as the Memorandum For Memorandum, the Memoran-
dum of Agreement, and the Memorandum of
Understanding, are normally reserved for use by
high-level officials, such as the Secretary of the Navy
and the Secretary of Defense.
Memorandum for the Record (MFR). An MFR
is used as an internal document to record supporting
information that is not recorded elsewhere. Candidates
for an MFR include results of meetings, important
telephone conversations, or oral agreements. MFRs
may be typed or handwritten. Although informal, the
MFR should be dated, signed, and show the signers
Printed Memorandum Forms. Printed forms
may be used to communicate between individuals or
offices within the same activity. Unlike the MFR,
memorandum forms require a From, To, and
"Subj" line, and a name, title, or office code. The
contents of a printed memorandum may be
Plain-Paper Memorandum. The plain-paper
memorandum is used to communicate informally
within an activity. It is no more formal than the printed
memorandum form, but it is more flexible when there
are multiple addressees. The plain-paper memorandum
is similar to a standard letter, but no identification
symbols other than the date is needed.
Letterhead Memorandum. The letterhead
memorandum may be used for direct routine
communication within your activity or with an activity
outside your command. When used within your
activity, the letterhead memorandum provides more
formality than either the printed from-to or
plain-paper memorandum. The letterhead memoran-
dum may be used to communicate with an activity
outside your command when the subject is routine and
no commitment or official position is taken.
You may be required to draft other types of
correspondence, such as business letters and directives.
SECNAVINST 5216.5 prescribes policies and
procedures and furnishes detailed information for
preparation of all types of naval correspondence. This
includes information on envelope preparation, mailing
procedures, and the use of special mailing instructions
as well as information on the forms of addresses,
salutations, and complimentary closes to be used in
As an AZ who works in maintenance
administration, one of your primary duties will include
naval message drafting for approval. A naval message
is a brief form of official communication that is
transmitted through a Navy telecommunication center.
The naval message is used for urgent communication
where speed is of primary importance.
Messages should not be used to transmit
information where a letter can provide the same
information in time for proper action. The majority of
the messages that you draft will be of the general
administration (GENADMIN) variety. GENADMIN
messages are narrative messages that pertain to
organizational-level matters that warrant electronic
transmission. These include messages that relate to
operations and readiness as well as certain reports and
information that require substantial attention of seniors.
A description of a naval message is shown in figure 2-3.
Before you draft a naval message, you should
become familiar with the following message
Originator. The originator of a message is the
authority in whose name the message will be
Releaser. The message releaser is the individual
who is authorized to release a message for transmission
in the name of the originator.
Drafter. The drafter is the individual who
composes the message. The message drafters
responsibilities include selecting the correct
precedence, using the correct message format, and
addressing the message properly. The message drafter
plays a significant role in the message preparation and
Minimize. Minimize is a restriction that is imposed
on message traffic release when emergency conditions
exist. Minimize reduces less urgent message traffic or
voice communication when an actual or simulated
emergency arises or is anticipated.
Date-Time-Group (DTG) indicator. The DTG
indicator is the primary means that is used to identify a
naval message. 121430Z JAN 98 is an example of a
DTG. A DTG consists of two parts. The first two digits
(12) indicate the date and the last four digits (1430)
indicate the hour the message was transmitted. The "Z"