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 signer’s organizational code. 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 handwritten. 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. MISCELLANEOUS CORRESPONDENCE 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 naval correspondence. NAVAL MESSAGES 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. Message Terminology Before you draft a naval message, you should become familiar with the following message terminology: Originator. The originator of a message is the authority in whose name the message will be transmitted. 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 drafter’s 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 transmission. 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" 2-14