how to build a car. The letter should be no more than one page in length, with the first paragraph identifying the issue  and  the  action  recommended.  Subsequent paragraphs  should  identify  and  discuss  significant background  information  and  main  points  supporting  the recommendation. If details are absolutely necessary, include  attachments. Other points to consider are the following: l l l l Go easy on the modifiers. A CO does not need to say he is very interested in something. Being interested  is  sufficient. Avoid  emotionalism. Be sure you are right. Check and double-check your  logic,  grammar,  facts  and  figures  and format. Do not expect your finished draft to fly the first time. Even the best letter writers are not psychic. PREPARING DIRECTIVES The format of a public affairs directive is basically the same as all official Navy directives (instructions, notices, operation orders, etc.). Figures 1-3 through 1-6 present the standard format for directives issued in the Navy Directives System. Public Affairs Plan The first type of public affairs directive you should become familiar with is the SOP, or administrative instruction, which is used to make certain instructions routine,  thus  reducing  the  number,  length  and complexity  of  later  directives. Each  command  develops  appropriate  and  effective SOPs   based   on   applicable   portions   of   published procedures  of  higher  authority,  the  desires  of  the  officer in command and the habitual procedures developed through  experience. SOPs  should  be  sufficiently  complete  and  detailed to  advise  new  personnel  and  new  units  of  routine practices.  The  necessary  amount  of  detail  depends  upon the state of training, the complexity of the instructions, the size of the command and other variables. Staff  sections,  divisions  or  departments  often  find  it expedient  to  establish  their  own  SOPs  for  the  operation of their own departments and for the guidance of their own  personnel  in  routine  matters.  Some  examples normally  found  in  public  affairs  offices  are  those governing  the  release  of  information  on  accidents, handling of visitors, operation of a speakers bureau, mobilization  during  an  emergency  and  coverage  of parades  and  ceremonies. Public  affairs  plans  vary  among  different  com- mands and may differ according to their purposes. The format illustrated in Appendix I is not an iron-bound formula. The paragraph headings, content and sequence can  be  changed,  some  paragraphs  omitted  or  included in  annexes  or  additional  paragraphs  added.  Plans  are written to accomplish an objective. They should not be regarded as a form to be filled out, whether applicable or not. On the other hand, most planning formats have been standardized through use by many people for many years.  By  following  these  formats  intelligently,  thoughts will  be  organized  logically  and  the  document  becomes easier  for  the  experienced  reader  to  understand  readily. The  body  of  any  plan  is  divided  into  several  major sections   or   paragraphs   which   might   include   the following: l l l l l l l l Purpose Background Objectives Methodology Task  organization Policy Responsibilities  and  tasks Execution The order of presenting the various paragraphs may vary from plan to plan. Public Affairs Annex A plan for a fleet, force or squadron operation or exercise is issued in the form of an overall operation order (OPORD). The document pertains to the entire organization and operation of its forces. Attached to the “basic plan” or OPORD are additional sections called annexes. An annex only deals with one aspect of an operation, for   example,   intelligence,   communications,   public affairs, and soon. The purpose of annexes is to keep the body of the plan short, clear and simple. A  public  affairs  annex  is  prepared  for  all  training and contingency plans and appropriate operational 1-20