F Any miscellaneous information as may be required.

REPORTS

138. The reports is the principal means by which the details of an operation or
administration are passed to higher headquarters.
…/44

RESTRICTED
 RESTRICTED
- 44 -

SITUATION REPOT

139. All units and formations in the field should submit routine SITREP at
specified hours, often one hour after sunrise and one hour after sunset. However
this routine reporting must not prevent information being passed as quickly as
possible whenever it is received.
SITREPs
140. The SITREPs shall only report changes in the situation since the last
report. Where there is no change, this state of affairs should be reported as “ No
change”

CONTENTS OF SITREPs

141. These should follow the normal line of though, and as far as applicable
should be in the sequence:-
a. Enemy
(1) Units in contact, reserves, which can affect the local situation
and newly allocated positions.
(2) Activity including, air attack, and patrols.
(3) Estimate of strength, material means, moral and knowledge of
our situation.
(4) Conclusions covering course of action open to the enemy.

b. Own Situation. Activities of own forces, including changes of

forces not attached to the originating unit or formation, such as
movement of patrols of flanking units.

c. Administration. Admin matters, which directly affect the actual

situation if no administrative SITREPs is sent. Casualties in men and
equipment must always be included in condition of forward troops,
state of roads.

d. Miscellaneous – Anything not covered in a – c above

NB: Use of traces/overlays is vital.

…/45

RESTRICTED
 RESTRICTED
- 45 -

DIFFERENT TYPES OF REPORTS

142. SHELREPs. Hostile shelling and mortaring is reported by the forward

units, reporting all possible detail of all enemy shelling from guns, motors ,
rockets, etc,. as quickly as possible. An army in the field is supplied with an
elaborate artillery intelligence organization whose task is the accurate location of
enemy arty batteries.

BOMBREPs

143. As they are called, and all reports of enemy air activity are sent direct to
the Air Force for their intelligence staff.
TOXIC REPORTS

144. TOXREP is a report for Toxic agents of chemical, biological or

radiological origin. Whenever toxic agents are used by the enemy two repots are
required:-
a. A preliminary report of the unit commander in whose area the attack
has occurred.
b. A CONFIRMATORY report, after investigation of the incident by
qualified personnel.

145. The following letter code is used, preceded by the appropriate code word:-
SHELREP- for enemy artillery fire
MORTREP- for enemy mortar or rocket fire.
BOMBREP- for enemy air attack.
TOXREP - for preliminary toxic reports.

A: From (use callsign for arty units or address group for other
Units).
B: Position of observer (e.g, in GR).
C: Grid or magnetic bearing or azimuth of flash or sound or
groove of shell.
D: Time from.
E: Time to
F: Are shelled, mortared, bombed or contaminated. May be sent
either: Bearing/azimuth (in degree or mils –state which) and
distance (in M). Grid reference (encode when B is sent in code.
…/46

RESTRICTED
 RESTRICTED
- 46 -

G: Number and nature of guns, mortars, R/launchers, ac or other means

of delivery
H: Nature of fire (eg reg, bombardment, harassment etc) omit for ac.
I: Number and type of shells, bombs, toxic agents
J: Time of flash to bang (omit for ac)
K: Damage (optional not normally used. Encode if sent by radio).
NB: A, B, F & K are sent in code for security reasons.

SECTION - 5

RETURNS

146. Returns must be reduced the smallest possible number. Every HQ should
maintain a consolidated list of returns due in and out of all branches or units. The
dangers of outdated returns and of duplication between branches or units of the
staff must be avoided at all costs.

147. Written returns may be reduced by:-

a. Combining returns required by two or more branches of the staff
into one return.

b. The use of liaison officers, conferences and visits of staff officers.

c. Maintenance of efficient staff tables,

…/47
RESTRICTED
 RESTRICTED
- 47 -

CHAPTER – 7

INFANTRY BATAALION IN THE FIELD

STAFF APPOINTMENTS AND DUTIES

SECTION – 1
GENERL

148. Time is more important in war than in peace and urgent work must never
be delayed by office routine. To make the office routine easier in an HQ there
are numbers of staff officers.

The ability to move quickly, both from place to place and from vehicles to
buildings, is an essential characteristic of any HQ and one which is constantly at
variance with a study peace time procedure. Paper work must be reduced to a
minimum and any HQ must have frequent exercise and practice moves.

149. The continuous liaison between communications and staff and between
staff and units is the secret of good communication, rapid and efficient issue of
orders and instructions. The responsibilities of the staff towards co-operation
with other is the most important too.

150. The duties of the staff are generally.

a. To assist the commander in the function of command
b. To help both fighting troops and the services in carrying out
their tasks.
SECTION – 2

INFANTRY BATTALION IN THE FIELD

GENERAL

151. The organization and set up of the Inf Bn in the field is different from that
in barracks. Routine office works and paper work should be simplified and
reduced to the minimum.
…/48

RESTRICTED
 RESTRICTED
- 48 -

152. Simplicity is the keynote of good office works in the field. A system is
necessary to ensure that commanders and staffs know what is going on and
receive their orders in time. Any peacetime system must be modified to allow for
casualties removal and for the fact that operations continue for 24 hours a day.
Understudies, duty officer and well understood drills, are essential.

153. The main principles of office work, which should therefore be applied in
the field, are:
a. A Sense of priorities.
b. A System of Relieves – at Hqs fighting units)
c. Standing orders for HQ (from the framework on the HQ functions).
d. Mobility
e. Close Liaison

154. The staff officer is also the servant of the troops. He must satisfy himself
that in the eyes of regimental officers his contribution to the success of operations
justifies his presence on the staff.

155. After visiting a subordinate HQ or unit a staff must always take immediate
action on point raised during his visit, and on his return he should inform the
subordinate HQ or unit what action is being taken.

156. Staff officers must remember that they act in the name of their commander,
and not their own authority.

157. The qualities required in a good staff are fundamentally the same as those
required in a good regimental officer, but the following are of particular
importance:-

a. Loyalty
b. Quick Thinking
c. Accuracy – (double checking)
d. Common sense
e. A Pleasant Disposition – (good manners).

…/49

RESTRICTED
 RESTRICTED
- 49 -

f. Imagination – (Visualization).
g. The Ability to Decentralize – (decentralize to subordinates).

OFFICERS

Duties of Officers. All Officers are responsible to their immediate

commanders and have to perform their staff duties on their commander’s behalf.

RESPONSIBILITY OF OFFICERS GENERAL

158. All officers shall be responsible for the following:-

a. An officer shall acquaint himself with, Observe and enforce:-

(1) The national defence Act
(2) The Official secret ordinance
(3) Defence Forces Regulations and
(4) All other regulations, rules, orders and instructions that
pertain top the performance of his duties.

SECTION – 4

THE STAFF OFFICER

159. The staff officer can help his commander by:-

a. Foreseeing his requirements.
b. Providing him with information and data in reaching decisions.
c. Protecting him from irrelevant detail
d. Implementing his plan by issuing detailed orders.
e. Supervising the execution of orders by personnel contact with those
affected.
f. Offering advice when called for, or if an important thing has been
overlooked
g. Sp his Comd at all times in all circumstances irrespective of personal
views.

…/50

RESTRICTED
 RESTRICTED
- 50 -

SECTION – 5

BATTALION HEADQUARTERS

160. The inf Bn HQ, if it is to function properly in the field, have to establish:-
a. Standing Operations procedures
b. Bn HQ group eg.
(1) Command post
(2) Signal group
(3) Services group
(4) Administrative and productions group ect.

161. The personnel in the Bn Operations HQ are:-

a. Bn Commander
b. Intelligence Officer
d. Officer Commanding support Company (OC SP Coy)
e. Operations and Training Officer (OPTO)

STAFF APPOINTMENTS MAIN BRANCHES

162. The staff is divided into six main branches in the TPDF:-
a. The Operations Staff (Ops)
b. The Intelligence Staff (Int)
c. The Personnel staff (pers)
d. The Comptroller Staff (Compt).
e. The Logistics Staff (Log)
f. The Militia and reserves Staff
The Chief of Training

SECTION – 6

PRINCIPAL STAFF OFFICERS

163. The organization of the staff in the TPDF consists of the following
principal staff officers:-

a. Chief of Staff (C of S)
b. Chief of Personnel (CP)
c. Chief of military Intelligence (CMI)
e. Chief of Comptroller (CC)
RESTRICTED
 RESTRICTED
…/51
- 51 -

f. Chief of Logistics and engineering (CLE)

g. Chief of militia and Reserves.
h. The Chief of Training

OTHER APPOINTMENTS

164. Personal Appointments. In addition to officer holding staff appointments

most formation HQ have a number of officers holding “personal” appointments.
The most common of these are: -

a. Aides – de – camp (ADCs)

b. Military assistants (PAs) to certain senior staff officers. (Read
the duties of ADCs from DFP 1.01 chap 1 sec 5 Para 23).

165. Liaison officers (LOs) in a war of rapid movement, much will depend on
effective liaison between formation, units and allies. Any staff officer may be
called on to act as a LO (read the duties of LOs from DFP 1.01 3 chap 1 see 5
Para 27)

RESTRICTED
 RESTRICTED

…/52
- 52 -

CHAPTER – 8

ORDERS, OPERATION ORDERS AND OPERATION INSTRUCTION

SECTION - 1

PURPOSE

166. Orders and instructions are the means by which the intentions and
directions of commanders are conveyed to his subordinates. These may be
either in written signal or verbal form. They have to be clear and in a form which
can be acted upon correctly. It is not easy to draw a dividing line between orders
and instructions but certain broad principles applies.These are: -

a. Orders. Are issued when a commander is in a position to state

exactly how he is going to carry out his intention. Orders are issued
only by commanders,

b. Instructions. When a commander is in such a position that he can do

no more than convey his intentions only to the
recipients/subordinates, he issues instructions. The subordinates are
then left to decide the exact detailed manner of carrying out their
tasks. An instruction will include broad directions to be followed
rather than precious orders to be obeyed and thus give a high degree
of initiative and choice of action to the recipient.
Instructions may be issued both by commanders and principal staff
officers. Instructions therefore, contain all available info about en
and comd’s future plans. It may even include alternative plans in
order to upset alternative moves and actions of the enemy.

TYPES

168. There are various types of orders and/instructions as these included

below:-
a. Orders
(1) Verbal Orders
(2) Routine orders
RESTRICTED
 RESTRICTED
(3) Warning orders
…/53

- 53 -

(4) Operation Orders

(5) Confirmatory notes
(6) Movement orders.
(7) Administrative and logistics orders.

SECTION – 2

WARNING ORDER

169. when time is a vital constraint (forcing), warning orders must be sent so
that recipients can make necessary preparations in the time available.
They are invariably sent by signal but can, under very special conditions, be
transcribed by the recipient.

170. A warning order must be clearly heard as such and should include the
following:-
a. The scope of the operation with probable tasks, moves and
dates and timings.

b. The earliest time at which the recipients will be required to act

and/or the degree of notice on which they are placed.

c. When and how the detailed orders will be issued

171. Example of a warning order is placed at Annex. ‘G’ Briefly a wng order
includes:-

a. Probable tasks or moves,

b. Earliest time of move or degree of notice,
c. Rendezvous (RV) and time for orders group, if any stating
whether commanders or representatives are to attend, and map
required, or the time at which written orders may be expected,
d. Order for move of advance parties, or preliminary moves,
e. Administrative instructions affecting the resting or feeding of troops,
re-grouping of transport, preliminary moves to assembly areas, if
necessary etc.
RESTRICTED
 RESTRICTED

172. warning orders must always be ended as such and should demand an
acknowledgement.
…/54
- 54 -

OPERATION ORDERS

173. General. Written orders in general conform to the rules of written staff
work. Place names of persons are written and typed in capitals, and authorized
abbreviations may be used at the writer’s discretion. Clarity and brevity are the
vital to be considered.

174. Conventions. Operation orders must conform to a definite pattern designed

to ensure a complete and good arrangement thus facilitating rapid drafting and
interpretation. An operation order may also be passed by signal which generally
conforms to the same pattern. There are five paragraphs of an operation order. In
a written order, the numbering of the five paragraphs shown is mandatory as
under:-

a. Situation
b. Mission
c. Execution
e. Administration and logistics
f. Command and signals.

175. Types of operation orders; Operation orders may be issued:-

a. Verbally
(1) By a commander in person or radio, telephone, relay and tape
recording.
(2) By a staff or liaison officer by visiting or by radio telephone
or radio relay.

b. In Writing
(1) As a Message
(2) As a formal order
(3) As Confirmatory notes after verbal orders.

SECTION – 3

QUICK RADIO ORDERS

RESTRICTED
 RESTRICTED
176. Where time does not permit of a formal written operation order or when
the sole link is radio communications, message type operation orders are issued.
These are quick radio orders.
…/55

- 55 -

177. It is essential that neither clarity nor accuracy be sacrificed for brevity in
that, the salient points of the plan must stand out. A specimen layout of a
message type operation order is shown at Annex J

178. Points to be considered when sending quick radio orders:-

a. Proper format of Ops orders to be followed
b. Be brief ie, send only the exact pin-pointed location of en (eg,
En, GR 1078 Over).
c. Follow voice procedure (by radio).
e. Orders should take only two minutes (2min at coy level).
f. Orders to be plain ie, not coded if the execution should take not
more than 30 minutes.

179. The three basic parts of an operation order are:-

a. Situation; primarily essential information is given.
b. Mission; what is to be achieved.
c. Execution what & how it is to be achieved.

180. Layout: The layout of a formal operation order is shown at

Anne H. The following points should be noted:

a. Operation orders are normally classified “Secret”

b. Proceeding; copy number, address, telephone, date and file

reference, follow the normal conventions.

c. References and annexes are listed as the normal conventions.

The time zone is given as in an appreciation.

d. The ‘Situation’ Mission’ and ‘Execution” are discussed

separately from the first three centre headings . These are followed
by orders concerning command, control administration, logistics,
electronic and maintenance. Though those additional centre
headings actually form a part of “Execution” in that they calibrate

RESTRICTED
 RESTRICTED
on: how it is to be done, they are separated for convenience as they
are generally drafted by different branches of the staff.

…/56
- 56 -

c. All operation orders are to be acknowledged. The subscription,

time and distribution conform to normal conventions and are
illustrated in the format.

181. Message type operation orders. Where time does not permit of a formal
written operation order or when the selected link is radio communication,
message type operation orders are issued. It is essential that either clarity nor
accuracy be scarified for brevity in that, the salient points of the plan operation
orders is shown at Annex ……………………

SECTION – 4

INSTRUCTIONS

SECURITY

182. Operation instructions usually contain the commander’s appreciation and

his future intentions. As such secrecy is particularly important and these are
invariably classified “top secret. They may be marked. TO BE DESTROYED
WHEN READ” in underlined block capitals centrally below the security
classification on the first page: this is only when danger of their capture or
compromise is involved.

LAYOUT

183. The layout follows closely that of an operation order. A specimen is show
at Annex ……………. The following points should be noted:-

a. The ‘situation’ paragraph are akin to those in an operation

order.
b. The intention of the commander must be unmistakable and may
begin with “my intention is to ………..”and there after indicate in
broad outline how the intention is to be achieved. If required the
reason for the intention can also be spelt out.
RESTRICTED
 RESTRICTED

…./57
- 57 -

c. Under “Execution” separate paragraphs may be required for

tasks in general and’ tasks in particular, and may include clear out
questions, e.g. “Is the enemy operating in Nadosoito and if so, what
are his dispositions and strength? Any details for carrying out the
tasks, e.g. groupings, should be included under “Execution” after
detailing the tasks.

d. Operation instructions are commonly addressed to recipient by

rank name and appointment and are invariably signed by the
commander himself.

e. Distribution is usually restricted to a single copy with a copy

for the file and war diary/operations record book.

f. Since a recipient will have to act on his own judgment, his

personality – should be considered and the instruction warned
accordingly.

RESTRICTED
 RESTRICTED

…/58
- 58 -

CHAPTER – 9

THE BATTALION COMMAND POST

SECTION – 1

INTRODUCTION

184. Simplest is the keynote of good office work in the field. A full proof
system is necessary to ensure that commanders and staffs know what is going on
and receive their orders in time.

DUTY OFFICER SYSTEM

185. In any command post, which is to be manned day and night for 24 hours,
such as an Ops CP or Ops Adm Office, an experienced officer, who is capable of
dealing with routine incidents, must always be on duty.

186. If the duty officer system is to work satisfactorily, the following should be
observed:-

a. The duty officer be properly equipped, and fully briefed when

taking over.
b. He must have a proper place suitably lit, in which to work
c. He must be protected from casuals visitors. This is done by
establishing an information centre, along side Ops CP.
d. He must not leave his CP until his successor has been properly
briefed to take over.

e. Whenever possible he should have the assistance of a duty clerk

(s) and/or 2i/c.

OPERATIONS COMMAND POSTS AND HQS

RESTRICTED
 RESTRICTED
TYPES OF OPS CPs

187. a. Bn Level
(1) Main Comd post (Main Hqs)
(2) Advance Comd post
…/59
- 59 -

(3) Reserve/Rear Comd post

b. Bde Level
(1) Main Comd post (Main Hqs)
(2) Reserve Comd post
(3) Comd’s Rover

SECTION – 2

SELECTION OF CP AREAS FOR BN/BDE

188. In all phases of war, the main HQ of Bn/Bde is the basic post for command
and control for fighting. Therefore, Bn HQ/Bde HQ in the field must be carefully
selected at a suitable area.

189. The following should be considered in selecting Bn HQ/or Bde HQ:-

a. Narrow possibility of en ground and air attack
b. Cover from ground and air observation
c. Dead ground must be considered first (comm. Center to be up-
hill)
d. Self defensive area
e. Area to enable all HQ groups to fit in,
g. Vital area for all own forces,
h. Area to enable all eqpts to be covered (hid)

ORGANIZATION OF BN IN THE FIELD

190. Generally the Org of Bn Comd post is formed by the following sub-
groups:-
a. Bn HQ Group formed by:-
(1) Command group
(2) Signal group,
(3) Adm and protection group

RESTRICTED
 RESTRICTED
b. The Command group includes:-
(1) Comd sec
(2) Int and security sec
(3) Comm sec

…/60
- 60 -

191. The Bn comd HQ’s personnel are:-

a. Bn Comd,
b. Int Offr,
c. OC Sp coy
d. OPTO

SECTION – 3

OFFICE EQUIPMENT

192. The following eqpt are necessary to ensure that information is readily
available to concerned:-

a. The log. This is kept in duplicate by all duty officers. The

following items are included in the log:
(1) The gist (general sense) of telephone, radio and relay
conversations.
(2) All written msgs, reports, in and out msgs.
(3) Reports from liaison officers and visiting commanders and
info from military police, civilians and visitors,
(4) Time of issue of Ops orders & adm orders, & times of O Gps.
(5) Movement of own Comds senior officers,
(6) Own or enemy action not included in situation reports
(SITREPS)
(7) Any other info which will enable SITREPs and the Comd’s
Diary to be written from the log.

b. Battle Message Board. It is a combination of map display and a

visual filing system. It contains such items as:-
(1) A situation map
(2) Copies of the log
(3) Current Ops & Adm orders and Intelligence summaries
(INTSUMs),
(4) Code word and nick name lists.
RESTRICTED
 RESTRICTED
(5) Radio diagrams and address groups,
(6) Grouping and locations list.

…/61

- 61 -

c. Officers location Board. Officers maintain this

themselves except the commander and senior staff officers. It
consists of only a list of names on a board covered by talc, and offrs
mov in & out side of the HQ.
d. Maps
e. Order of Battle and Locations statement.
e. Office Aids and returns.

SECTION – 4

MAPS, OVEWRLAYS AND SKETCHES

TYPES OF MAP

193. Battle maps Include:-

a. The Master operations maps
b. The master intelligence maps
c. The Commanders battle maps
d. Information center maps
e. Adm battle maps
e. Artillery defensive maps
f. Patrol maps
g. Maps for Special tasks.

194. Other types of maps

a. Enlargements
b. Layered maps
c. Defence Overprints
d. Air Photographic Mosaics
f. Cross Country Movement maps

PREPARATION AND MARKING OF BATTLE MAPS

RESTRICTED
 RESTRICTED
195. The following points must be borne in mind by staff officers responsible
for the battle maps:-
a. The map and board must be selected so that the whole area of
operations likely to be covered can be seen.
…/62

- 62 -

b. The talc must be firmly secured to the map and board to prevent it
from slipping, and a few inter-sections of grid lines must be marked
on the talc (x…..).

c. Unless grid numbers are written on the talc, the whole map may
have to be unfolded whenever a grid references is required.

d. Detail that is unlikely to change, e.g. Permanent installations,

boundaries, grid numbers, reference points, should be written on the
under side of the talc so that it cannot be rubbed out by mistake.

e. Correct colours, military symbols and abbreviations and abbreviated

titles must be used. Lettering should be parallel to the bottom of the
map when possible.

f. During a battle and in mobile operation, incidents recorded on the

map must be timed. This should be the time the incident occurred,
not the time the report was received – maps should be marked
“Correct at ………… hrs” at the top right- (lastly checked).

g. Direction of movement should be shown when possible.

SECTION – 5

OVERLAYS AND SKETCHES

PURPOSE

196. The purpose of overlays, diagrams ad sketches is to clarify or shorten

orders and reports.

RESTRICTED
 RESTRICTED
197. Overlays. May loose their accuracy when they get damp or through
inaccuracies in printing. Three grid intersections must therefore be marked to
guard against distortion. Boundaries must always be drawn carefully.

198. A specimen layout of an overlays is shown in Annex ‘P’.

…/63

- 63 -

199. Sketches. Sketches and diagrams can be of great value particularly in

illustrating reports. The following must always be included on sketch:-

a. Heading – with a reference to the report or order

b. Scale – some indication of distances to be given
c. North point (N)
d. Correct military symbols. If additional signs are required
they must be explained in legend.
e. Name, Rank, and unit of the originator.
f. Place, date and time
g. Method used in making the sketch. To indicate its
accuracy.

RESTRICTED
 RESTRICTED

ANNEX ‘A’

LAYOUT OF MILITARY PAPER

Copy No ………
SECURITY CLASSIFICATION

File Reference.

Maps
CHANGES IN THE ARMY STAFF SYSTEM

INTRODUCTION

1. The staff system in our army has

followed……………………………………………………………………….

2. The present staff system has some drawbacks which

have………………………………………………………………………….

AIM
3. The aim of this paper is to recommend whether we should retain our
present staff system or adopt
the………………………………………………………………………………..
……………………………………………………………………………………

STAFF SYSTEM

BRANCHES OF THE STAFF

4. Our Staff System. The TPDF staff system formally
was……………………………………………………………………………….
……………………………………………………………………………………

RESTRICTED
 RESTRICTED
5. The operation and Training
Branch…………………………………………………………………………….
…………………………………………………………………………………

6. The Personnel Branch

a. ………………………………………………………………………
b. ………………………………………………………………………
A-1

COMPARISON WITH OTHER SYSTEMS

7. …………………………………………………………………………
…………………………………………………………………………………

8. …………………………………………………………………………
…………………………………………………………………………………

HEADOUARTERS’ORGANIZATION
9. …………………………………………………………………………

10. …………………………………………………………………………

11. Irrational titles……………………………………………………………

12. A Possible Remedy. (Method of)

…………………………………………………………………………………..
…………………………………………………………………………………

STAFF TECHNIQUES

13. …………………………………………………………………………

CONCLUSION

14. No advantage would be gained by reorganising

……………………………………………………………………………………

15. Our Staff titles are clearer than the titles being used in most of armies
of………………………………………………………………………………….

RECOMMENDATIONS

RESTRICTED
 RESTRICTED
16. The recommendations are.
a.
b.

(AE Mughamba)
Capt

A-2

ANNEX ‘B’

LAYOUT OF STANDARD MILITARY LETTER

(SECURITY CLASSIFICATION)
(if applicable)

File No: TMA/200 – 1

TANZANIA PEOPLES DEFENCE FORCES

Telegrams: TANZFORCE Tanzania Military Academy-Monduli

Telephone: TMA 2516 P.O. BOX 1363
ARUSHA, 20 Jan 05

URGENT

25 Battalion
Tanzania Peoples Defence Forces
Mirambo Barracks P.O.Box 3003
TABORA, Tanzania.

Conduct of Correspondence

Attention: Adjutant

1. In military letter to a service addressee the rules of paragraphing described

in part 1 sec 2 are followed. In this specimen, a subject heading only is used. In
longer letter other headings may be necessary.
RESTRICTED
 RESTRICTED

2. The position and method of showing the following particulars should be

noted;

B-1

a. Security classification,
b. File number,
c. Reference to letter under reply,
d. Place and date of origin,
e. Address,
f. Subject heading.

3. When a letter is urgent the “word “URGENT” may be written in capitals

above the address.

4. If it is desired to bring the letter to the attention of a specific person, that

fact should e annotated as shown directly below the address, under the level of
the subject heading.

5. Where more than one page is required, the fact that another page follows
will be shown on the bottom right hand comer thus …/2.

6. If feasible, a signature block will consist of three lines in the form shown
below.

(LL Masome hcds)

Colonel
Chief Instructor

CKL/jp
(note: initials of originator
and typist on file copies only)

RESTRICTED
 RESTRICTED

SECURITY CLASSIFICATION
(if applicable)

B–2

STANDARD MILITARY LETTER

SECURITY CLASSIFICATION
(if applicable)
No: TPDF 2000-1(CP)

TANZANIA PEOPLES DEFENCE FORCES

Telegrams " TANZFORCE Defence Forces Headquarter

Telephone DSM 23385 PO Box 9295
DAR ES SALAAM, 15 Sep 84

URGENT
4 Battalion
Lugalo Barracks Po Box 2000
DAR ES SALAAM, Tanzania.

Conduct of Correspondence
Attention: Adjutant

1. In a military letter to service addressee the rules of paragraphing described in chapter 2

are followed. In this specimen, a subject heading only is used. In longer letter other heading
may be necessary.
2. The position and method of showing the following particulars should be noted:
a. Security classification
b. File number
c. Reference to letter under reply
d. Place and date of origin
e. Address
f. Subject heading.

3. When a letter is urgent the word "URGENT" may be written in capital above the
address.
4. If it is desired to bring the letter to the attention of a specific person that fact should be
annotated as shown directly below the address, with the line of type starting on the second
space, under the level of the subject heading.

RESTRICTED
 RESTRICTED
5. Where more than one page is required, the fact that another page follows will be shown
on the bottom right hand corner thus" …/2

6. If feasible, a signature block will consist of three lines in the form shown below.
SECURITY CLASSIFICATION
(if applicable)

(IM Maku)
Brigadier
Director of Training
B–3
SPECIMEN CIRCULAR LETTER
(on plain paper)
TPDF 1375 - 1(SOA)

TANZANIA PEOPLES DEFENCE FORCES

Telegram "TANZFORCE Defence Forces Headquarters
Telephone DSM 2338 Po Box 9203
DAR ES SALAAM, 21 Sep 84

Conduct of Correspondence
Paragraph and spacing

1. Letters in which paragraph heading are used will follow the rules of paragraphing
and spacing prescribed in paragraph 205 and 206.

2. To conform to that layout, the paragraph of a letter which has only a subject heading
will be centered as in this paragraph. The first line will begin on the seventh space after the
paragraph number and period. Subsequent lines will begin flush with the margin. The
following style will be observed for subdividing paragraphs:

a. The sub-paragraph letter will be on the fifth space in form of the margin. The
text will follow the form of this sub-paragraph which begins on the third space
after the period and is written in block style.

b. Further subdivisions will follow the form of the following sub-paragraph in

which;

(1) The number begins under the first letter of the text above it and
(2) The text begins on the third space after the number and is written in
block style.

c. If sub-sub-sub paragraph or sub-sub paragraphs are required, they

will be indented on the material immediately above them in the same manner as
(1) and b (2) above.
3. Vertical spacing will follow the rules prescribed in paragraph 206c.

4. The subject heading will be set in the centre of the page.

RESTRICTED
 RESTRICTED

(JC Satuki)
Brigadier
For: Chief of Defence Forces
EFG/jp
(file copies only)
Distribution
Action Information
3 Bn TPDF Chief of Personnel
4 Bn TPDF Chief Clerk
5 Bn TPDF
TMA B-4
ANNEX ‘C’

SPECIMENT OF A LETTER TO A CIVILIAN

In Reply Please Quote

No: TPDF/1375 – (CLE)

TANZANIA PEOPLES DEFENCE FORCES

Telegrams “TNZFORCE” Defence Forces Headquarters

Telephone DSM 233885 P.O. Box 9203
DAR ES SALAAM, 25 July 1994

Mr C. F. Bridges
123 Lion street,
ARUSHA, Tanzania

Letters to civilians follow the form of a normal business letter.

Military abbreviations are not used. Paragraphs are not numbered.

It is usual to place the address in the upper left corner although in social
correspondence many favour placing it in the lower left corner.

When commonly accepted abbreviations are used in letters to civilians,

they will be punctuated as in civilian writing practice for example T.P.D.F,
U.N.O etc.

RESTRICTED
 RESTRICTED
Yours truly

(J.M. Sauji)
Colonel
For Chief of Defence Forces
IJK/can
File copies only
C-1

SPECIMEN LETTER TO A CIVILIAN

In Reply Please Quote

NO: TPDF 1375 – 1(CLE)

TANZANIA PEOPLES DEFENCE FORCES

Telegrams “TANZFORCE” Defence Forces Headquarters

Telephone DSM 23385 P.O. Box 9203
DAR ES SALAAM, 25 July 1984

Mr C.V Schumidt,
123 Lion Street,
ARUSHA, Tanzania.

Dear Mr. Schumidt

Letters to civilian follow the form of a normal business letter. Military abbreviations
are not used. Paragraphs are not numbered.

It is usual to place the address in the upper left corner, although in social
correspondence many favour placing it in the lower left corner.

A letter to a civilian firm or organization should normally be addressed to the

appointment, not to the person. The letter may be directed to the attention of a particular person
by placing above the body of the letter “Attention: Mr ………”.

Where a letter is to an individual, the salutation should include the addressee’s name to
impart a more personal tone. The forms “Dear Sir” and “Dear Madam” are acceptable,
however.

In writing to an individual, a reference is not desirable. If the letter is addressed to a

firm, a reference may be helpful and should be used. If a reference is required it will be
centred, underlined and placed between the address and the salutation. It will be preceded by
the word “Reference” if necessary, to avoid confusion. The word “reference” will not be
underlined.

RESTRICTED
 RESTRICTED
When commonly accepted abbreviations are used in letters to civilians, they will be
punctuated as in civilian writing practice.

Yours truly,

(J.J. Suma)
Brigadier
For: Chief of Defence Forces
JKL/jp
(file copies only)
C-2

ANNEX ‘D’

SPECIMENT OF A DEMI-OFFICIAL LETTER

From Captain AE Mughamba 5 Bn/1375-1

TANZANIA PEOPLES DEFENCE FORCES

5th Battalion
Songea Barracks
P.O. Box 2418
SONGEA, 26 Jan 05

Dear

Demi-official (DO) letters supplement official correspondence.

They bear a file number and are filed in central Registry Files in the same way as
official letters.

The text is normally less formal than in an official letter and the first
person is often used. Care must be taken not to include in a Demi-official letter
matters which should be the subject of a personal letter.

When paper used which bears letter head identifying the writer’s
establishment, his name is written above the letter head and the name of the
establishment is not repeated.

The form of Demi-official letters varies considerably and this specimen

presents one accepted method. Note that paragraphs are not numbered.

RESTRICTED
 RESTRICTED
Yours Sincerely,

Captain AC Sibuti
Defence Forces Headquarters
Tanzania Peoples Defence Forces
P.O. Box 9203
DAR ES SALAAM, Tanzania.
D-1

SPECIMEN DEMI OFFICIAL LETTER

From Lt Col Sanya 34 Bn 1375 -1

TANZANIA PEOPLES DEFENCE FORCES

34 Battalion
Lugalo Barracks
DAR ES SALAAM, 24 Sep 84

Dear

Demi- official (DO) letters supplement official correspondence. They bear

a file number and are filed in Central Registry files in the same way as official
letters.

The text normally is less formal than in an official letter and the first
person is often used. Care must be taken not to include in a demi-official letter
matters which should be the subject of a personal letter.

When paper is used which bears a letterhead identifying the writer’s

establishment, his name is written above the letterhead and the name of the
establishment is not repeated.

The form of demi-official letters varies considerably and this specimen

presents one acceptable method. Note that paragraphs are not numbered.

Yours sincerely,

RESTRICTED
 RESTRICTED

Major MR Tongora
Defence forces Headquarters
Tanzania Peoples Defence Forces
PO Box 9203
DAR ES SALAAM, Tanzania.

D-2

ANNEX ‘E’

SPECIMEN MEMORANDUM AND MINUTES

(On plain paper)

MEMORANDUM

TPDF 1375-1
28 Jul 84

All Officers

Use of Minutes

1. This memorandum sets forth instructions to be observed in the use of

minutes.

2. Minute numbers will be written in Arabic numerals, marked conspicuously

and placed in the centre of the minute.

3. The original letter or memorandum will become minute 1 and all

succeeding minutes will be numbered in sequence.

4. Minutes will be so placed on the paper as to allow space for additional

minutes, The upper space is to be left free particularly the upper left corner which
is required for filing purpose.

5. Minutes will be signed in full and appointment will be shown.

6. If more space is required for minutes, a separate minute sheet will be

attached to the front of the letter or memorandum and will be filed together with
the letter or memorandum. Such words “MINUTE SHEET TO FOLIO ……”
are to be written on the sheet if necessary.
RESTRICTED
 RESTRICTED

(AR Simca)
Lt Col
CP

RST/1234/jp
E-1

ANNEX ’F’

SPECIMEN LAYOUT OF WRITTEN

TOP SEC
IMMEDIATE
Cop No………
HQ 34 INF BN
BABATI
080930C Sep 96

OPS/42
SITREP 10
Period Coverd: 0717700 to 080700

Map EAST AFRICA (Tanganyika), Serious Y/740

1: 50,000, BABATI, Sheet 58/6.

1. Bn. Sec INTREP 50 of 072230C.

2. Own-Sit

a. B Coy Ost on line MOMBO by 080220C.

b. I TK Tp wdr into res area OUORI 9078.

c. C Coy deployed on left flank from BOTO 0040 to RORU 4068 and
in Contact with A Coy GR 404648.

3. Adm.
a. A Each moved during ni 6/7 Sep to area TORY 8465 – locs Annex
P.
b. Water in River LEMUGUR Unfit for consumption.

RESTRICTED
 RESTRICTED
BR OKEY
Lt Col
Comd 34 INF BN
Annexes. P. Locs
Distr. List B
Authentication PR Coorect
Maj. OPTO 34 BN
F–1

SPECIMEN LAYOUT OF WRITTEN

TOP SEC
IMMEDIATE
Cop No………
HQ 34 INF BN
BABATI
080930C Sep 96
OPS/42

SITREP 10
Period Covert: 0717700 to 080700
Map EAST AFRICA (Tanganyika), Series Y/740
1: 50,000, BABATI, Sheet 58/6.

1. Bn. Sec INTREP 50 of 072230C.

2. Own-Sit

a. B Coy Ost on line MOMBO by 080220C.

b. I TK Tp wdr into res area OUORI 9078.
c. C Coy deployed on left flank from BOTO 00400 to RORU 4086
Contact with A Coy GR 404648.

3. Adm.
a. A Each moved during ni 6/7 Sep to area TORY 8465 – logs Annex
P.
b. Water in River LEMUGUR Unfit for consumption.

BR OKEY
Lt Col
Comd 34 INF BN
Annexes. P. Locs
RESTRICTED
 RESTRICTED
Distr. List B
Authentication PR Correct
Maj. OPTO 34 BN

F-2

ANNEX ‘F’

SECRET

SPECIMEN OF A SITREP IN MESSAGE FORM

PRIORITY 041730C Sep

FM: 24 Bn SECRET

TO: 202 Bde

INFO: 25 Bn, 26 Bn, 1 Tk Coy OPS/

SITREP II FROM 040800C HRS

EN. ONE PTL PENERATED SCREEN TO GOBA 528418 WAR 0500 HRS

OWN SIT NO CHANGE ADM. NIL (.)///

RESTRICTED
 RESTRICTED

SECRET
F-3

SECRET

ANNEX ‘G’

SPECIMEN LAYOUT/EXAMPLE OF A WNG O

IMMEDIATE 080900C OCT

FROM: 202 INF BDE SECRET

TO: 21 Inf Bn OPS/2012

22 Inf Bn

23 Inf Bn

Sig Coy

212 svc Bn

INFO: 203 Inf Bde

Logs Branch

OF FORWARD (.) WARNING NO 1 (.) FIRSTLY (.) 02 INF BDE CAPTURE

SIRORI SIMBA NOV 28 (.) SECONDLY (.) UNITS PLACED 10 HRS NOTICE

WEF 101400 (.) THIRDLY (.) OGP RV THIS HQ 101600 (.)

Acknowledge

RESTRICTED
 RESTRICTED

Page 1 of …….. pages

SECRET

G-1

ANNEX ‘H’

THE SPECIMEN LAYOUT OF A BATTALION ATTACK OPERATION

ORDER
1. SITUATION
a. Enemy Forces
(1) Defence, ports, mines, wire, guns etc
(2) Reserves, observations, Attack.
(3) Armour
b. Friendly Forces
(1) Intentions of higher command (consistent work securities)
(2) Troops Co-operating.
(3) Air (use of air & Air defence)
c. Attachments and Detachments (Atts & Dets) Units under
Command, in support etc with timings.

2. MISSION
……………………Will Capture……………..…….by………………….hrs

3. EXECUTION
a. General outline
Brief outline of plan including number of phases e.g. Bn will attack
in two in three phases…………………………………
b. A Coy) Assign specific tasks (by phases if any) to
c. B Coy) Incl objes, action on objs, probable roles
d. C Coy) of reserves, responsibility or flank protection etc
e D Coy
f. SP Coy - (tasks of Mor, ATK, AA & Fd Engr pls.).
g. Recce pl
h. Arty - (Give FP, allotment of FOOs & DF tasks on obj)
j. Engrs
k. Coordinating Instructions (Co-ord Instr)
(1) Timings (include H hr).
RESTRICTED
 RESTRICTED
(2) Moves and Traffic control (TC).
(3) Assembly area
(a) Location
(b) Joining up with supporting arms.
(4) FUP
(c) Loc
(d) Marking, lighting etc.

H-1

(4) SL – (to be secured)

(5) Axis
(6) Bdrys
(7) Report lines
(8) Rate of advance
(9) Reorg on objs (if not covered in earlier sub-paras).

(a) Patrol (ptls)

(b) Limits of exploitation.

(10) Deception
(11) Air (Sit, use, & sp)

3. ADM & LOG

a. Ammunition
b. Feeding
c. Transport (include moves of F ech)
d. Blankets/Packs
e. Dress and Eqpt
f. Recovery (Rc)
g. Medical (Med)
h. Military Police (MP)
j. Prisoners of war (PW)
k. Left out of battle (LOB) pers
l. Tools

5. COMMAND AND SIGNALS

a. Location and moves of own HQ
b. Allotment of radios and frequencies
c. Radio silence code word
d. Code words and nicknames.
e. Recognition and identification.
RESTRICTED
 RESTRICTED
f. Pass word
g. Synchronization of watches.

NOTE: For Ops Orders, group heading are numbered.

H-2
ANNEX ‘J’

LAYOUT OF QUICK RADIO ORDERS

1. Coy level Quick Radio Orders. After seven minutes, when he had received
contact report, the company commander (OC) will have prepared orders and are
ready to be sent. The following basic points must be followed:-
a. SITUATION
b. MISSION
c. EXECUTION
d. H – HR
e. SL,
f. RE – ORG
g. FIRE PLAN and,
h. SPECIAL INSTRUCTIONS

2. Format of quick radio orders.

39. “39 – Hullo all stns this is 39 Orders over”
SUB STNS ACK;
31 send Over”
32 Send Over”
33 Send over”
39 SIT: No change
39 MSN Confirmed
39 EXEC: Left flanking – two up,
C/S 32 continue to give covering from present loc. Roger so far
over”.
SUB-STNS ACK: “31 Roger over”.
“32 Roger over”.
33 Roger over”.
39: “39 Orders continue”
“H-HR: 1130 hrs”
“SL: West of bush GR 082330
RESTRICTED
 RESTRICTED
“RE – ORG in front of bush 300m facing North, Roger
so over”.
SUB-STNS ACK;
“31 Roger over”.
“32 Roger over”.
“33 Roger over”.
“39 Orders continue

J-1

“FIRE PLAN: Mor HE on obj

H – 5 to H + 2 lastly smoke fire”
SPECIAL INSTR: Move to FUP 1115 hrs over
“31 Roger Over”
“32 Roger Over”
“33 Roger Over”

NOTE:
1. RV is not nec at coy level, FUP near the SL is used. Radio Orders should
be sent by comds and be received by comds

2. Asking questions is allowed

3. Divide your orders into two to three packets

4. Subordinate comds to be given 2/3 of the time if receiving the orders for
them to accomplish the msn.

RESTRICTED
 RESTRICTED

J-2

ANNEX ‘K’

SPECIMEN LAYOUT OF CONTACT & CASUALTY REPORTS

1. CONTACT REPORT; This is a report sent after a sub unit/Unit is in

contact with enemy. It has the following contents:-

AT - Time of Contact

AT - GR (Own)

AT - GR (enemy)

WHAT – Enemy description.(str)

WHAT – Enemy action.

WHAT – Own decision to be taken

CASREP

2. This is a report sent when attacking the enemy or the enemy attack is
finished. Its contents are:

C - Total present

X - Dead

Y - Injured

RESTRICTED
 RESTRICTED
A - Evacuated due to sickness

B - Evacuated due to injuries (wounded)

Z - Lost – Missing in action

ZB - Missing but now returned.

K-1

ANNEX ‘L’

SPECIMEN AGENDA FOR A COMMITTEE MEETING

Notice of Copy No
Meeting (if applicable)
And Agenda

TANZANIA MILITARY ACADEMY MONDULI

The 19th meeting of the committee will be held in the Army House
conference Room at 0930 hours on Thursday 27 Sep 84

Items AGENDA

1. COFIRMATION OF MINUTS
(NOTE: To confirm the minutes of the previous meeting. This item is not
included where minutes are cleared secretarially).

2. BUSSINESS ARISING FROM THE MINUTES OF PREVIOUS

MEETINGS
(NOTE: Unfinished business).

RESTRICTED
 RESTRICTED
3. NEW WORKSHOP

Tpdf/p(46) Issued 25 Feb 84

C 114-1 15 Feb 84 (Note (c)

L-1

(NOTE: This is a new item. The information listed under the heading shows:

a. The committee number and file reference of a paper which deals

with the new Workshop.

b. Previous discussion can also be found in the minutes of the 12th

meeting.

c. The date on which the paper was issued to members).

Proposal by
4. REALLOCATION OF BUILDING 35
(Note: a New item never previously discussed and on
which a paper has not been issued).

5. OTHER BUSINESS
(NOTE: New business which the members may wish
to introduce).

(AE Mughamba)
Capt
Secretary

Issued: 28 Jan 05
Copy Number
Distribution: (if applicable, list copy number opposite
RESTRICTED
 RESTRICTED
Comdt each addressee)
CI
WC Adm
WC OTW
WC Cdts
SO Int

L-2
SPECIMEN AGENDA FOR A COFERENCE

TPDF 1010 – 1(COT)

DAR ES SALAAM

CONFERENCE ON PREPARATION OF
MONDULI FALL CONCENTRATION, 1984

To be held in the main conference Room, Army

House, at 1100 hours on Friday 28 Jul 84

AGENDA

Item Subject Proposal by

1. 1983 CONCENTRATION
Brief report on difficulties encountered

2. ACCOMMODATION REQUIRED
Battalions to submit requirements
(camp plan attached at Annex A)

3. TRAINING AREAS
Discuss allocation of areas to each battalion.

4. TRANSPORT REQUIREMENTS

5. COMMUNICATIONS
Decision required regarding equipment which can
be spared from battalion location.

6. TRAINING AIMS
a. Policy
RESTRICTED
 RESTRICTED
b. Unit tasks.

7. Etc, etc.

(Name)
rank
Chairman
L–3

SPECIMEN OF AN AGENDA FOR

A CONFERENCE

SEC CLASS
TPDF 1010-1
(BOTO)

AGENDA FOR BRIGADE PERIODICAL ARUSHA

CONFERENCE OCT 94

Prepared by
HQ, 302 Inf Bde

To be held in the main Conference Room, brigade headquarter,

at 1130 hours on Tuesday 28 Oct 94 HQ 31 Inf Bn

ITEMS AGENDA
Subject Proposed by

1. Future moves and accommodation Training HQ 33 Svc Bn

2. a. Programme of training
b. Individual training
HQ 313 Svc Bn
3. Programme of annual inspection including technical inspections

4. Policy on married accommodation at future location.

(Name)

RESTRICTED
 RESTRICTED
Rank
Chairman

Distribution
(Note): Signature and Distribution
List not necessary if forward
With covering letter)

SEC CLASS
L–4
ANNEX ‘M’
SPECIMEN MINUTES OF A CONFERENCE

HQ 1010 – 1(CLE)
DAR ES SALAAM

MINUTES OF A CONFERENCE TO DISCUSS

PREPARATION OF MONDULI FALL CONCENTRATION, 1984
Held at Army House, 28 Jul 19984

PRESENT
(Names and/or appointments)
IN ATTENDANCE
(Names and/or appointments)
ACTION BY
INTRODUCTION (If necessary)
1. The chairman pointed out that, due to the
exigencies of the service, preparation of the fall CHAIRMAN
concentration had been late in starting. He said it was essential
that prompt action be taken on all decisions reached at the
present conference.

ITEM 1
2. 1983 CONCENTRATION
(Detail)
ITEM 2
3. ACCOMMONDATION REQUIRED
(Discussions and Decisions) LOG REP
ITEM 3
4. TRAINING AREAS
(Discussions and Decisions) OPS/TRG
ITEM 4
5. TRANSPORT REQUIREMENTS

RESTRICTED
 RESTRICTED
(Discussions and Decisions) etc SOTM

(Name) (Name)
Rank Rank
Secretary Chairman

Issued: 30 Jul 84
Distribution: M-1

SECRET

SPECIMEN MINUTES OF A COMMITTEE MEETING

SECRET
Copy No
(if applicable)
TPDF 268/46
(see Para 612b) Army House

TANZANIA MILITARY ACADEMY

DEVELOPMENT MINUTES OF THE 16th MEETING HELD IN THE

ARMY HOUSE CONFERENCE ROOM AT 0900 HRS
ON THURSDAY, 27 SEP 1984

PRESENT
Maj AB Chacha - CP - Chairman
Maj DE Chale - SOA - Member
Capt LM Juu - SOM - Member

IN ATTENDANCE
Capt JM Mutahansarwa - SO IT - Member

SERETARY
Capt MM Singano

ITEM PARTICULARS ACTION

1. CONFIRMATION OF MINUTES
The minutes of the 18th Meeting were confirmed with the
exception of the last line in paragraph 8 which was amended to
RESTRICTED
 RESTRICTED
read “In the absence of a technical officer” Instead of” in lieu
of a technical officer”

2. SOA will issue similar amendment to Forces Routine Orders.

M-2

ITEM 2

2. BUSINESS ARISING FROM THE MINUTES OF

PREVIOUS MEETINGS

a. Medical Accommodation
Minutes 10th Meeting, Para 4

SOM tabled a paper for the consideration of the committee

dealing with the inadequate accommodation in the UAS.

The Chairman asked that this paper be brought

forward to the next meeting so that the committee may
study the paper.

The committee agreed that consideration of this paper

would be deferred until the next meeting.

ITEM 3

3. NEW BUSINESS

C1145-1 15 Feb 84

a. NEW WORKSHOP

TPDF/P (56) 15

Minutes 12th Meeting Item 8

The chairman said that the engineer objections to the

proposed location of the new workshop had been recorded
RESTRICTED
 RESTRICTED
in the minutes of the 12th Meeting and he asked the SOA
if he was prepared to discuss this item now.

The SOA said that he had discussed the matter and was
now prepare to recommend construction at the NORTH
end of the camp.

After some discussion this was agreed.

M-3

The committee approved the paper under consideration and

asked the SOA to prepare a formal, request for including
this construction in next year’s estimates.

ITEM – 4
b. REALLOCATIONS OF BUILDING 35
The Chairman stated that due to reorganization of the
Camp Building 35 was available for reallocation.

The SOM said that the building was not suitable for UAS
purposes.

The SOTM required that this building be allocated to

Transport and moved to the vehicle compound for use as a
dispatch office.

The SOA said there was no problem to moving the

building

The Committee agreed to reallocate Building 35 to

Transport and asked the Soa to arrange movement to
the vehicle compound.

ITEM 5

c. OTHER BUSINESS
The SOA pointed out the need for more space to hold
mobilization stores.

The Chairman said that a paper was being prepared on the

subject by the CP and would be submitted to the
committee very soon.
RESTRICTED
 RESTRICTED

The committee agreed to defer discussion of mobilization

stores until a latter meeting .
(Name)
Rank
Secretary
Issued: 30 Jul 84
Distribution: Copy Number: (if applicable)
M-4

SPECIMEN LAYOUT OF THE MINUTES OF A MEETING

Copy NO
File Reference

(Security classification) (if nec)

Location
MINUTES A CONFERENCE TO DISCUSSS
ALLOCATION OF TRAINING AREAS 1994

Held at BDE HQ on 4 Nov 94

PRESENT (Name &/or appointments)

IN ATTENDANCE

(Name &/or appointments)

INTRODUCTION (if nec) ACTION
1. The Chairman pointed out
that………………………………………………………………………………..
……………………………………………………………………………………
ITEM 1
2. 03 ALLOCATION
(Detail discussion or information)…………………………….All………
……………………………………………………………………………………
ITEM 2

3. ACCOMMODATION REQUIRED
(Discussions and decisions)……………………………………………….
D log……………………………………………………………………………...
RESTRICTED
 RESTRICTED
ETC – RTC
(Name)
Rank
Secretary
Issued 8 Nov 94
Distribution;
Bde Comd – Copy NO 1………………………..(if Nec)
Security classification
M-5
ANNEX ‘P’

SKETCH

Page No Copy NO
ANNEX P TO ITBG
0500 DATED 16 OCT 94

BONDARIES AND REPORT LINES

MAP EAST AFRICA. T 746, sbcct 169. Edition 2, scale 1 – n to

71 84

42 42

RESTRICTED
 RESTRICTED
71

20

P-1
ANNEX ‘N’

SD & MW

HOME ASSIGMENT
NARRITIVE
1. Your are the Adjt at TMA. One day the CI calls you into his office and
tells you the following situation:-

New Fourty five officer intake 36 long, who have recently commissioned will
depart this location to DSM DF HQs on 20 Feb 95 at 1600 hrs. They will leave
by special bus of "Tawfiq".

The DF HQs is to be notified of this so that they should arrange for

reception, accommodation and, transportation of new offices to their new Units."

REQUIREMENT/QUESTION

1. Write a message to DFHQs using the information given in the narrative.

Usage of TPDF accepted abbreviations will be ideal.

QUESTIONNAIRE
ON
STAFF DUTIES & MILITARY WRITING

QUESTION 1:
1. what are the basic rules of military writing ? Discuss how the paragraph
are numbered and sub-divided.

QUESTION 2:
2. What are the main parts of mil paper? Discus the essential elems of all mil
writing and give an example of how paras and their sub-paras are numbered and
lettered.
RESTRICTED
 RESTRICTED

QUESTION 3:
3. Appreciations may be produced for one or two reasons. Mention these
reasons. Discus the accepted logical sequences of producing an appreciation of a
tactical task.
N-1

QUESTION 4:
4. Discuss the two main categories of military correspondence. What are the
differences between memoranda and minutes? Elaborate the basic layout to be
followed in writing standard military letters.

QUESTION 5:
5. Define in brief, the meaning of item "meeting". What is an agenda and
what is its purpose? Give the sequence in which the subjects of a committee
meeting are to be discussed.

QUESTION 6:
6. Discuss the spaces of the msg form and how they are completed (filled).
What are the four msg precedence’s? Discuss the rules for use of these
precedence’s.

QUESTION 7:
7. What is a mil symbol? For what purposes are symbols used? Give Five
types of basic symbols.

QUESTION 8:
8. Discuss the policy of abbreviations. What are the points governing the use
of abbreviations in ops Staff work?

QUESTION 9:
9. Discuss the accepted format of ops reports and returns.

QUESTION 10:
10. How can a staff officer help his comd? Mention ten principal staff officers
found in a bde..

RESTRICTED
 RESTRICTED

N-2

LAYOUT OF A MILITARY PAPER

Security classification
(Copy No
(*
(File
(as applicable) (place
(date/Time
*
*
TITILE (CENTRE HEADING)
*
*
(Dotted lines *
indicate Maps://(Necessary items preceding the body introduced as shown:
margins. See *
paragraph *
206a). L//PARAGRAPH HEADING
Text begins as shown and extends to right margin with second and
subsequent lines beginning flush with the left margin. Sub-divisions of
paragraphs are headed, if necessary, numbered, indented and spaced as
shown below.
a. //Sub-paragraph//This is a run-in heading.//Text is in
Block style, i.e., the second and subsequent lines begin
directly under the first letter of the heading or, if no
heading, the first letter of the text, and extend to the
right margin.
(1) This method of paragraphing is described in
paragraph 205//For spacing, see paragraph
206.//Information may be listed as in (a) below.
*
a.//In this Plate:
*
each* equals one blank line,
each/equals one blank space
*
i.//this plate is designed to illustrate layout only.
*
*
*
RESTRICTED
 RESTRICTED
*
*
(Name)
Rank
Appointment
Annexes: )Necessary items following
Distribution )the body introduced as shown
) Copy No:
SECURITY CLASSIFICATION
A–3

RESTRICTED