DOWNGRADING AND DECLASSIFICATION MARKINGS.

Text. —Use the proper choice of words and good writing techniques to help you write brief messages; however, do not make your message brief at the cost of accuracy. Limit the use of abbreviations to those that are self-evident or recognizable because of their long-established use. You may make exceptions in the case of currently authorized abbreviations used in routine admini- strative and technical traffic handled only by persons familiar with the abbreviations. Don’t use short titles or abbreviations in the text if the message is addressed to a member of Congress, a commercial concern, or a nonmilitary address. Do not carry the use of uncommon phrases and modes of expression to the point that the meaning of the message becomes ambiguous or obscure. In case of doubt, clarity always takes precedence over brevity. The following are some punctuation and symbols you may use to enhance clarity within the message text: Hyphen (-) Question mark (?) Colon (:) Dollar sign ($) Apostrophe (’) Ampersand (&) Parentheses (left and right) ( ) Period (.) Comma (,) Virgule (or slant) (/) Quotation mark (“) You may not use the following punctuation marks and symbols in a naval message: Number symbol (#) “At” sign (@) Percent (%) Fractions (1/2, 1/4, and so forth) Asterisk (*) Underscore ( _ ) Cent sign (¢) DOWNGRADING AND DECLASSIFICA- TION MARKINGS. —YOU must apply down- grading and declassification markings to all classified messages. These markings are located on the first line after the last line of the text. OPNAVINST 5510.1H contains specific infor- mation about appropriate markings. Message Readdressals Frequently, a message must be transmitted to an activity that was not an addressee of the message as it was originally drafted. This process is called “message readdressal.” The originator or action addressee of a message may readdress that message for action or information to another activity. An information addressee may readdress a message for information purposes only. When a readdressal message is prepared, it must be handled and accounted for as a complete, unique message. Readdressal messages carry a unique date-time group and supplementary head- ing and must be released by a person authorized to release messages. Message Cancellations Only the originator may cancel a message. All message directives are automatically canceled 90 days following the release date, except under the following circumstances: 1. The text of a message provides for an earlier cancellation. 2. A subsequent message extends the cancella- tion date. 3. A message is reissued, by the originator, in standard directive format within 90 days of the release date. Minimize Condition Minimize is a condition imposed by proper authority to reduce and control electrical message and telephone traffic. The purpose of minimize is to clear the telecommunications network of message and voice traffic in which urgency does not justify electrical transmission during an actual or simulated crisis. During periods of minimize, message drafters and releasers must review all messages to ensure electrical transmission is essential and the lowest precedence consistent with speed of service objectives is used. Messages prepared for electrical transmission under mini- mize conditions must have the phrase “MINI- MIZE CONSIDERED” located in the special instructions block. OFFICIAL CORRESPONDENCE As a senior petty officer, you will be required to compose correspondence from brief notes and occasionally from oral instructions. You will be required to prepare a first draft that will need only minor changes before the draft is ready for smooth typing. You must master the writing of short, routine correspondence to the point that 2-36