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DELEGATION OF AUTHORITY FOR TASK COMPLETION | Up
Military Requirements for Petty Officer First Class | Next
Preparing the Message |
work request (AWR), and requests for
repair parts
The Department of the Navy Correspondence
Manual, SECNAVINST 5216.5C, gives specific
guidance on signature authority.
Signature Block
The term By direction will appear under the
name of a subordinate who may sign official
correspondence.
Example: A. B. SEAMAN
By direction
The following will be added under the name
of a person with by direction authority who signs
orders affecting pay and allowances: the signer’s
title, By direction of, and the commanding
officer’s title.
Example: PAUL T. BOAT
Executive Officer
By direction of
the Commanding Officer
Facsimile Stamps
A commanding officer may authorize others
to use stamps that duplicate his or her signature
where the personal signing of correspondence
causes hardship or is impractical. If you are
authorized to use a facsimile stamp of someone
else’s signature, pen your initials next to each
signature you stamp to authenticate the facsimile.
Always safeguard such stamps from unauthorized
use.
ROUTINE NAVAL CORRESPONDENCE
AND MESSAGES
As a senior petty officer, you will be required
to compose two types of naval communication:
naval messages and routine naval correspondence.
The manner in which you prepare or allow your
subordinates to prepare written material reflects
upon your capabilities and attention to duty.
Likewise, the quality of that communication
addressed to other commands reflects upon
your command. Therefore, you must know the
basic policies and procedures for preparing
naval messages and routine naval correspon-
dence.
THE NAVAL MESSAGE
A naval message is an official communication
that qualifies for electrical transmission. A
message is used for urgent communication where
speed is of primary importance. Messages are not
used when the necessary information can reach
its destination in time for proper action by
letter, Releasers of naval messages will determine
whether a message will be released as a message
(electrical transmission) or as a NAVGRAM
(letter).
You may be called upon to supply pertinent
information for the text of a naval message, such
as equipment status, personnel status, cause of
equipment failure, and predicted time of repair.
At other times, you may be called upon to write
(draft) a message with all of its necessary
components.
If you must write a message, you need to know
the proper format and how to follow basic
message-drafting procedures. If you are given a
message to read and interpret, you should know
how a message is formatted and some of the
communication terms and abbreviations used.
Types of Messages
Most messages have at least one addressee
responsible for taking action on the contents and
for originating any necessary reply. Other
addressees who have an official concern in the
subject of the message, but who do not have the
primary responsibility for acting on it, receive the
message for information. Do not be confused by
the term information addressee. Even though an
information addressee usually is concerned only
indirectly with a message, that addressee
frequently must take action of some nature within
the command. Some messages have only infor-
mation addressees.
Messages may be divided into types based on
how they are addressed:
Single-address
Multiple-address
Book
General
A single-address message is sent to one
addressee only and may be either for action or
information.
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