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JOINT SERVICE WRITING MANUAL

CONTENTS

Chapter 1 Introduction.

Chapter 2 Presentation of Work.

Chapter 3 The Rules and Conventions of Service Writing.

Chapter 4 Service Correspondence.

Chapter 5 Service Papers.

Chapter 6 Briefs.

Chapter 7 Conferences and Minutes.

Chapter 8 Précis, Summaries and Comments.

Chapter 9 Graphic Methods.

Chapter 10 Invitations.

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CHAPTER 1

INTRODUCTION TO SERVICE WRITING

References:
A. Defence Services Command and Staff College Service Writing Handbook.
B. Army Staff Duties and Service Writing Manual.
C. Naval Staff Duties and Service Writing Manual - BR7.
D. Sri Lanka Air Force Service Writing Manual.
E. Glossary of Military Terms - (DSCSC Edition 2 - May 03).
F. List of Abbreviations and Glossary of Military Terms - (SLJSP 002).

GENERAL

1. This Manual has been compiled for Defence Services of Sri Lanka. However,
the respective Service manual is to be referred whenever Service specific
correspondences are circulated within each Service. This Manual contains agreed
rules for the preparation and layout of Service writing in standardized staff
procedures. Such standardization helps to achieve better understanding, economy in
training, flexibility in staff appointments and more efficient in joint staff work.

2. It contains a series of mandatory rules and conventions which comply with the
accepted standardization of Service writing procedures within the respective Service.

3. The conventions of printing differ from the conventions of Service writing,

which apply to manuscripts and typed work respectively. The examples of staff
papers included in this Manual have been reproduced to illustrate Service writing
conventions. When using word processors, standard default setting, margin and
tab/space should be adjusted and used accordingly.

AIM

4. The aim of this Manual is to illustrate comprehensively the rules and

conventions of Service writing to be used in the Defence Services of Sri Lanka.

DEFINITIONS

5. The term ‘Service writing’ covers all writing originated officially within the
Services. There are two forms of Service writing, ‘operational’ and ‘non operational’,
each of which has its own rules and conventions. They are used as follows:

a. Operational Writing. Operational writing is used for:

(1) Operational directives, operation orders and instructions.

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(2) Service support/administrative orders and instructions.

(3) Confirmatory notes.

(4) Estimates/Appreciations.

(5) All forms of operational reports.

(6) Signal messages.

(7) Tour notes.

(8) Tables.

b. Non-operational Writing. Any other Service correspondence,

which are not listed above are considered as non-operational writing. The rules
and conventions of non-operational writing in Chapter 3 are to be used in all
Service correspondence.

6. Authority for Service Writing. Above reference ‘A’, ‘B’, ‘C’ and
‘D’ is the authority for Service writing in the respective Services. This Manual has
been prepared to ensure uniformity of work within the Defence Services of Sri Lanka.

7. Abbreviations. Only the abbreviations shown in the Reference ‘F’ may

be used without explanation. In addition the rules described subsequently will allow
such use.

CHARACTERISTICS OF SERVICE WRITING

8. Essential Elements. Service writing should follow the normal rules of

English writing style, paying particular attention to the following essential elements:

a. Accuracy. The need for accuracy in facts and figures is

obvious, but in writing there is a tendency to forget that exaggeration, over
emphasis and indirect statements are inaccuracies.

b. Brevity. Brevity means the ability to make the reader

understand in the shortest possible time, without sacrificing simplicity,
completeness or style. It does not mean shortness or telegraphy.

c. Clarity. Not only an individual word or a phrase must have a

clear and definite meaning, but also the sense of the whole should be so clear
that the reader understands the same at the first reading. There should not be a
doubt or ambiguity as to ‘what’, ‘who’, ‘where’, ‘when’, or ‘how much’ is
meant.

d. Relevance. Relevance includes both the exclusion of any

irrelevant word, phrase or idea and the inclusion of all pertinent essentials.

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This can be tested by seeking a negative answer to the question, if these words
are omitted, will such omission prejudice the argument?

e. Logic. Ideas must not contradict each other, but also the
sentences and paragraphs should be linked together and should follow a
logical sequence. There must be continuity in the argument that is being
projected.

9. Operational Writing. In operational writing maximum use is made of

abbreviations including headings. Further, conventions described in Chapter 3 are to
be applied. The text is written in note form, except that reported speech is written as
spoken.

10. Non-operational Writing. In non-operational writing the normal rules

of English usage are followed and the use of abbreviations is limited. Further,
conventions described in Chapter 3 are to be applied.

OUTLINE OF THE JOINT SERVICES MANUAL

11. Chapter 2. This Chapter describes the way to present a written work.

12. Chapter 3. The conventions of writing and layout in which the

majority of Service documents are to be formulated, is described in this Chapter.

13. Chapter 4. Examples of different forms of Service correspondence are

given in this Chapter. Some forms of correspondence, particularly those using printed
or traditional formats, do not follow the general rules in Chapter 3. The notes written
in the example of respective type of Service correspondence highlight the exceptions.

14. Chapters 5 to 7. The conventions of Service papers, written briefs,

agendas and minutes of conferences are described in Chapters 5 to 7. More
importantly, these chapters give guidance on the preparation of content and the
associated staff work.

15. Chapters 8, 9 and 10. The conventions of Précis, summaries and

comments are described in Chapter 8. Chapter 9 covers all types of graphic methods
and Chapter 10 covers types of invitations.

CONCLUSION

16. The rules and conventions of Service writing are a tool devised by the
Services to improve inter-operability and reduce misunderstandings. The rules of
Service writing are a means to an end and not an end. Like all rules, they should be
overlooked or ignored only in essential and rare occasions. However, they should not
be breached in ignorance.

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CHAPTER 2

PRESENTATION OF WORK

INTRODUCTION

1. A staff officer must be able to write clear and accurate manner with simple
English. Hence in staff work, application of writing skills and Service writing rules and
convention are utmost important during the presentation of work, failure in this respect
will result in the staff officer losing the confidence of the Command.

AIM
2. The aim of this Chapter is to describe the way to present a written work.

ARRANGEMENT
3. A document should be in manuscript or typed on plain, unlined paper. Only one
side of the paper is to be used. Written work should be presented adhering to the following
colour codes:

a. Green. Commanders of organisations who are in the rank of one star

and above may use this colour for internal correspondence.

b. Blue/Black. All others may use any of these colours, but both officer
and other rank under trainees in any training establishment should use only blue for
their work.

c. Red. This colour can be used only for corrections and make
observations for internal correspondence.

4. Margins for Written Work in Manuscript. There is to be a 20 mm margin

on the left hand side of the page. The position of the first letter at the inside edge of the
margin is referred to later as the ‘left tab’. The right margin is to be as follows:

a. Briefs. In written briefs the margin is defined by a vertical line at

least 40 mm from the right edge of the page.

b. Minutes. In minutes the right margin is to be at least 25 mm wide.

c. Other Work. In other work the margin is to be at least two spaces

wide.

d. Service Writing Template. Service writing template is at Annex A

to this Chapter. The thick vertical line 65 mm from the right hand edge of the page
is referred to later as the ‘right tab’. The next two vertical lines should be used
when drawing margins for briefs and minutes, but may be increased to allow
reasonable spacing of handwritten work if necessary.

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5. Spacing, Alignment and Indentation. The spacing, alignment and

indentation of the elements of a Service document are explained in Chapter 3. One enter
tab of typed work is equal to one clear line of manuscript work.

Annex:
A. Service Writing Template.

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ANNEX A TO
CHAPTER 2

SERVICE WRITING TEMPLATE

CLASSIFICATION

Right Tab/Address block

Right Margin
Other work
Left Tab

Minutes
Briefs

PAGE NUMBER

CLASSIFICATION

1. a. (1) (a) i. (i) aa (aa)

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CHAPTER 3

THE RULES AND CONVENTIONS OF SERVICE WRITING

INTRODUCTION

1. This Chapter contains the basic rules and conventions used in Service writing
to aid the clear presentation of facts and discussions. Additional conventions used in
correspondences, staff papers and operational writing are explained in latter sections.

AIM

2. The aim of this Chapter is to describe the rules and conventions of Service
writing.

LAYOUT

3. Most Service documents are laid out in a similar manner. They consist of three
parts; the superscription, the text and the subscription. The superscription contains
everything above the text and the subscription is everything below it. The contents of
each part will vary with the particular type of document.

4. An example illustrating the use of the template at Annex A to Chapter 2 is at

Annex A to this Chapter. The lines in this Annex would not appear on written work,
as it is written on a plain and unlined paper; but the lines are drawn in the Annex for
the user to understand the spacing that has to be followed. The appropriate page
should be folded out for easy reference.

5. Those who wish to present typed work should follow the spacing in Annex B.
As a guide, one clear line on the template is a one space of the ‘enter key’ on the
typewriter/computer. However, work produced on computers may vary in spacing and
layout. Then the rules of Service writing may be subjected to minor variations, so that
the full capabilities of such equipment can be exploited. For an example, the
justification to both margins with proportional spacing may be used.

6. The example at Annex A is considered in order, from the top of the first page
to the foot of the last page, covering the following subjects:

a. Superscription.

b. Layout of the text.

c. Subscription and supplementary documents.

7. The example illustrates the layout of all possible elements, which may not be

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required in every document. However, user may decide the essential elements that are
to be used in a particular situation.

SUPERSCRIPTION

8. The superscription includes everything above the salutation, which marks the
start of the text. Some forms of Service document permit use of abbreviations in the
superscription. Descriptive guidelines for Service correspondence are given in
Chapter 4. Maximum possible abbreviations should be used in all operational writing.
In non-operational writing, individual may at his discretion, use abbreviations
sparingly. In operational writing, the superscription should be entirely in full or
abbreviated and the same to be applied in the subscription. An example layout of a
superscription is at page 3A-l.

SECURITY CLASSIFICATION

9. Security classification comprises four levels which show the value of a

particular asset. This value is determined by the degree of damage that could occur if
an asset is compromised. The scope of protection includes not only the prevention of
unauthorized disclosure, but also the unauthorized damage to, destruction of,
withholding or interference with, the protected information or equipment. A document
containing a security classification and is dispatched through internet or intranet,
should be sent from originator’s official e-mail address to receiver’s official e-mail
address with encryption/password protection and not through a common/personal
e-mail address. The security classification is not abbreviated, except when individual
classification is given to a particular subject matter that is shown in the left margin of
a conference minute. The four security classifications to be used are:

a. Top Secret. The unauthorized disclosure of information or

material which would cause exceptionally grave damage to the Nation is to be
graded as TOP SECRET.

b. Secret. The unauthorized disclosure of information or material

which would cause serious injury to the interest of the Nation is to be graded
as SECRET.

c. Confidential. The unauthorized disclosure of information or

material which would damage the interest of the Nation is to be graded as
CONFIDENTIAL.

d. Restricted. The unauthorized disclosure of information or

material which would be undesirable in the interest of the Nation is to be
graded as RESTRICTED.

10. Responsibility of the Originator. The originator of a classified

document is responsible for classifying it. Thus the originator must be consulted if the
document is to be declassified or destroyed. Over classification is to be avoided.

11. Marking. A classified document is marked so that its classification can

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be seen at a glance and cannot be overlooked. The security classification is placed

centrally at the top and bottom (header and footer) of each page using capital letters
and bold in typed work. In addition, the same security classification should be marked
centrally on the top of the inner envelope.

12. Classification of Sections and Covering Letters. In a document, which

includes several self-contained sections, each page of each section is to bear the
highest classification as appropriate to the section. The covers of the document are to
bear the classification at least as high as the most highly classified section it contains.

UNCLASSIFIED DOCUMENTS

13. Documents that do not compromise the security of the Nation are considered
as unclassified. Such documents are to be marked as UNCLASSIFIED as per the
other security classification markings (para 10). This is to avoid the writer making a
mistake of not grading a document, which has to be graded as a classified document.

PRECEDENCE

14. Letters and papers requiring rapid handling may be given a precedence
marking. There are two degrees of precedence as follows for documents other than
signal messages:

a. Immediate. Papers marked IMMEDIATE take precedence

over all other documents. The originator is to complete the document and
dispatch by the fastest means available. Thereafter, precedence should be
given in handling by the dispatcher and the recipient. The IMMEDIATE
precedence is to be authorized by senior staff officer or commander of the
formations or independent units as per the urgency of the subject.

b. Priority. Papers marked PRIORITY are given precedence after

the documents that are marked as IMMEDIATE. The documents that are
marked as PRIORITY are dispatched by any means, in which priority is
given over all other documents. PRIORITY papers can be originated by a
commissioned officer or civilian of equivalent status.

15. Marking. The precedence marking is to be placed only at the top right
of the first page at the right tab. This is to be written in capital letters and to be bold in
typed work. If the document has a classification, the precedence is displayed two
spaces of the ‘enter key’ or clear lines below the classification. In addition, the same
precedence marking should be marked centrally below the security classification on
the envelope.

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COPY NUMBERS

16. Individual copy numbers are given for documents to control distribution. The
rules for copy numbering documents are explained in subsequent paragraphs.

17. The following documents are always to be copy numbered:

a. CONFIDENTIAL, SECRET and TOP SECRET documents.

b. Operation and service support orders irrespective of security

classification.

c. Classified documents if the originator decides that there is a special

requirement.

18. Copy numbers are to be marked as follows:

a. At the top right corner of the first page by one space of the ‘enter key’
or clear line below the precedence or security classification as appropriate and
starting at the right tab.

b. Similarly, on the first page of each annex, appendix or trace forming

part of a copy numbered document, regardless of their individual
classification.

c. Copy number is to be written in the form of ‘Copy No ... of ... copies’.

If there is only one copy, it is to be marked as ‘Only Copy’.

d. Three or less number of action addressees mentioned in the addressees

block, the copy number should be stated against each addressee within
brackets as (Copy No...).

e. The distribution is to show the disposal of copies in the following form

in the distribution list.

Distr: Copy No:

TOTAL PAGES

19. The total number of pages including the accompanying annexes and
appendices (irrespective of individual classification), excluding enclosures of all copy
numbered documents are to be shown on the front page. The following rules should
be noted:

a. The total is shown immediately below the copy number, in the form of:

Copy No 2 of 6 copies
Total pages 15

b. Where a document is issued piecemeal, this figure is to be amended as

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various parts are received and incorporated. Enclosures are treated as separate
documents and it should carry only the total pages of that document. For
example:

Document A is SECRET and contains 20 pages. Annex A is

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contains 4 pages. Document B is SECRET and contains 15 pages,
which is attached as an enclosure. The total number of pages in
Document A is 34 and Document B is 15.

IDENTIFYING REFERENCE

20. All Service documents are to have an identifying reference, which may be a
number or numbers, a series of letters or a combination of both. Supplementary
documents other than enclosures are to include the reference of the parent document.
The identifying reference is placed opposite the last line of the originator’s address,
unless a printed format or letterhead with a space for the reference elsewhere is used.
The identifying reference is normally the originator’s file number. If there is no
address block, the identifying reference is placed one space of the ‘enter key’ or clear
line below the last element above it.

ADDRESS OF SENDER

21. The address of the sender is shown; so that the addressee can reply to or
communicate with the author. The form of the address depends on the type of
document. Examples for correspondence are given in Chapter 4. Internal
correspondence, such as loose minutes, may only show an appointment or branch.

22. The address starts one space of the ‘enter key’ or clear line below the last
element above it. The last line of the senders address should be in capitals (country or
post town). If both the country and post town are written, the country should be on a
separate line in block capitals. The post code is normally shown in parallel to the post
town keeping one space.

23. The telephone number is to be shown one space of the ‘enter key’ or clear line
below the last line of the sender’s address. E-mail address to be shown immediately
below the telephone number to which replies or queries should be directed by the
addressee.

ADDRESSEES

24. The full address need not to be typed, where the office of the action address is
obvious. For an example; Chief of Defence Staff, Commanders of the Army, Navy
and Air Force. Action addressees should not exceed more than three and this rule is to
apply if the superscription is less than half of the page. If there are more than three
action addressees or superscription is more than half of the page, instead of action
addressees should insert ‘See Distribution’. If there are any information addressees, it
should be written or typed in the subscription.

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25. In correspondence the addressees are given in full or abbreviated. Letters are
addressed to individuals, headquarters or branches of the service and civilians.
Sometimes the documents are annotated for the attention of a particular individual.
The general rule is that correspondence on policy matters is addressed to the head of
the institution or organization and routine correspondence to the headquarters or unit,
if necessary annotated for the attention of an appointment.

26. The addressee or ‘See Distribution’ is shown one space of the ‘enter key’ or
clear line below the telephone number/e-mail address or senders address,
commencing from the left tab. The following points should be noted:

a. Where the ‘See Distr’ is used, the addressees are listed as shown in the
example below:

Distr:

Commander of the Army

Commander of the Navy
Commander of the Air Force

b. Where correspondence is addressed to a headquarters or unit, but

requires the attention of a particular staff officer, the distribution may be
annotated as follows:

Distr:

External:

Action:

GS Branch SF HQ (J) PALALY [Attn: GSO 2(Ops)]

CO SLNS Gemunu [Attn: CLO (U) West]
Base Cmdr SLAF Base VNA (Attn: OCA)

DATE

27. The date is usually shown opposite the last line of the addressee’s address with
the first letter of the month at the right tab. The only exception is when a document
does not carry the originator’s address block, such as loose minutes are dated at the
top left side, one space of the ‘enter key’ or clear line below the identifying reference.
This is illustrated in paragraph 76 to 80 and the examples that are given in the annexes
to Chapter 4.

28. The day of the month is inserted in manuscript just outside the right tab in
front of the month, when the letter is signed. The only exception is, if the document is
produced in a computer for e-mailing purposes the date and signature can be
electronically generated.

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LAYOUT OF THE TEXT

29. The text contains details from main heading including salutation to the last line of the
final paragraph. However, the conventional ending of a Service document does not include in
the text.

SALUTATION

30. Some Service documents begin with a salutation. The form may be determined
by custom or by how well the author knows the addressee. The salutation starts at the
left tab and is not followed by a comma. Examples are:

Sir Used in a formal letter.

Dear Sunil Used in a demi-official letter.

31. Further guidance as per the protocol of action addressees is given in

Appendix 1 to Annex F to Chapter 4.

32. If ranks are used in the salutation, it should not be abbreviated. Officers
normally are addressed by their generic rank when writing only demi-official or
personal correspondence as follows:

a. Army. All officers of the ranks of Major General to General

may be addressed as ‘General’. Likewise officers of the rank of Lieutenant
Colonel are addressed as ‘Colonel’.

b. Navy. All officers of the ranks of Rear Admiral to Admiral may

be addressed as ‘Admiral’.

c. Air Force. All officers of the ranks of Air Vice Marshal may be
addressed as ‘Air Marshal’.

HEADINGS

33. When a document is lengthy or the subject is complex, the text is divided by
headings. Headings should stand independently and not as a part of any sentence. This
will assist the writer to develop the theme logically and attract the reader’s attention.

34. The following types of headings are used in a text of a paper, which are to be
underlined:

a. Subject heading.

b. Main heading.

c. Group heading.

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d. Paragraph heading.

e. Sub-paragraph heading and further subdivisions.

SUBJECT HEADING

35. Most Service documents begin with a short statement of the subject called the
subject heading. In documents requiring main headings, the subject heading is placed
centrally. In absence of main headings the subject heading is placed at the left aligned.
If there are two lines in a centred heading, the second line is placed centrally below
the first line. In a left aligned heading, the second line is left aligned. If it is so, one of
the lines is necessarily shorter than the other, in which the second line is to be the
shorter line and placed under the first. Subject headings are:

a. Written in capital and if typed, in bold letters.

b. Not numbered.

c. Underlined.

d. Placed on a line or lines by themselves.

e. Written avoiding punctuation if possible.

f. Not followed by a full stop.

REFERENCE TO OTHER PAPERS OR MESSAGES

36. A document may refer to other documents or conversations. If so, it is written

two spaces of the ‘enter key’ or clear lines below the subject heading and left aligned.
If there is more than one reference, it will be numbered consecutively in the order that
the documents are referred to, starting with letter ‘A’. If there is only one reference, it
will not be numbered.

37. The reference must be unambiguously identified by showing the originating

unit, if necessary the type of document, identifying reference and date as follows:

Reference: HQ 53 Inf Div ltr 53 Inf Div/G/Trg/1/(23) dated 10 Dec 14.

38. If the reference is not sent to all addressees, the abbreviation ‘not to all’
(NOTAL) is inserted after the reference. If the reference is enclosed for convenience,
it is annotated as ‘Enclosed’ and listed as an enclosure at the foot of the document. It
is also common to refer to a conversation between parties. Examples are:

References:
A. AHQ ltr G/Trg/23(41) dated 23 Jan 14 (NOTAL).
B. HQ Armed Bde ltr G/Ops/1 dated 25 Jan 14 (Enclosed).
C. Tele con between BM and GSO 3 (Ops) on 29 Jan 14.

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D. AFHQ/C 123/1/DOPS dated 30 Jan 14 (Copied to DGE only).

E. C of N Letter No NAHA 123 dated 18 Feb 14.
F. Conversation between Comd SFHQ(J), Comd 51 Div and D Ops on
28 Feb 14.
G. This HQ ltr G/Ops/1 dated 30 Mar 14.
H. My even no ltr dated 01 Apr 14.
I. Your HQ dated 02 Apr 14.

39. References should always be sorted to the ascending order of the Date and
Time Group (DTG). In conversations, it is usual to list the appointment/name of the
person who originated the conversation first.

40. Single reference may be included in the text of some correspondence as

described in the Chapter 4 or shown in the space provided in the printed letter heads.

41. Reference to Signal Messages. Signal messages are referred to in

respective Services by quoting the originator and DTG as indicated below:

a. Army. Ref: Armd Bde msg G/Trg/2 of 230900 Jan 14.

b. Navy. Ref: NHQ Signal DTG 230900 Jan 14.

c. Air Force. Ref: AFHQ SIG 202315Z Jan 14.

42. Reference to Extracts. Extracts from a document are identified by the

original chapter, article, paragraph numbers and edition as appropriate, but never by
the page numbers. When a document is translated or reprinted, the original chapter,
article and paragraph numbers are to be retained, but page numbers may be changed.

43. Reference to Maps and Charts. Maps are identified by map series
(country and geographic area if required), sheet number (sheet name if required),
edition and scale. Maps are listed in ascending scale, such as 1:500,000 before
1:50,000.

a. Examples of map references are:

(1) Map ABMP (Agriculture Based Mapping Project) Sri Lanka-

Batticaloa. Sheet 45, Edition 1, 1:50,000.

(2) Maps ABMP Sri Lanka. Sheets 46, 47, 48, 55 and 56, Edition
1, 1:50,000. (If there is more than one map of the same scale and same
country only the number to be maintained).

b. An example for charts:

Reference: Chart No 815 - Approaches to Trincomalee.

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MAIN, GROUP AND PARAGRAPH HEADINGS

44. When a document is long or complicated the text is divided by headings. It

assists the writer to develop his thoughts logically and assist the reader by
highlighting the structure with the content of the document. In this type of headings, a
comma can be inserted as appropriate, but no full stop is to be introduced at the end.

45. The text may be divided by main, group and paragraph headings.
Sub-divisions of paragraphs may also be given headings. Except in operational
writing, all headings stand independently and do not form part of any subsequent
sentences. For example:

a. Publications. These are to be demanded … is wrong.

b. Publications. Units are to demand publications … is correct.

46. The word ‘Publications’ itself need not be repeated. The key is that the
sentence should have its own subject, verb and object.

47. Main Headings. A main heading will be introduced when there is a

subject heading. Hence, main heading is used for the major divisions of the subject
dealt with by the paper. It controls everything that follows up to the next main
heading. The main heading is placed centrally in block capitals over the main text
area and underlined. If typed, it has to be bold. It is neither numbered nor followed by
a full stop. If there are two lines in a centred heading, the second line is placed
centrally below the first line and it is shorter than the first line. Once a main heading
is been introduced, it covers all group headings and paragraph headings up to the next
main heading.

48. Group Headings. A group heading is to be introduced if there are two

or more group headings formulated under a main heading and used to introduce one
or more paragraphs on the same general subject. It covers all the subsequent
paragraphs before the next main or group heading. It occupies a line by itself
beginning at the left tab. Group headings are in block capitals, underlined and bold if
typed. It is neither numbered nor followed by a full stop.

49. Paragraph Headings. A paragraph heading is to be introduced, if there

are two or more paragraph headings formulated under a group heading. It should
cover only its own paragraph and if required with any integral sub-paragraphs. A
paragraph heading is typed on the same line against the paragraph number and is
placed between the number and the first word of the text. A paragraph heading may
be on a line by itself, followed immediately below by sub-paragraphs. Initial capitals
are used for all words except prepositions, conjunctions, definite and indefinite
articles unless any one of them is the first word. The paragraph heading is underlined
and followed by a full stop. This full stop will not be underlined. If typed, this
heading is to be bold. Every paragraph need not have a heading, but once a paragraph
heading is introduced, succeeding paragraphs up to the next main or group heading
should have paragraph headings. However, if the paragraphs are a continuation of the
same main paragraph, after introducing an explanatory points/list or tables or graph or
charts, they do not require a heading and paragraph numbering.

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50. Further Subdivision. A sub-paragraph heading follows the same rules

as the paragraph heading, except that it covers only its own sub-paragraph and
any sub-divisions that follow it. Whenever possible each sub-paragraph,
sub-sub-paragraph, sub-sub-sub-paragraph should consist of a complete sentence or
several sentences and should normally be preceded by phrases such as ‘as follows’,
‘given below’, ‘shown below’ etc. However, to be in conformity with the style of the
writer or for any other reason, it is permissible for the introductory sentence to run
into sub/sub-sub/sub-sub-sub-paragraphs.

51. Paragraph Numbers. Paragraphs are numbered in Arabic numerals or

lettered alphabetically followed by a full stop, but a single paragraph is not numbered.
A paragraph can never have a single sub-paragraph. In letters to the public, the writer
should be guided by good taste in deciding whether to number the paragraphs. For an
example, paragraphs in letter of condolence, should never be numbered. If a
paragraph contains a list which has no subparagraph numbers, the list is to be
indented one subdivision to the right of the paragraph number, level with the first
element of its heading or text. System of numbering paragraphs and use of vertical
spaces are shown as below:
1. ..............................................
Half inch
a. ...............................................
Half inch
TABLES (1) .............................................
Half inch

52. Tables may be used in the text of a document, as well as in annexes or

appendices. In tabular presentation each line is identified by a serial number and each
column by a letter. The main headings of the rows and columns should be in bold if
typed and initial capitals are used for all words except prepositions, conjunctions,
definite and indefinite articles unless each of them is the first word.

53. To save space and facilitate the inclusion of details, operational writing
techniques may be used. Thus maximum use may be made of authorised
abbreviations and if this rule is introduced, it should be consistent throughout the
document. Tables may be ruled vertically and horizontally as shown below:

Ser Subj Rules and Remarks

(a) (b) (c)
l. Colms A table can have as many colms as reqd. The width can be varied.
The headings are placed centrally over the colms and the colms ltrs
are written in brackets in the next row.
2. Sers A table can have as many sers as reqd.

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(a) (b) (c)

3. Text 1. Op writing tech may be used. Full stops are only used after ser
or to break up long sentences or statements. Sub div may also be
used, but to save space, indentations and spacing may be reduced. A
table may be carried on to the next page by using the colm ltr.
2. Para No may also be used as shown here.
3. Note the fol addl pt:
a. This is an example of reduced spacing.
b. If several tables are to be introduced, all tables are to
be numbered starting with ‘Table 1’ and given a title.

Tables start at the left tab unless it forms part of a subparagraph in which it has to start
at the appropriate indentation. If a table of more than a page and has to be included in
a text of a paragraph or sub paragraph, it should be introduced as a supplementary
document to a main document.

SUBSCRIPTION

54. The subscription starts immediately after the text. The subscription includes
the ending, annexes, list of accompanying documents or enclosures and the
distribution as appropriate.

55. Most Service documents are signed over a signature block, aligned with the
address block. Some correspondence uses other conventions explained in Chapter 4.
The signatory may not necessarily be the author.

56. Signature Block. Conventions to be followed in respect of signature

block are as follows:

a. In all Service writing, other than demi-official letters, the identity of

the signatory is to be shown in the signature block, together with the title of
the authority on whose behalf the document is signed. The signature block
contains:

(1) The initials and name of the signatory in block capitals and
bold if typed.

(2) The respective signatory’s rank.

(3) The originating authority which may either be the signatory’s

appointment or that of the superior for whom he/she is signing for. If
so, the word ‘for’ is to be typed in the signature block.

b. The originators appointment may be added only if it needs

clarification. Examples are:

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(1) Examples at an Army brigade headquarters are:

To divisional headquarters To brigade units

R PERERA GR R PERERA GR
Capt Capt
GSO III for BM
for Comd

B FERNANDO SLAC B FERNANDO SLAC

Maj Maj
BM BM
for Comd

CL GUNAWARDANA RSP CL GUNAWARDANA RSP

Brig Brig
Comd Comd

(2) Examples for Sri Lanka Navy are:

DD NIRIALLA RSP USP

Commodore
Director Naval Training
for Commander of the Navy

DINESH MAPITIGAMA RSP USP psc MSc (DS)

Cmde
for Commander Northern Naval Area (AOL)

(3) Examples for Sri Lanka Air Force are:

AB PERERA RSP USP psc

Air Commodore
Director ... /Command...
for Commander of the Air Force

D EDIRISINGHE RSP USP psc

Squadron Leader
Base Commander

57. Authority to Sign. The following conventions determine on whose

authority a document is to be signed:

a. Documents to superior authorities, for action or information are

to be signed by or for, a commander of the respective command.

b. Documents to units or formations of equivalent or subordinate status

are signed by a commander or a director who is the head of the command,
department or branch of the headquarters concerned or by the principal staff

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officer, on behalf of the commander or director.

c. For external correspondence between services or civil establishments

to be signed personally by the head of the respective command.

d. However, the above instruction may be changed as per the discretion

of the respective Service commander.

SUPPLEMENTARY DOCUMENTS

58. Supplementary documents may be attached to the parent document as annexes

and enclosures. If so it is listed in the parent document after the signature block with
bold lettering if typed with a colon. An appendix is listed in the same manner in an
annex.

59. Annexes. Supplementary documents which amplify the parent

documents are called annexes. They are used when the inclusion of all the detail in the
body of the parent document would make it cumbersome. The following rules apply:

a. Annexes must be:

(1) Referred to in the text of the parent document with the same
heading of the annex.

(2) If there is more than one annex, it will be referred

consecutively in the order they are annexed, starting with letter ‘A’ and
if there is only one annex it will not be lettered.

(3) Listed consecutively in the subscription in the manner

illustrated. Each is followed by a full stop.

(4) Identified in the subscription using the exact wording of their

subject heading.

(5) Attached so that they can be read without turning the

document.

(6) Annexes should normally be attached to the document to which

it relates but maybe issued separately if circumstances dictate.

(7) Distribution of annexes dealing with specialized matters which

do not concern all recipients of the main document maybe restricted to
those who require such information.

b. Annexes must be identified by a reference block in the top right hand

margin of the first page and it should contain the originator’s identifying
reference of the parent document in the following form:

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ANNEX TO ANNEX A TO
HQ 54 INF DIV/G/20 (41) HQ 53 INF DIV/G/MISC/23 (40)
DATED 03 FEB 14 DATED 03 JAN 14

The date is inserted in manuscript when the document is signed.

c. Annexes may be issued separately from the main document; if so the

list of annexes should be annotated to “follow” (to fol). For example:

Annexes:
A. Analysis of Casualties.
B. Supplementary Laboratory Information (to fol).

60. Appendices. Supplementary documents that amplify an annex are

called appendices. It should be:

a. Referred to in the text of parent annex.

b. Numbered consecutively in Arabic numerals.

c. Contained its own subject heading and the same be listed at the close
of the parent annex but not in the main parent document.

d. Copy numbered if the security classification is above confidential.

e. Show identifying reference of the main document, as per the following

example:

APPENDIX 1 TO ANNEX A TO
COMEAST LETTER NO NCT/05
DATED 06 FEB 05

61. Enclosures. Documents which are complete in themselves sent with the
parent document are called enclosure and are listed numerically at the end of the
parent document under heading 'Enclosures'. Enclosures are independent in nature and
may contain extractions from other documents. Enclosures must be fastened to the
parent document. The subject heading of the enclosure should be referred in the
parent document. The copy number is shown if necessary. If an enclosure has a copy
number, it is shown after the subject heading in the list of enclosures at the end of the
parent document.

DISTRIBUTION

62. If there are more than three addressees they are to be listed under the heading
‘Distr (ibution):’ after list of annexes and enclosures. If so, the term ‘See
Distr (ibution)’ is inserted beneath the identifying reference as described in
Paragraphs 23 to 25. If more than one copy of a document is to be sent to an
addressee, the number of copies required is to be shown in the distribution, in brackets
or under ‘Copy No’ as illustrated in Paragraphs 15 to 17.

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63. When there are several addressees, the order in which they are to be listed is:

a. External action addressees.

b. External information addressees.

c. Internal action addressees.

d. Internal information addressees.

64. The sequence of listing external action and information addressees are as per
the Service seniority.

65. Where a classified document contains a number of classified annexes or

enclosures which are copy numbered, it is not uncommon for the distribution of the
annexes to be restricted, for reasons of security and economy, only to those who must
have them. The annexes may not then have the same copy numbers as the parent
document. It is then better to tabulate the distribution as follows:

Distr: Copy No:

Ser Addressee Main Annexes and Appx

Doc A Al B C D
(a) (b) (c) (d) (e) (f) (g) (h)
External:
Action:
1. ............ 1 1 1 1 1 1
2. ............ 2-3 2-3 2-3 - 2-3 2-3
Info:
3. ..........
4 4 4 2 4 4
4. .......... 5 - 5 3 - -
and so on
on

PAGE NUMBERS

66. It is now appropriate to specify the rules for page numbering of documents.
The rules depend solely on whether the document has been copy numbered or not.

67. Documents without a Copy Number. If a document is not copy

numbered (that are classified as RESTRICTED or UNCLASSIFIED) the rules are
as follows:

a. Single Page Documents. Single page documents are not page

numbered. The signature block indicates that it is the only page.

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b. Other Documents. Documents with more than one page are

numbered consecutively, starting with ‘1’. The page number is placed at the
bottom centre of each page with one space of the ‘enter key’ or clear line
above the security classification. As an example, in a loose leaf pamphlet such
as this manual, pages may additionally show the chapter number. Thus, Page
16 of Chapter 3 would be numbered as ‘3-16’.

c. Additional Papers. The pages of each annex or appendix,

including single page, are numbered in a separate series consisting of the
annex letter, or annex letter and appendix number, followed by the page in the
form:

A-2 This indicates Page 2 of Annex A.

B1-3 This indicates Page 3 of Appendix 1 to Annex B.

68. Copy Numbered Documents. Documents which are copy numbered

(that are classified as CONFIDENTIAL and above) show the total number of pages
in the whole document at the top right corner under the copy number. The following
rules apply to all such documents, irrespective of the number of pages:

a. Page Number. All pages, including single page documents are

numbered consecutively. The page number is placed centrally at the bottom of
the page with one space of the ‘enter key’ or clear line above the security
classification.

b. Pages in Each Section. The total number of pages of the main

part (excluding annexes etc) is to be given at the bottom centre with one space
of the ‘enter key’ or clear line above the security classification, thus:

In a document of 9 pages: 1 of 9 then 2 of 9 …and 9 of 9.

In a single page document: 1 of 1.

In a document with chapters: 1-1 of 9…

69. The total number of pages of each annex or appendix is to be given at the
bottom centre with one space of the ‘enter key’ or clear line above the security
classification of the annex or appendix, thus:

In Annex A of one page: A-1 of 1.

In Appendix 2 (3 pages) to Annex B: B2-1 of 3 then B2-2, B2-3.

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OTHER RULES

STYLE

70. In order to convey the value of an idea or to justify a course of action,

arguments in Service writing must be based on facts presented in a logical order.
Good style therefore, precludes the use of rhetorical phrases and demands a simple
and straight forward arrangement. Short words, short sentences and short paragraphs
should be used wherever possible. On the other hand, to avoid being dull and
disinteresting the style should be sufficiently attractive to hold the reader’s attention.
Service documents are usually written in the third person and in the same tense
throughout. Certain correspondence is written using the first person. The exceptions
are highlighted in Chapter 4. Style depends on the following:

a. Choice of Expression. The following points will help with

expression:

(1) The words ‘is to’ and ‘are to’ are used to express a direct order.

(2) The word 'to' with the infinitive form of the verb is used to
express an aim, mission or intention.

(3) In directives or instructions word ‘should’ is used when it is

necessary to leave initiative and discretion to the commander on the
spot.
(4) The word ‘Intend’ is used to signify an intention which will be
carried out unless countermanded by the higher authority.

(5) The word ‘propose’ is used to suggest a course of action which

will not be carried out unless approved by the higher authority.

(6) The verb ‘will’ is used to convey information or express the

future tense.

(7) When referred by a senior to a junior, ‘request’ is a polite

method of conveying an order. Otherwise, its meaning is according to
the English usage.

(8) Avoid abstract nouns where verbs or adjectives can be used,

example ‘the present restrictions must continue’ rather than ‘the
cessation of the period of restrictions cannot be made’.

(9) Use the active rather than the passive construction of the verb,
example ‘you saw him’ rather than ‘he was seen by you’.

(10) Use English words rather than foreign words when exactly the
same idea can be expressed in English.

(11) Use familiar simple words rather than obscure ones.

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(12) Avoid archaic and flowery expressions.

(13) Avoid tortuous wordings.

(14) Beware of clichés; most have lost their original force through
over-use and can easily irritate the reader.

(15) Avoid slang as a general rule, although the occasional use of an

expressive word in the right place may add emphasis and colour.

(16) Avoid jargon and officialise, which produce an unnatural style.

Jargon is defined as ‘unintelligible words, gibberish; barbarous or
debased language; mode of speech familiar only to a group or
profession’ (Oxford Dictionary). Its use, especially in the last sense,
may lead to misunderstanding by those not familiar with a specialty.
Similarly, officialise is neither concise nor clear. Some examples are as
follows:

Jargon/Officialise English

‘The Committee gave further consideration to a ‘The Committee

Memorandum containing proposals with regard reconsidered
proposal to ...’ that ...’

‘Proposals under which Service pay would be ‘Proposals for

reviewing brought under review...’ Service pay ...’

‘Having regard to the fact that’ ‘As ...’

‘This is a matter of very considerable urgency.’ ‘Now...’

‘At this point in time...’ ‘Presently’

b. Choice of Words. The writer must know the exact meaning of

every word in order to avoid ambiguity, vagueness and misunderstanding.
Short words are normally preferable to long, but what matters most is the use
of the right word in the right context.

c. Construction. A forceful argument can best be developed by a

logical sequence of paragraphs and sentences. Paragraphs may have to be
subdivided for clarity, but the unity of ideas in each paragraph must be
preserved. Crisp sentences are often best, but they should not be too brief that
the whole paper loses its continuity. Service writing cannot be turned into
attractive prose just by avoiding errors in the use of language. There are no
short cuts to writing straight forward English; the habit is acquired only by
studying good prose and constant practice.

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PUNCTUATION

71. Punctuation is intended to aid clarity, not to alter the meaning. Following
points should be kept in mind when punctuations are used:

a. Full Stop. Full stop is not used in abbreviations and between a

person’s initials or between or in decorations.

b. Colon. Lists and sub-paragraphs are to be introduced by a colon

except where immediately following a paragraph heading; a dash is not to be
used. Each paragraph or further subdivision is to end with a full stop.

c. Semicolon. The semicolon marks a longer pause than does a

comma, it performs in some ways as a low-grade full stop. It is not used in the
following circumstances:

(1) A semicolon cannot be used in place of a colon.

(2) A semicolon cannot introduce a list.

d. Hyphens. Joint Service agreement has been reached to reduce

the use of hyphens to the minimum consistent with good sense and clear
meaning.

e. Comas. Comas should be used sparingly; they can never be

used successfully to hide the poor construction of a sentence. Commas are not
to be used after the salutation, in abbreviations and between a person’s initials
or between or in decorations.

f. Quotation Marks. There are two types of quotation marks:

(1) Double Quotation Marks. Double quotation marks are

used to enclose direct quotations, expressions, phrases, sentences or
titles that are reproduced in the actual words of the originator, author,
speaker or source.

(2) Single Quotation Marks. The occasions when single

quotation marks are used are given below:

(a) To enclose a quotation within a quotation. As an

example: “Gamini Perera is the ‘best wicket keeper batsman’
produced by Sri Lanka”.

(b) To enclose foreign or scientific words or phrases. As

examples: ´fait accompli’, ‘double diversity’, ‘inter-se’,
‘fission-fusion-fission’.

(c) To set apart or highlight certain words or phrases. As an

example: the use of ‘shall’ and ‘will’ requires careful thought.

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UNDERLINING/BOLD TEXT

72. Subject, main, group, paragraph and subdivision headings are to be underlined
in manuscript, but in typed work they are to be bold and underlined. Underlining or
bold text is not to be used for emphasis within the text. All classifications are only to
be bold if typed.

NOTES

73. Amplification of specific points in tables or diagrams may be made by using

notes. They are not normally used in the text of Service papers except as means of
referring to other documents or authorities.

74. Notes are numbered consecutively in Arabic numerals. The series should start
a new, for each supplementary document such as an annex or appendix. They are
listed under the heading ‘Notes:’ in any suitable position but normally at the foot of
the page on which it occur, starting at the left align.

75. Attention is drawn to the relevant note by inserting the appropriate numeral
brackets immediately after the point to which the note refers.

CODE WORDS AND NICKNAMES

76. Code Words. A code word is a single word issued by the Services and
used to provide security when referring to a classified matter. The primary purpose of
code words is to ensure proper security concerning intentions and safeguard
information relating to classified operations and projects. Examples of the use of code
words include:

a. Providing names for plans, projects and operations.

b. Concealing intentions in documents, communication and discussions

relating to plans, projects and operations.

c. The designation of geographical locations.

77. Nicknames. A nickname consists of two words used for convenience

when referring to a particular matter where security protection is not needed, as an
example the name of an exercise. Nicknames do not provide security and may be
used, when convenient, for UNCLASSIFIED and RESTRICTED matters only. The
two words are to be kept distinct by pairing words not normally associated so that
they are not read as one word giving the meaning of a code word. The pairing of
words such as ‘CROSS’ with ‘ROADS’ or ‘MATCH’ with ‘BOX’ is to be avoided.

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DATES

78. A date is to be written in the order; day of the week (optional), day, month,
year (if necessary). It is abbreviated by using the first three letters of the month
followed by the last two digits of the year. Cardinal numbers are used for the day, for
example:

a. In full: Wednesday 04 January 2014.

b. Abbreviated:

(1) Wed 25 Jan 14.

(3) 25 Jan 14.

(4) 25 Jan.

79. When referring the year other than the current century, the year should be
written in full. As an example, 25 October 1865 when abbreviated it is written as
25 Oct 1865. A date may be abbreviated when writing within the Armed Forces. It
will be written in full when writing to civilians, in formal letters and when legal
requirements demand it. In typescript the day left blank by the typist and is completed
by the signatory. Dates are not be underlined.

80. When letters are produced in the Sinhala Language, the date is to be written in
the order; year, month, day. It is abbreviated by using last two digits of the year
followed by a month abbreviated as per the common usage.

81. Where only a month and an year appear either together or on their own, they
are always to be written in full. As an example: January 2014, January and 2014.

82. A night is described by both dates over which it extends, examples are:

a. In full: ‘night 29/30 September.

b. Abbreviated: ‘night 29/30 Sep’ or ‘night 30 Sep/01 Oct’.

TIME

83. Time is specified using the 24 hour clock. The first pair of digits define the
hour and the second pair the minutes past the hour. As an example 1147 is 47 minutes
past 11 o’clock in the morning. The following rules should be noted:

a. The time can be followed by a time zone suffix or the word ‘hours’ if
confusion with other figures is possible. As an example:

1432B or 1432 hours.

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b. The word midnight is not to be used. The time 0000 hours defines the
time and the date defined the day. As an example:

0000 hours 16 June is midnight on the night 15/16 June.

It is common practice to use either 2359 hours or 0001 hours to avoid

confusion. The term ‘2400 or 0000 hours’ is never to be used as a time of day.

c. Date Time Groups (DTG). Date time groups are not usually
used in non-operational writing unless referring to a date of origin of signal
messages or operation orders; they consist of six figures, the first two giving
the day of the month and the last four is the time. DTG of signal messages
must be followed by a time zone suffix, the first three letters of the month in
capitals and where necessary, the year. The DTG may also be used to denote a
date and time in the text of Service writing. It should then be followed by a
time zone suffix when the text is not covered by the exempting phrase and
may be amplified by the addition of the month and year. As an example 1415Z
on 22 February 2006 is written 221415Z Feb 06.

d. Use of the 12 Hour Clock. When writing to civilians or in

social correspondence, it is customary to use the 12 hour clock with am and
pm as a suffix.

PHONETIC ALPHABET

84. The time zone suffix letter is not an abbreviation. Where there is a possibility
of error or ambiguity or where the rules require it, the time zone suffix is to be spelt
out using the spellings of the Phonetic Alphabet given below:

(a) Alphabet Letter (b) Phonetic Alphabet

(a) (b) (a) (b) (a) (b) (a) (b) (a) (b)
A ALPHA G GOLF L LIMA Q QUEBEC V VICTOR
B BRAVO H HOTEL M MIKE R ROMEO W WHISKEY
C CHARLIE I INDIA N NOVEMBER S SIERRA X X-RAY
D DELTA J JULIET O OSCAR T TANGO Y YANKEE
E ECHO K KILO P PAPA U UNIFORM Z ZULU
F FOXTROT

NUMERALS

85. Arabic numerals are used in all Service writing, which includes sections,
chapters, enclosures, paragraphs, pages etc. This is to avoid mistakes such as
confusion of the Roman Numeral II with the Arabic Numeral 11. Numbers zero to
nine are normally written in words except when they are used in the dimensional
points. For an example:

a. A shell of six inch - 6 inch shell.

b. Part of the title of a formation or unit - 1 GW, 4 FAF, 4 SQN.

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c. Adjacent numbers indicate quantities and dimensions, the first should

either be spelled out or adjacent numbers separated by the multiplication
sign, such as fifteen 10 ton trucks or 15 x 10 ton trucks.

d. Sentence or text contained numerals from zero to nine are to be written

in words and same rule to be applied when writing ordinals.

DESCRIPTION OF LOCATIONS AND AREAS

86. Ground Location, Areas and Boundaries. Following points are to be

considered when describing locations and areas and boundaries:

a. Cardinal Points. The four cardinal points of the compass are

written in full; as an example ‘South’. For intermediate points, the letters NE,
SW, SE and NW are used. Points of the compass should always be considered
in clock wise order from North.

b. Names of Places and Features. The names of places and

features are spelt exactly as on the map/chart in use, except that the word
‘River’ written in full; is to precede the names of all rivers regardless of the
language in which this word appears on the map. The grid/latitude and
longitude reference is to be given the first time the name of the place or
feature refers. It should be written as GR 493246 or Lat 080 51’N, Long 790
25’E. Whenever a grid square is referred to, it should be written as GSQ 4924.

c. Roads, Tracks and Railways. Roads, tracks and railways are

described by the names of places located on the maps or chart. The word
‘road’, ‘track’ or ‘railway’ is to precede the place names. As an example:

‘Railway Colombo - Polonnaruwa’.

d. River Banks. River banks are described as right or left from the
point of view of an observer facing downstream or, if this cannot be done, by
using cardinal points. ‘Near’ and ‘far’ may be used with reference to own
forces involved in river crossing operations.

e. Canals. The name of a canal or place of the canal is used to

describe a canal. The banks are usually described by means of the cardinal
points. As an example ‘the North Bank of the Maduru Oya Canal’.

f. Routes. When movement is involved, a route is described by a

sequence of points on the route named, in the direction of movement. When
no movement is involved, the sequence of points named is to be from left to
right or rear to front, assuming that the person designating the route is facing
towards the enemy. Cardinal points may be added if required.

g. Areas. An area is described by taking the Northern most point

first and giving the remaining points in clockwise order.

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h. Ground/Positions. Ground and positions are described from left

to right and front to rear facing the enemy. To avoid confusion, cardinal points
may be used to describe flanks, rather than ‘left’ or ‘right’.

i. Boundaries. Boundaries are designed by easily distinguishable

features on the ground in the sequence in which they occur. Boundaries are to
be described from rear to front during an advance and from front to rear in
defence and withdrawal. If generally parallel to the front, for an example rear
boundary, they are to be described from left to right facing the enemy.
Cardinal points may be added if required. When describing boundaries
between units and formations, the word ‘inclusive’ or ‘exclusive’ are used
before the place to which they refer. The description of a boundary must state
specifically to which unit or formation and area or a point is inclusive or
exclusive.

j. Directions. A direction may be indicated in one of the following

ways:

(1) By use of two locations or places; example: ‘direction Sittandy-

Chenkaladi’.

(2) As a point of compass; example: ‘North’, ‘SE’.

(3) Using a compass bearing; example: ‘118 degrees’.

CAPITALS

87. Every Letter. Capital letters are used for every letters of:

a. Subject, main and group headings.

b. Code words and nicknames.

c. Classifications, descriptors and precedence markings.

d. Certain abbreviations.

e. The reference block on annexes and appendices.

f. The postcode where applicable.

g. The post town or name of country in all addresses as appropriate. In

operational writing, all the names of countries, provinces, districts, towns and
villages.

h. The name of the signatory in the signature block of a document.

i. The time zone when spelt out in full.

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j. The word DRAFT at the top centre of a draft document.

88. First Letter. In addition to the opening words of a sentence, capital

letters are used for the first letter of:

a. A proper noun or adjective derived from it; example: ‘Sri Lanka,

Sri Lankan’.

b. The words except prepositions, conjunctions, definite and indefinite

articles in paragraph and subparagraph headings and lists of annexes,
appendices, flags and side flags.

c. The first word of each item in a tabulated list; example:

Boots and socks.

Mess tins.
Knife, fork and spoon.

d. The principal words in names and appointments. Examples are the

Commanding Officer, the Adjutant, the Secretary and so on but not general
appointments, such as platoon commander, battle group commanders and so
on.

e. Words associated with the particular noun; for an example: ‘Page 1’,
‘Annex A', ‘Paragraph 3’.

f. The words Service and Army where they refer to the Sri Lankan
Armed Forces; example: ‘Service paper’, ‘Army officers’.

g. Words spelt with a capital letter by custom. The three most common
examples are the days of the week, the months of the year or identifiable units
or formations. For example:

‘Thus if we exclude my Squadron and your Battalion, his Brigade

consists of a very second rate collection of battalion and independent
squadrons; with the exception of you and me the commanders are third
rate. I exclude the Brigade Commander who is doing his best but not
his staff. You should have seen their inept performance on the last
Thursday of January.

ABBREVIATIONS

89. Abbreviations and acronyms are shortened versions of words and phrases to
save time. Phrase is an expression consisting of one or more words forming a
grammatical constituent of a sentence. Be sure to use the appropriate abbreviation at
the correct place; since a misuse can lead to a miscommunication. Acronyms are
words which form from the initial letters of words in the particular phrase, which
itself forms a pronounceable word. The word may already exist or it can be a new
word. An initialism is an abbreviation that use first letter of each word in the phrase

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and pronounced separately. The general principle is that abbreviations are to be used
as less as possible in non-operational writing and in operational writing as maximum
as possible. Further when writing certain forms of correspondence described in
Chapter 4 have to fallow strictest rules mentioned therein. Refer SLJSP 002 for detail
explanation on use of Abbreviations.

90. The following may be abbreviated in the form as shown:

a. Particular ranks and appointments, decorations, regiments and corps,

designated formations and units but not those used in a general sense;
example:

Allowed Not Allowed Alternative

Comd 1 Div The Comd The Commander

Adjt 1 Recce Regt The Adjt The Adjutant

b. Specific dates (see Paragraph 76).

c. The word ‘extension’ (Ext) in connection with telephone numbers and

‘No’ for; ‘number’, in connection with telephone numbers and copy numbers
in all Service documents.

d. An ampersand (&) is to be used instead of ‘and’ where appropriate if

abbreviated. For examples: S&MD, P&R, R&D.

e. All words for which abbreviations are authorized.

(1) When using annexes, appendices and tables (in which case
operational writing techniques may be used, if it is desirable to do so to
save space).

(2) In the superscription and subscription of all Service documents

except formal, directed and demi-official letters. The other minor
exception is when listing the titles of annexes, appendices, enclosures
in full.

(3) In the text of all Service documents except formal, directed and
demi-official letters where appropriate.

91. The main rule is that in operational writing the maximum use is to be made of
abbreviations and the text is to be written in note form to save time and space;
remembering always that the meaning must remain clear. Only in operational writing
a heading is to be abbreviated. Paragraph headings can form part of the opening of a
sentence. For an example: Ammo. Issued 1300 hrs.

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92. The following minor rules are applicable in operational writing:

a. Exercise Security Classifications. In exercise security

classifications the word ‘exercise’ is always to be abbreviated to ‘EX’,
example: ‘EX SECRET’.

b. Proper Nouns. Proper nouns are written in capital letters;

example: ‘COLOMBO’, ‘UNICORN’.

c. Description of Attachment/Detachments. Units which have

elements detached are to be described using the convention illustrated below.
The quantity of units/sub-units are always written in full in accordance with
following examples:

221 Inf Bde (less two battalions).

1 SLLl (less one company).

d. Reported Speech. Reported speech is written as spoken without

abbreviations and indented in double inverted commas. For example:

We captured three officers and two non commissioned officers. They

revealed that the enemy morale seems to be very poor. One of the
NCO said:

“We have not been supplied with food since three o’clock on
Thursday of last week and we were promised large foods stocks to be
provided on completion of the operations.”

DRAFTING

93. A staff officer will frequently have to draft letters or documents for a superior.
The method adopted depends on how well the staff officer knows his superior and the
complexity of the matter in question.

a. If the staff officer knows his superior well and the matter is a simple
one, he can probably draft a document and type it in its final form with the
appropriate signature block. He should do this when he is confident that his
work will be accepted and signed without alteration.

b. The alternative is to produce a draft. A draft corresponds in all respects

with the general layout described in this Chapter except that:

(1) In the text, the vertical spacing between headings and lines and
between lines is doubled. Normal spacing is used in the superscription
and subscription.

(2) The word ‘DRAFT’ is inserted at the top centre of the first
page, below one space of the ‘enter key’ or clear line the security or
privacy marking and it is not underlined.

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CONCLUSION

94. The rules and conventions of Service writing are simple. Mastery of the rules
should be of second nature, spending more time for making the contents of the
document accurate as far as possible.

Annexes:
A. Standard Layout.
B. Layout of Typed Work.

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ANNEX A TO
CHAPTER 3

STANDARD LAYOUT (l)

SECURITY CLASSIFICATION

PRECEDENCE

Copy No ….. of ..... copies

Total pages

Address of Sender
......................................................
Identifying Reference COLOMBO

Tel/Fax Number
e-mail Address

Addressee (or See Distribution)

...................................
SRI LANKA …. Date ……………………

Salutation (if required)

SUBJECT HEADING

Reference(s):
A. ......................................
B. ......................................

MAIN HEADING

1. The text may be divided by headings. The heading above this paragraph is a main heading. Note particularly
the vertical spacing illustrated.

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GROUP HEADING

2. Group headings, like that immediately above will introduce one or more paragraphs on the same subject.

3. Paragraphs. Paragraphs may be subdivided as follows:

a. Subparagraphs. Subparagraphs are used to divide paragraphs. A paragraph can never have a
single subparagraph. Subparagraphs are indented as shown and may be subdivided as shown below:

(1) Further subdivisions can be made as follows:

(a) Note that full stops are only used after letters on figures which are not in brackets.

(b) One or more subdivision can be made:

i.

ii.

4. Paragraph. Concluding remark if required.

Conventional ending (if required)

SIGNATURE BLOCK (NAME)

……………………… (Rank)
……………………… (Appointment)

Annex (es):
A. Layout of an Annex:

Enclosure(s):
1. ...................................
2. ...................................

Distribution: Copy No:

External:

Action:
…………………………..….
…………………………..….

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Information:
…………………………..….
…………………………..….

Internal:

Action:
…………………………..….
…………………………..….

Information:
…………………………..….
…………………………..….

Page Number

SECURITY CLASSIFICATION

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ANNEX B TO
CHAPTER 3

LAYOUT OF TYPED WORK

1. The rules in this annex apply to preparation of a typed work. A guideline on

how to prepare a typed work with the use of Microsoft Word is enclosed as Appendix
1 to this Annex.

SPACING

HORIZONTAL AND VERTICAL

2. Page setup and format is as follows:

a. Page Setup.

(1) Margin.

Single-sided Document Double-sided Document

Top - 1” Top - 1”
Bottom - 1” Bottom - 1”
Left - 1.5” Left - 1.25”
Right - 1” Right - 1.25”

b. Format.

(1) Font.

Font Font Type Font Size

English - Times New Roman/Calibri (body)

/Arial 12
Sinhala - Mi-Nelum98/Unicode 10
Tamil - Vavuniya 12
Colour - Automatic/Black

(2) Paragraph.

Line Spacing

Original Document - Single

Draft document - Double line spacing

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3. Printed Margin. On paper overprinted with a margin, the text of the

document is to be justified. The right tab may be altered to accommodate a very long
address or signature block. This is justified to the left and right tabs in manuscript and
is also justified to the left and right tabs in typed work. Centre headings are to be
centred in the middle of the typed/written area.

4. Paragraphing.

a. The numerals of numbered paragraphs and subparagraphs are to be at

the left margin and followed by a full stop. A gap of half-inch is then to be left
before the first letter of text.

b. Where a paragraph heading is used a further half-inch is to be left after

its full stop.

5. Further Indention. Subdivisions are to follow the same rules as sub

paragraphs. The lists, graphs, charts, tables and any other inclusions should be aligned
with the first and last element of the heading or text above it.

6. Punctuation. Horizontal spacing after a punctuation mark is to be kept

as follows:

a. Comma, Colon or Semicolon. One space from the spacing bar

is to be kept after a comma, colon or semicolon.

b. Full Stop, Question or Exclamation Mark. One space from the

spacing bar is to be kept after a full stop, question or exclamation mark subject
to the requirements in Paragraph 4.

LINE SPACING

7. Spacing in between lines should be in single line spacing. Double line spacing
is always to be used for drafts and where required by exercise instructions.

8. The following are to be separated by one ‘enter’ spacing or a clear line:

a. In between the precedence and the copy number.

b. In between the copy number and the sender’s address.

c. In between the sender’s address and the email address/telephone/fax

number.

d. In between the email address/telephone/fax number and the action

addressee.

e. In between paragraphs.

f. In between the group heading and the text.

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g. In between the signature block and annex, enclosure, distribution,

action, external, internal, information.

h. In a manuscript one clear line is to be kept in between the text and the
page number.

9. The following are to be separated by two spaces of the ‘enter key’ or clear
lines:

a. In between the security classification and the precedence marking.

b. In between the action addressee and the salutation.

c. In between the salutation and the subject heading.

d. In between the subject heading and the ‘Reference’.

e. In between the subject heading or reference and the text or main or

group headings.

f. In between the text and the main or group heading.

g. In formal letters between the text and the conventional ending.

10. The following additional rules should also be applied:

a. The identifying reference is to be placed opposite the last line of the

originator’s address.

b. The first line of the address or ‘See Distribution’ is to be placed

opposite and one space of the ‘enter key’ or clear line below the telephone
number/email.

c. The date, where it is placed on the right side, is to be opposite the last
line of the addressee’s address or See Distribution.

d. Four spaces of the ‘enter key’ or clear lines should be kept between the
end of the text and the signature block for the signature.

REFERENCES MENU

11. Citations and bibliography style APA or CHICAGO is to be selected as

applicable.

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APPENDIX 1 TO
ANNEX B TO
CHAPTER 3

PAGE SETTINGS FOR TYPED WORK OF MICROSOFT WORD

1. The following rules apply to prepare a typed work with the use of Microsoft
Word. There may be some differences in the other word processor software. Selection
of options under the home, insert, page layout, reference, mailing, review etc and
view menus as appropriate depends upon the make, model and version of the word
processor software.

HOME MENU

2. Font Settings. Following font types are to be used in Joint Service

writing. Selection of font type, style, size, colour, underline style/colour, effects and
character spacing are to be selected and set as default in the following manner:

English - Times New Roman/Calibri (body)/Arial 12

Sinhala - Mi-Nelum98/Unicode 10
Tamil - Vavuniya 12
Colour - Automatic/Black

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3. Paragraph Indents and Spacing. Text alignment on paper printed with

a margin, the text of the document is to be justified. Selection of indentation, line
spacing, line and page breaks are to be selected as following and set as default:

a. Alignment - Justified

b. Outline level - Body text

c. Indentation - Left “0”, Right “0”

d. Spacing - Before “0”

After “0”

e. Line spacing - Final document - Single

Draft document - Double line spacing
Exercises - As specified

f. Default tab stops - 0.5 inch

4. Indentation and Spacing in Paragraphs. The numerals of numbered

paragraphs and sub-paragraphs are to be at the left margin and followed by a full stop.
A gap of half an inch is then to be left before the first letter of text. Set left/right
indentation and before/after spacing as zero. Where a paragraph heading is used a
further half an inch is to be left after its full stop. Subdivisions are to follow the same
rules as sub-paragraphs.

5. Heading Alignment. Main headings are to be centered in the middle of

the typed/written area. Group headings and paragraph headings are to be aligned to
the left. Address block and signature blocks are also left aligned but the left tab
position may be altered to accommodate a very long address or signature block.

6. Styles. Selection of style “Normal” is to be done as follows:

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INSERT MENU

7. Header and footer tab coming under this menu is essential to setup the header,
footer and the page numbers.

PAGE LAYOUT MENU

8. This menu comprises with themes, page setup, page background, paragraph
and arrangement of sub menus.

9. Size. Set required paper size; Legal/A3/A4/A5

10. Orientation. Set orientation of the document as required; portrait or

landscape.

11. Margins. Go to margin or page setup in custom margins to set page

margins as follows:

Single-sided document Double-sided document

Multiple Pages-Normal Multiple Pages-Mirrored

Top - 1” - 1”
Bottom - 1” - 1”
Left - 1.5” - 1.25”

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Right - 1” - 1.25”
Gutter - As applicable - As applicable
Gutter Position - Left - Left

12. Columns. Select number of columns as one for the standard documents.

13. Page Background. Selection of watermarks, page colours and page

borders are to be made as applicable.

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14. Paragraph Settings. Left/right indent and before/after spacing in this

tab are to be set as zero.

REVIEW MENU

15. Proofing of Spelling and Grammar. Set language as “English United

Kingdom” and set as default. Select and use appropriate spelling and grammar
checking options as required.

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CHAPTER 4

SERVICE CORRESPONDENCE

INTRODUCTION

1. Service correspondence conforms to standard layouts based on the general

principles and rules described in Chapter 3. The type of correspondence to be used
depends on the type, its purpose and the relationship between the author and the
recipient. Some correspondences are very formal and they follow a specific format;
some correspondences are very informal.

AIM

2. The aim of this Chapter is to explain the types of Service correspondence used
in the Defence Services.

STRUCTURE

3. This Chapter describes the types of Service correspondence and the annexes
show examples of each type. The rules governing different layouts are described
subsequently. However, every type of Service correspondence has a common
structure; which consists essentially of three parts as follows:

a. Introduction. The introduction gives the purpose of the

correspondence and summarizes any background information.

b. Main Body. The main body presents the facts, arguments or

problems in a concise and a logical sequence.

c. Conclusion. The conclusion lists the salient points in the main

body and ends by leaving the recipient in no doubt about the writer's orders,
wishes, opinions, problems or recommendations.

4. While these headings are hardly used in letter writing, the reader should never
be left in doubt when reading from one part to the next.

5. Level, Style and Tone. In Service correspondence following are to be

considered when convincing the reader and expressing ideas by the writer:

a. Level. Difficulty may often be experienced in selecting the level

at which letters should be pitched and in applying the right tone to the
occasion. The writer must consider position of the reader of his letter and must
state facts and ideas at that level of intellectual appropriateness.

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b. Style and Tone. A simple and direct style is most likely to be

convincing. The tone may be influenced by the subject level and purpose of
the letter. These letters could be demanding, corrective or persuasive. In other
words each type of letter requires its own different tone.

TYPES OF CORRESPONDENCE

6. There are nine types of Service correspondence used within the Defence
Services. They are as follows:

a. Commanded letters.

b. Directed letters.

c. Formal letters.

d. Routine letters.

e. Demi-official letters.

f. Memo/Memoranda.

g. Loose minutes.

h. Minute sheets.

i. Letters to civilian organizations.

COMMANDED LETTERS

7. Commanded letters are formal letters issued by the Ministry of Defence in the
name of the Commander in Chief, Minister of Defence or the Security Council and
are reserved for statements of major policy, directives and letters of special character.
The Minister of Defence/Secretary to the Ministry of Defence, or any one authorized
by the Ministry of Defence normally signs the letters according to the nature and
importance of the subject. The format of commanded letters, are not subjected to
normal rules. Therefore, no specific example could be given. However, a suggested
example is shown at Annex A.

DIRECTED LETTERS

8. Directed letters are used by the Office of the Chief of Defence Staff and the
respective Service headquarters in order to issue major policies and directives. Such
letters are generally signed by a designated staff officer. An example of a directed
letter is shown at Annex B.

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FORMAL LETTERS

9. Formal letters are used for ceremonial matters and certain formal submissions;
such as:

a. In acknowledging a directive.

b. In replying to a letter of praise or blame.

c. In making a submission of an exceptional nature or forwarding a

non-routine report to higher authority.

d. In arranging ceremonial matters with outside authorities.

e. In expressing personal opinion of a commander to the Ministry of

Defence on a matter of importance.

f. In writing by any commissioned officer to his superior.

g. A formal letter is addressed only to someone of equal or senior rank.

10. The text of a formal letter is generally written in the first person. However, it
is permissible to use the third person in the first and the last paragraph. Formal letters
are always signed by the originator himself and commence with the salutation ‘Sir’
and the text commences as ‘I have the honour to ...’. A formal letter always ends with
‘Yours obediently’. An example of a formal letter is at Annex C.

ROUTINE LETTERS

11. Routine letters are the normal form of correspondence within and between the
Services. A routine letter may therefore be written by a headquarters/unit/ship/base/
formation to another headquarters/unit/ship/base/formation or to the Ministry of
Defence, on a routine matter. A routine letter could be originated in the following
manner:

a. Routine Letter Not on a Letterhead. A routine letter should

have a classification and if required a precedence marking. An example is
shown at Annex D.

b. Routine Letter on a Letterhead. This will take the same format

as Annex D except the address, telephone numbers etc. The classification on
the top of the page is to be above the printed text of the letterhead and
appropriately adjusted. An example of a sample letterhead and a letter drafted
on a letterhead are at Annex E and F respectively.

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12. Person. Routine letters are written in the first person plural or use the
proper neuter pronoun of the third person singular. The former is exceptional, the
latter is customary. There may be occasions when the third person results in lifeless
and stilted prose and the first person plural has more impact. For example, compare
the following:

It is thought that this pamphlet is full of trivia.

We think that this pamphlet is full of trivia.

DEMI-OFFICIAL LETTERS

13. Demi-official letters provide an informal means of more personal

communication with both Service and civilian addressees. It allows the use of the first
person singular and a free expression of personal views. It is used to convey
appreciation, commendation, a wish or disapproval. Therefore it is frequently used by
commanders and staff officers. Examples of demi-official letters without and with
headings and paragraph numbers are at Annex G and H respectively.

14. Filing. Demi-official letters should be treated in the same way as

routine correspondence and filed in ordinary office files. If the subject matter is
classified or sensitive, the appropriate security classification must be used and the
letter to be handled accordingly. This may entail special arrangements for handling
the file to ensure that it is not seen by people other than those authorized to do so.

15. Layout.

a. The layout of a demi-official letter is the same as that of the informal

letters, except that the identity of the originator is shown at the top of the page
and a salutation and ending (‘Dear ...’ and ‘Yours ...’) are inserted preferably
in the originator’s own handwriting. The rank of the writer and the rank or
titles of the addressee are written in full. However, civilians without ranks or
titles are addressees as ‘Mr/Mrs/Miss/Ms/Dr/Rev or Esq’, as examples
‘Mr. JG Alwis,’ or ‘JG Alwis Esq’.

b. The choice of salutation depends on the relative ranks of the writer and
addressee and on how well they are known to each other. If writing to an equal
or a junior and the originator knows him well, he may use his commonly
known name. If writing to an equal or a junior and the originator does not
know him well he has the choice of:

(a) ‘Dear Squadron Leader’ - Some might consider

this very formal.
(b) ‘Dear Perera’ - Some might consider
this unfriendly.
(c) ‘Dear Squadron Leader Perera’ - Safe and
unexceptionable.

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c. If a demi-official letter is written to a senior officer, it is customary that

the addressee is being addressed as ‘Dear Sir’.

d. Officers are normally addressed by their generic rank, for an

example Air Vice Marshal would be addressed as ‘Dear Air Marshal’ rather
than ‘Dear Air Vice Marshal’ and Lieutenant Colonel as ‘Dear Colonel’.
‘Yours ever’ predominate in current usage. However, when demi-official
letters are originated to senior officers in the Sri Lanka Armed Forces, it is
more appropriate to use the present rank of the addressee. Further explanation is
given in Appendix 1 to Annex G.

16. Identification. A writer normally does not sign a demi-official letter but
will initial the letter with his commonly known name or nickname. If the addressee is
senior or not very well known to the writer, usually the writer’s surname is added.
Rank and other particulars of the writer are not typed beneath the signature in
demi-official letters. On the file copy, it is customary to omit the salutation and
subscription. Instead, the writer merely initialling the copy at the bottom right of the
text will authenticate the letter.

17. Subject Heading and Paragraph Numbers. Demi-official letters may

either be written with a subject heading and paragraph numbers, conforming to the
rules in Chapter 3, or not. The method to be adopted depends on the subject, the
purpose of the letter and how well the writer and recipient know each other and on
custom. Some guidelines are below:

a. Letters to Civilians. It is customary to write to civilians without

using subject headings and paragraph numbers. Personal letters, such as letters
of appreciations or condolence; the formal format should never be used. It is
polite to follow the normal civilian jargon in the text and avoid military
phraseology.

b. Letters to Foreign Addressees. If an expert interpreter is

available, it is polite to write to foreign addressees in their own language,
particularly if serving in their country. However, this can be dangerous if the
subject of local custom is complicated and thoughtful discretion must be used.

18. Thank You Letters. One of the most common purposes of

demi-official letters is to convey gratitude. It is customary and good manners, not
only to write after being invited to a specific function, but also to say thank you in
writing immediately after receiving any assistance rendered to you or to your
unit/command/ship/base or formation. The content of the letter will vary significantly,
but should be of sufficient length to convey a proper degree of gratitude. It is
appropriate to make it be light hearted in tone, but never flippant. Reference should be
made by name to individuals who deserve special mention. When drafting a thank you
letter on behalf of a senior officer, it is important that the letter is written from the
right perspective; put yourself into his mind and write what you think that he would
write. Annex I is an example of a thank you letter. As a guide, possible areas to be
covered in paragraphs are as follows:

a. First Paragraph. This could include a general thank you for the
overall event or assistance rendered.

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b. Second Paragraph. Expand on a specific theme by mentioning

the names of individuals, covering their involvement or organization or
support provided.

c. Third Paragraph. Conveying of reciprocal arrangements,

continuation of friendship and any other assistance in the future is to be
indicated.

MEMO

19. Printed memo is often used for correspondence on minor matters at all levels.
Memos are most frequently used for internal correspondence. It is designed to save
time and is normally written in manuscript. Abbreviations may be used throughout to
save space. An example is at Annex J.

MEMORANDA

20. Memoranda are used for internal correspondence within a large organization.
Memoranda are originated by the senior officer or head of the base, formation, station,
ship and unit. It is applied to matters confined to that organization. It may be used to
convey information, orders and instructions. The validity is limited in time and in due
course, where necessary it is incorporated in orders and instructions or standing orders
to give permanency. An example is at Annex K.

LOOSE MINUTES

21. There may be occasions when a handwritten memo will not suffice; a loose
minute may then be used. Loose minutes are used extensively within headquarters and
Service establishment, when it is necessary to disseminate information but
inappropriate or inconvenient to circulate a file. An internal minute should be filed in
the same way as all other correspondence. It should never be distributed outside the
originating headquarters and all the rules in Chapter 3 are applied. An example is at
Annex L.

MINUTE SHEET

22. Minute sheets are form of sheets that are attached to a particular file which are
used to write notes covering the particular subject in the file and to obtain instructions
when required. Though minutes are not a form of Service correspondence, it is widely
used in the Service. Therefore, it is appropriate that it should be dealt with according
to the respective Service practices.

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LETTERS TO CIVILIAN ORGANIZATIONS

23. The format of a letter to a civilian organization is a slight modification to the

routine letter. In routine correspondence with civilian authorities or members of the
public, the layout of the routine letter should be adjusted to include a salutation and a
conventional ending. References should be mentioned in the text rather than listed.
Abbreviations should not be used. However, the use of generally accepted civilian
abbreviations such as am/pm/MP etc may be permitted.

24. The salutation and ending is typed and the normal convention of ‘Dear Sir’
(or ‘Madam’) and ‘Yours faithfully’ is generally used. This Paragraph is further
reinforced with the following:

a. Do not send a demi-official letter to a civilian organization, though a

demi-official letter may be sent to an individual who is reasonably well known
to the writer.

b. When writing on behalf of someone else, do not use the first person
singular.

c. Do not abbreviate addresses and dates outside the text; avoid the use of
purely service abbreviations within the text.

d. Number your paragraphs in accordance with normal Service writing

practice. It is recommended that you avoid the use of sub paragraphs, as they
tend to spoil the tone and balance of the letter.

e. Do not treat the Ministry of Defence as a civilian organization.

An example of letters to a civilian organization is at Annex M. The formal methods of

address for certain civil dignitaries are shown in Appendix 1 to Annex M of this
Chapter.

CONCLUSION

25. Paperwork and correspondence should be kept to a minimum. Correspondence

must be carefully thought out, expressed clearly and distributed correctly in sufficient
time to achieve its aim.

Annexes:
A. Example of a Commanded Letter.
B. Example of a Directed Letter.
C. Examples of Formal Letters.
D. Example of a Routine Letter Not on a Letterhead.
E. Format of a Letterhead Sample.
F. Example of a Demi-Official Letter on a Letterhead.
G. Example of a Demi-Official Letter without Heading and Paragraph Numbers.
H. Example of a Demi-Official Letter with Heading and Paragraph Numbers.
I. Examples of Thanking Letters.

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J. Example of a Memo.
K. Example of Memoranda.
L. Example of a Loose Minute.
M. Example of a Letter to Civilian Organization.

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ANNEX A TO
CHAPTER 4

AN EXAMPLE OF A COMMANDED LETTER

SECRECT

Ministry of Defence
D/2/3(20) COLOMBO

The Commander of the Army

The Commander of the Navy
The Commander of the Air Force 19 May 2014

SECURITY MEASURES FOR THE FORTHCOMING SOUTH ASIAN ASSOCIATION

FOR REGIONAL COOPERATION SUMMIT

1. The South Asian Association for Regional Cooperation (SAARC) summit is scheduled
to be held in Colombo from 01 to 04 June 2014. It is expected that Head of States of all the
member countries will take part. In consequent to a meeting held at the Ministry of Defence
chaired by the Honourable Minister of Defence, necessity of providing a security blanket for the
summit was discussed. To implement such action plan, therefore, needs meticulous planning,
mobilizing resources and conducting rehearsals. It is quintessential that Armed Forces and the
Police workout joint action plans, so that all intricacies can be overcome.

2. In this context, snap cordon and search operations, manning of road blocks and
alternative traffic arrangements to the public and security network for the visiting dignitaries
must be meticulously worked out.

3. Hence, coordinate amongst each Service and propose a suitable action plan, in order to
have a foolproof security mechanism in place for this important regional summit.

ABCperera
ABC PERERA
Secretary
Ministry of Defence

SECRECT

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ANNEX B TO
CHAPTER 4

AN EXAMPLE OF A DIRECTED LETTER

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Naval Headquarters
NAHA 9/14 COLOMBO

Navy Tel: 55252

Civ Tel: 0112432682
e-mail: [email protected]

The Commander Eastern Naval Area 19 Aug 14

REQUIREMENT OF ADDITIONAL MANPOWER

Reference: Your letter CENA 34/05 dated 17 Jul 14.

1. The requirement of additional manpower projected vide quoted reference has been
examined. Regrettably, however, due to the acute shortages being faced in other areas and the
requirement to man several newly acquired ships, providing additional manpower to Eastern Naval
Area is not feasible.

2. However, in view of the contentions validating the necessity, the projection will be
reconsidered on completion of the next recruit training programme.

MDSAbeywikrama
MDS ABEYWICKRAMA RSP USP
Commodore
Director Naval Personnel
for Commander of the Navy

Info:
Comd Western Naval Area.
Comd Nothern Naval Area.

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ANNEX C TO
CHAPTER 4

EXAMPLE OF A FORMAL LETTER – OFFICIAL MATTER

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Directorate of Military Intelligence

Army Headquarters
Post Office Box 553
DMI/A/10 COLOMBO (2)
(1)
Army Tel: 55252 (1)
Civ Tel: 0112432682 (1)
e-mail: [email protected]

The Commander (2) (3)

562 Brigade
Army Camp
KANDY 19 January 2014

Sir (4)

REPORTING FOR DUTY (5)

1. I have the honour to inform that (4) I have received a posting order instructing
me to report for duty as the Intelligence Officer, Headquarters 562 Brigade on
15 February 2014.

2. …………………………………………………………………………….…………………………
………………………………………………………………………………………………………

Yours obediently (4)

HLWijesekara
HL WIJESEKARA RSP MI (1)
Captain

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LAYOUT OF A FORMAL LETTER – PERSONAL MATTER

CONFIDENTIAL

Copy No 01 of 02
Total pages 02

SLNS Uththara (6)

J/01/0104 KANKESANTURAI (2)
(1)
Navy Tel: 55252 (1)
Civ Tel: 0112432682 (1)
e-mail: [email protected]

The Commander of the Navy (3)

Through: The Commander Northern Naval Area

The Commanding Officer SLNS Uththara 19 January 2014

Sir (4)

PROVIDING AN OPPORTUNITY TO OBTAIN THE OCEAN NAVIGATION

CERTIFICATE - LIEUTENANT COMMANDER(G) MAB JEERASINGHE (5) (6)

1. I have the honour to (4) submit following aspects for your kind perusal and
favourable consideration in order to obtain the Ocean Navigation Certificate.

a. It is kindly intimated that presently I am serving as Staff Officer

Operations (North) under Commander Northern Naval Area. I was promoted to the
rank of Temporary Lieutenant Commander on 01 May 2009 and yet to be confirmed
in my present rank.

b. In my view, the delay in confirmation is due to non-possession of the Ocean

Navigation Certificate. It may be noted that many officers junior to me have already
obtained the Ocean Navigation Certificate and been confirmed in the rank.

c. With the acquisition of new ships to the Sri Lanka Navy, it is in the
opinion that the existing backlog of obtaining the certificate can be cleared.

d. In addition, non-confirmation in my present rank has created lot of mental

agony despite completing all other prerequisites.

1 of 2

CONFIDENTIAL

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CONFIDENTIAL

2. Therefore, considering aforesaid facts, it is kindly requested that I be given an

opportunity to obtain the Ocean Navigation Certificate at the earliest, please.

Yours obediently (4)

MABjeerasinghe
MAB JEERASINGHE (1)
Lieutenant Commander (G)

2 of 2

CONFIDENTIAL

Notes:
1. The only abbreviations normally permitted in any part of a formal letter are:

a. Decorations.

b. Reference details.

c. Telephone numbers.

2. Addresses are always written in full in formal letters.

3. Formal letters are addressed to the appointment, not to the individual.

4. These forms of salutation, address and ending are mandatory. Note the
exceptional punctuations in the ending.

5. The use of a subject heading and reference to other documents is optional.

6. The senders address is not abbreviated and the only exception is when it is a
universally accepted norm such as specializations/branch/unit/decorations (as an
example: Sri Lanka Naval Ship is SLNS, Gunnery is G, General Duties Pilot is GDP,
Gamunu Watch is GW).

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ANNEX D TO
CHAPTER 4

EXAMPLE OF A ROUTINE LETTER NOT ON A LETTERHEAD

UNCLASSIFIED

PRIORITY (1)

SLAF Academy
CBY/987/1/ORG CHINA BAY

Tel: 0226365012 (2)

e-mail: [email protected]

See Distr 19 Jan 14

THE ROUTINE LETTER

Ref:
A. SLAF/123/4/TRG D/D 20 Feb 14.
B. SLAF/123/4/TRG D/D 28 Feb 14.
C. Conversation DT and Comd on 10 Mar 14.

1. Routine ltrs are the normal form of corres within the Svc. Therefore, it is written by:

a. HQ to a base, sp ops gp, unit or fmn.

b. A base, sp ops gp, stn, unit or fmn to a HQ.

c. A base, sp ops gp, stn, unit or fmn to another base, sp ops gp, stn, unit or
fmn.

d. An indl to his CO of other appro recipient on a pers subj except where a

formal ltr would be more appro.

2. The gen rules in respect of routine ltrs are:

a. The text should be in the third person.

UNCLASSIFIED

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EXAMPLE OF A ROUTINE LETTER (Continued)

UNCLASSIFIED

b. The ltr is signed either by the base/gp comd or CO or by an offr, on behalf of

them. In the case where routine ltr are originated by a Svc HQ, they may be signed
by the Comd/CO/Dir or by a staff offr on behalf of them.

3. If there are more than three addressees, then the words ‘See Distr’ is written on the
top, under the file ref, and the list of addressees are given at the bottom left of the ltr. If there
are three or less addressees, then the addresses are written in place of the words ‘See Distr’.

4. Routine ltrs are to make max use of abbns in the superscription and in the
subscription.

METPerera
MET PERERA
Air Cdre
Comdt (3)

Distr:

External:

Action:
CO SLAF Stn DLA

Info:
DT AFHQ CBO

UNCLASSIFIED

Notes:
1. Precedence marking maybe used as appropriate where necessary.

2. If not the direct telephone number is of the sender, extension number to be indicated
against the general number. eg Tel: 0226365012 Ext: 5222.

3. Signed by the Appointment holder him/herself or on behalf and signature block in

abbreviated form.

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ANNEX E TO
CHAPTER 4

FORMAT OF A LETTERHEAD SAMPLE

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wdrlaIl fiajd wK iy udKav,sl úoHd,h, imq.ialkao, Y%S ,xldj

ghJfhg;G Nrit fl;lis kw;Wk; gjtpepiy fy;Yhup> rGf];fe;j> ,yq;if
DEFENCE SERVICES COMMAND AND STAFF COLLEGE, SAPUGASKANDA, SRI LANKA
oqrl:k$NjhiyNgrp/ Tel :2963792, 2964218 elaianjhiyefy;/Fax : 2962151 úoaHq;a ,smskhkpd;dQ;ry; Kftup/E-mail : [email protected]

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ANNEX F TO
CHAPTER 4

EXAMPLE OF A DEMI-OFFICIAL LETTER ON A LETTERHEAD

UNCLASSIFIED

wdrlaIl fiajd wK iy udKav,sl úoHd,h, imq.ialkao, Y%S ,xldj

ghJfhg;G Nrit fl;lis kw;Wk; gjtpepiy fy;Yhup> rGf];fe;j> ,yq;if
DEFENCE SERVICES COMMAND AND STAFF COLLEGE, SAPUGASKANDA, SRI LANKA
oqrl:k$NjhiyNgrp/ Tel :2963792, 2964218 elaianjhiyefy;/Fax : 2962151 úoaHq;a ,smskhkpd;dQ;ry; Kftup/E-mail : [email protected]

DSCSC/25/1/ORG
The Manager
Rathnapala (Pvt) Ltd
No. 25
Bans Road
COLOMBO 05 February 2014

Dear Sir

OFFICERS’ MESS ENTERTAINMENT

1. Thank you for your letter S/PW/450 dated 20 January 2014 and it is hereby confirmed that
your quotation of Rs. 25,000.00 for the visit of the ‘Mega Band’ to Officers’ Mess of Defence
Services Command and Staff College on 23 March 2014 has been accepted.
2. You are kindly informed that the band should play from 9 pm on 23 March to 2.30 am on
24 March 2014 with a two hours rest in between. Refreshment and meals will be provided for all
members of the band during the period of their performance.
3. The Bank of Ceylon cheque bearing serial No. 02687802 amounting to Rs. 25,000.00
being the settlement is forwarded herewith. Please acknowledge receipt.
4. Your kind assistance in this regard is highly appreciated.

Yours faithfully

AVNSilva
AVN SILVA
Brigadier
Brigadier Coordinating
for Commandant

UNCLASSIFIED

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ANNEX G TO
CHAPTER 4

EXAMPLE OF A DEMI OFFICIAL LETTER WITHOUT HEADING

AND PARAGRAPH NUMBERS

(11) UNCLASIFIED

(1) From: Brigadier LA Rathnayake RSP USP (2)

Headquarters 223 Brigade

Army Camp
(4) A/2/3(20) WELIOYA (3)

Army Tel: 55760

Civil Tel: 0252254076 (5)
e-mail: [email protected]

(7) Lieutenant Colonel AB Randeniya RSP SLSC (6)

Commanding Officer
1st Regiment Sri Lanka Signals Corps
Army Camp
TRINCOMALEE (3) 19 January 2014 (8)

(9) Dear Anil

Thank you for the excellent presentation which you gave the other day. It was most
impressive, particularly in view of the short time you had for preparation.
(12)
Thank you for the recommendations you made regarding the redeployment of direction
finders in my area. I have already taken action pertaining to this matter.

(9) Yours
Lalith (10)

UNCLASIFIED

(11)

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Notes:
1. A colane to be used after ‘From:’.

2. Decorations are to be abbreviated in the superscription of demi-official letters and in the

text. There is no punctuation in or between decorations.

3. The address is to be written in full.

4. The identifying reference is shown opposite the last line of the originator's address. For
continuity, normal files should be used rather than a specific demi-official file.

5. Abbreviations may be used to abbreviate the word telephone.

6. The addressee's name block includes his decorations and for officers of Lieutenant
Colonel and below, his regiment (irrespective of whether he is at regimental duty) and
branch/specialization are to be abbreviated.

7. The address is written in full. Note 3 apply. It is customary to include the addressee’s
appointment either in the form shown or simply 'commanding'. If the addressee is a retired
officer he is addressed thus;

‘Lieutenant Colonel (Retd) CP Jayasundera USP

His former regiment is not shown.

8. The date is not to be abbreviated.

9. There is no comma after the salutations or the ending.

10. The conventional salutations and endings are listed at Appendix 1 to Annex G.

11. A classified demi official letter would follow the rules for security classification and
page/copy numbering as appropriate.

12. The only abbreviations normally permitted in the text of demi official letters are those
for reference details (eg G3/Trg/1102(12) dated...) and decorations. It is customary to write
appointments and unit titles in full.

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APPENDIX 1 TO
ANNEX G TO
CHAPTER 4

DEMI OFFICIAL LETTERS - FORMS OF ADDRESS

This appendix shows the forms of address customarily used in writing demi-official letters; it
is only a guide. The form of address used depends, in the end, on how well the writer knows
the recipient and on whether the correspondence is formal or not.

Routine/Informal/Social (2)
Ser Rank/Status Formal (I)
Hardly Known Well Known (3)
(a) (b) (c) (d) (e)
1. General, Sir Dear General Silva Dear General (4)
Lieutenant General, Dear Sir
Major General and
equivalent

2. Brigadier and Sir Dear Brigadier Dear Brigadier

equivalent Dear Sir Rathnayaka (4)

3. Colonel, Sir Dear Colonel Alwis Dear Colonel

Lieutenant Colonel Dear Sir (4) (5) (6)
and Dear Colonel
equivalent Wijesundara

4. Major, Dear Sir Dear Major Soysa Dear Chris (6)

Captain and
equivalent

5. Lieutenant, Dear Dear Lieutenant Perera Dear Manoj (7)

Second Lieutenant Lieutenant
and
equivalent

6. Civilians Sir/Madam (8) Dear Mr Abeyasekara Dear Mahinda

Dear (6)
Sir/Dear Dear Mrs Abeyasekara
Madam Dear Subani (9)

Notes:
1. The formal ending in most of the examples are ‘Yours faithfully’.

2. The customary ending, unless otherwise shown, is ‘Yours sincerely’.

3. Used only if the writer and recipient are exceptionally well known to each
other.

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4. The custom of addressing officers only by rank is confined to addressees of

Lieutenant Colonel or equivalent and above.

5. For both Colonel and Lieutenant Colonel.

6. Other less formal endings are ‘Yours’.

7. The envelope is addressed ‘Major De Silva or for a civilian as Mr Silva or

Silva Esq’.

8. ‘Yours faithfully’ is usually used in official correspondence. ‘Yours truly’ is

considered slightly less distant and is used in formal correspondence.

9. The surname alone is usually used only between male correspondents of equal
status or when a senior writing to a junior.

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ANNEX H TO
CHAPTER 4

EXAMPLE OF A DEMI OFFICIAL LETTER WITH HEADING

AND PARAGRAPH NUMBERS (1)

UNCLASSIFIED

From: Major General ABL Ranasinghe USP SLA

Defence Services Command and Staff College

DSCSC/Misc/2(100) SAPUGASKANDA

Army Tel: 55654

Civ Tel: 0112964218
e-mail:[email protected]

Brigadier BA Jayasekara VIR

(2) Commandant
Sri Lanka Military Academy
DIYATALAWA 16 January 2014

Dear Athula

DEMI-OFFICIAL LETTERS

References:
A. SLMA ltr /Gen/2(111) dated 06 January 2014.
(3) B. DSCSC ltr/Misc/2(88) dated 04 January 2014.
1. You were good enough to admit at our meeting the difficulties you felt might arise
from dictating too rigid a formula for the demi-official letter.
2. To omit the writer's name and the letter reference in certain cases could be
confusing, because they identify the writer and help when one has to refer back to the letter.
I believe the demi-official letter should follow the normal pattern in showing the writer's
title and name, a file reference and whenever appropriate, a subject heading and reference to
other documents.

UNCLASSIFIED

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UNCLASSIFIED

3. Palitha Silva agrees with me; so what do you think?

Yours
Lalith

(4) Information:
Colonel PPA Silva
Commandant
Infantry Training School
MINNERlYA

UNCLASSIFIED

Notes:
1. The notes to the example at Annex G apply to this example too.

2. The same rules apply if this letter is addressed even to a civilian.

3. Abbreviations are allowed for reference details. The rules about references in
demi-official letters are as follows:

a. Single Reference. If the letter has a subject heading the

reference may be placed under it in the normal way. If the letter does not have
a subject heading the reference may be included in the text. Examples are:

(1) OFFICERS TRAINING DAY

Reference: Your TRG/l/500 dated 12 January 2014.

(2) Thank you for your letter TRG/01/ 500 dated 12 January 2014.

b. Multiple References. There are two choices:

(1) The letter may be given a subject heading. This is preferable in

a short letter.

(2) The system of notation for notes may be used. This is

sometimes convenient in a long letter of several pages.

4. If a writer wishes to send copies of a demi-official letter to other interested

parties, the heading ‘Information’, justified to the left hand margin is placed under the
ending and the additional addressees are shown under it.

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ANNEX I TO
CHAPTER 4

EXAMPLES OF THANKING LETTERS

EXAMPLE OF A DEMI OFFICIAL LETTER WITHOUT HEADING AND PARAGRAPH

NUMBERS

UNCLASSIFIED

From: Brigadier SL Ranathunga RSP USP

Defence Services Command and Staff College

DSCSC/MISC/2/(105) SAPUGASKANDA

Army Tel: 55654

Civ Tel: 0112964218
e-mail: [email protected]

CS Wanigasuriya Esq
Sri Lanka Institute of Development Administration
28/10 Malalasekara Mawatha
COLOMBO 7 21 February 2014

Sir

I am most grateful to you for taking the time to visit the Staff College to deliver an excellent
presentation to the Defence Services Command and Staff Course yesterday.

You amply highlighted the importance of knowing the military strategies in the contemporary
armies. Moreover your analytical approach towards the subject created interest which stimulated
the audience. The question and answer session after your lecture was also very lively, which is
always an indication of the success of a lecture.

Thank you for sparing the time to come down to Sapugaskanda and for your valuable contribution
to the course. Your continued support to this institution is much appreciated and we hope that you
will be able to visit again next year.

Yours faithfully
Sri Ranathunga

UNCLASSIFIED

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EXAMPLE OF A DEMI OFFICIAL LETTER WITH HEADING AND PARAGRAPH

NUMBERS

UNCLASSIFIED

From: Lieutenant Colonel DL Samarasinghe GR

Army Training School

ATS/MISC/2(25) MADURUOYA

Army Tel: 5779

Civ Tel: 0273279100
e-mail:[email protected]

Lieutenant Colonel HY Weerasinghe SLE

Commanding Officer
1 Field Engineer Regiment
Army Cantonment
PANAGODA 23 January 2014

Dear Hiran

APPRECIATION IN PROVIDING ASSISTANCE IN THE FIELD TROOP TRAINING

1. Thank you very much for affiliating a field troop to support the Battalion training at very short
notice. Nalaka Silva and his troop were very professional in providing the required combat engineer
support throughout the training period. The field experience they have gained after taking part in
Humanitarian Operations made the training more realistic and mission oriented.

2. The instructions they gave on mine warfare and the subsequent mine clearing demonstrations
were particularly informative. Furthermore the advice they gave on booby traps and search techniques
was invaluable and will be of considerable benefit in forthcoming operations.

3. I am most grateful to you for providing this much needed assistance despite your heavy
commitments. If there is any support we can give you in the future by way of training areas and
accommodation, please do not hesitate to ask.

Yours faithfully
Dimuthri

UNCLASSIFIED

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ANNEX J TO
CHAPTER 4

EXAMPLE OF A MEMO

MEMO

To: From:
G 3 Ops BM

Date 7 Feb 14
Number Ext 321
Your Reference
Our Reference
(4) (4)

Subject : OFFRS’ TRG DAY

1. Offrs’ Trg day is cfm as Mon 7 Feb starting at 1030 hrs.

2. Pl draft a ltr to all COs and OCs with the details.

3. I will be back to sign it at 1630 hrs.

Name: D PERERA Signature: Dilshan Perera Rank: Maj (5)

(in block letters)

Notes:
l. A memo, therefore maximise use of abbreviations including the subject.
2. To be completed in manuscript unless there are special reasons for typing.
3. A carbon copy for the file should be made if appropriate. The file reference would
then be inserted under ‘Our Ref’.
4. No reference necessary hence it is not filled.
5. No appointment shown because it is already mentioned above.

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ANNEX K TO
CHAPTER 4

EXAMPLE OF MEMORANDA

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Naval Headquarters
NAHA 5 COLOMBO

See Distribution 23 January 2014

MEMORANDUM FOR USE OF HOLIDAY WARRANTS DURING

TRAINING PERIOD IN ABROAD

1. Sri Lanka Navy personnel undergoing training abroad may obtain one return,
holiday railway warrant for a distance not, exceeding 500 km each way or three sets
of return warrants from the training establishment to which they are attached. This
facility is provided in lieu of the annual three sets of warrants to which they are
entitled in Sri Lanka.

2. This concession may be availed of only if the trainees spend one full year
under training in the particular country.

3. The holiday railway warrants issued in particular country are only to travel
within that country subject to conditions at paragraph 1 above.

4. It will be the responsibility of the trainees who make use of this facility to
indicate to Naval Headquarters in their monthly progress reports on the details of
used holiday warrants.

5. Necessary amendments to SLNO 0850 will be made in due course.

LSPerera
LS PERERA RSP USP
Commodore
Secretary
for Commander of the Navy

Distribution:
All list/Full/A-Z

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ANNEX L TO
CHAPTER 4

EXAMPLE OF A LOOSE MINUTE

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G/Trg/20

19 Jan 14 (1)

See Distr

BATTALION TRAINING EXERCISE

1. The next trg ex will take place at Maduru Oya from 15 to 18 Mar 14. Mov to and from
the trg area will form part of the ex.

2. Ex instrs will be issued on 10 Feb 14.

3. The fol offrs will be reqd to take part …

IBLokuge
IB LOKUGE SLAC
Maj
BM
Ext 256 (1)
Distr: (2)

Action:
Maj AQ
GSO 3 Ops

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Notes:
1. This type of Service documents, the originator's telephone number is shown at
the bottom of the page and the date is shown at the left hand side.

2. Since loose minutes are used for internal correspondence, it is not necessary to
show ‘Internal:’

4L-1

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ANNEX M TO
CHAPTER 4

EXAMPLE OF A LETTER TO CIVILIAN ORGANIZATION

UNCLASSIFIED

wdrlaIl fiajd wK iy udKav,sl úHd,h, imq.ialkao, Y%S ,xldj

ghJfhg;G Nrit fl;lis kw;Wk; gjtpepiy fy;Yhup> rGf];fe;j> ,yq;if
DEFENCE SERVICES COMMAND AND STAFF COLLEGE, SAPUGASKANDA, SRI LANKA
oqrl:k$NjhiyNgrp/ Tel :2963792, 2964218 elaianjhiyefy;/Fax : 2962151 úoaHq;a ,smskhkpd;dQ;ry; Kftup/E-mail : [email protected]

VL/ 3

Professor RML Dissanayake

Centre for Strategic Studies
University of Colombo
COLOMBO 16 March 2014

Sir

LECTURE ON REVOLUTION IN MILITARY AFFAIRS

1. The subject of Revolution in Military Affairs is generating lot of interest in the minds of
the military strategists and tacticians. With the technological innovations such as Network Centric
Warfare and changes in concept of operations, the modern day commanders can checkmate an
unknown enemy from far away, thus bringing the battle zone to the own backyard. It is imperative
that officers of the Armed Forces of Sri Lanka must be conversant with this type of modern day
military lexicon, which is becoming a trendsetter.

2. The Defence Services Command and Staff College is the bedrock for nurturing and
training of middle level officers. Educating them on a very interesting subject like Revolution in
Military Affairs will be immensely beneficial for them to enhance their knowledge and broaden
the horizon. It is felt that with your wealth of experience as an erudite academician and
credentials, sharing your knowledge with the future officers of the Services, would be invaluable.

3. Accordingly, it would be most grateful if you could kindly deliver this lecture for our
Student officers. The talk, inclusive of a traditional half an hour of audience interaction (by way of
a question and answer session), has been tentatively scheduled from 9.30 am to 11.30 am on
20 April 2014.

UNCLASSIFIED

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UNCLASSIFIED

4. Looking forward to a fruitful interaction, a copy of the detailed ‘Terms of Reference’ is

enclosed herewith for your perusal and eagerly awaiting for a confirmation.

Yours faithfully

CDBamunuarachchi
CD BAMUNUARACHCHI
Major General
Commandant

Enclosure: Terms of Reference

UNCLASSIFIED

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APPENDIX 1 TO
ANNEX M TO
CHAPTER 4

METHODS OF ADDRESSING CIVIL DIGNITARIES

SER TITLE OR RANK SALUTATION ENDING ADDRESS OF THE LETTER

(a) (b) (c) (d) (e)
1. His/Her Excellency the President Your Excellency Yours respectfully His/Her Excellency the President

2. Hon Prime Minister Your Honour Yours respectfully Hon Prime Minister

3. His/Her Lordship the Chief Justice Your Lordship Yours faithfully His/Her Lordship the Chief
Justice

4. Hon Minister/Governor Your Honour Yours faithfully Hon Minister/Governor of …

5. His/Her Excellency the High Your Excellency Yours faithfully His/Her Excellency
Commissioner
6. His Excellency the Ambassador Your Excellency Yours faithfully His/Her Excellency
7. Acting/Deputy High Sir Yours faithfully Mr. ...
Commissioner or Charge d’
Affairs
8. Attorney General Sir Yours faithfully The Attorney General
9. The Judges of the Supreme Court Your Lordship Yours faithfully Justice Mr. ...
10. The Judges of the Appeal Court Your Lordship Yours faithfully Justice Mr. ...
11. Secretaries to the Ministers and Sir Yours faithfully The Secretary/Appointments...
Senior Government Officials
12. His/Her Worship the Mayor Your Worship Yours faithfully His/Her Worship the Mayor
13. The Judges of the High Court/ Sir Yours faithfully Justice Mr. ...
District Court and Magistrate
Court
14. Most Reverend Mahanayake Thero Most Reverend Most respectfully Most Reverend Mahanayake
Thero, Asgiriya Chapter, Siyam
Nikaya, Malwatta Chapter
15. His Eminence the Cardinal Your Eminence Most respectfully His Eminence

16. His Lordship the Arch Bishop Most Reverend Most respectfully His Lordship the Arch Bishop
Reverend ...
17. Other Religious Dignitaries Reverend Most respectfully His/Her Imperial Highness

18. His Imperial Highness the His/Her Imperial Your respectfully His/Her Majesty
Emperor/Her Imperial Highness Highness subject
the Empress
19. His/Majesty the King/Her Majesty Your Majesty Your respectfully His/Her Royal Highness
the Queen subject
20. His Royal Prince/Her Royal His/Her Royal Your respectfully Honorable
Princess Highness subject

Notes:
1. In very formal situation.
2. A Title of a Presidential Medal recipients the title should proceed the name. For an example
Deshamanaya, Deshabandu etc as stated in the ‘Presidential Warrant’.


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CHAPTER 5

SERVICE PAPERS

INTRODUCTION

1. Service papers are widely used to present facts, opinions and arguments leading to either
recommendations or decisions. Their purpose and scope may vary from a straightforward statement of
fact to the examination of a complicated problem.

2. The production of a good Service paper is a skill which develops only with constant practice.
Writers, those who have the self discipline to read and analyze the advice given in this Chapter, will be
able to write good papers and those who ignore may certainly write a poor paper.

AIM

3. The aim of this Chapter is to give guidance on writing a Service paper.

REQUIREMENT OF WRITING A SERVICE PAPER

4. The majority of officers have been accustomed, during their earlier Service to model their style
of writing an essay or magazine article. A Service paper needs to be factual, relatively flat in tone and
persuasive in style. Service papers are widely used to present facts, opinions and arguments leading to
either recommendations or decisions. The purpose and scope may vary from a straightforward
statement of a fact to the examination of an involved problem. It may be divided broadly into:

a. Those which examine a current or future problem and present a solution.

b. Those which survey and analyze past events.

LAYOUT

5. Service papers should abide by the general conventions described in Chapter 3. There are no
variations on the layout of the superscription and the subscription. The text always starts with a subject
heading and is divided by other headings as required. A format of the Service paper and a sample of
written Service paper are at Annex A and B respectively.

STAGES IN PRODUCING A SERVICE PAPER

6. Writing of a Service paper requires much thought, analysis and preparation. Several
overlapping stages in the production of a Service paper can be identified as follows:

a. Preparation.

b. Construction of a framework.

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c. Drafting the body of the paper.

d. Drafting the conclusion and recommendations.

e. Re-drafting.

f. Editing.

g. Producing the final document.

h. Distribution.

PREPARATION

7. Planning. Before starting to write a Service paper, preparation and planning are
necessary to establish the best method of presenting the subject. This will include:

a. Deciding how much time is available.

b. Defining the requirement.

c. Deciding on the aim of the paper.

d. Choosing the title.

e. Selecting the material to be included.

8. Time. The crucial factor in writing a Service paper is the availability of time. First,
decide when the paper must be presented. Second, know the other commitments and workout the
maximum time available. However, always allow for the unexpected and plan a reserve of time. As a
rough guide, the time available should be divided proportionately between the stages in Paragraph 7
and sparing some time for reserve.

9. Definition. The definition phase is the most important phase. At this stage the following
facts must be clearly established:

a. Why is the paper being written? The purpose will help to define the aim.

b. For whom the paper is being written and to what extent the reader knows the subject?
This will clarify the assumptions that can be made and the details required.

c. Does the reader have any prejudices or preconceived opinions? This will decide the
tone of the argument and indicate whether the paper must persuade the reader or simply present
the facts to him.

10. Subject Consideration. The subject of the paper must then be considered and the
following be identified:

a. What is the aim of the paper?

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b. Are there any constraints or limitations (eg finance, manpower, time etc)?

c. What is the title of the paper?

d. Is there a limit on the length of the paper?

e. What preparations must be made?

11. Aim. The aim is a clear statement of the purpose of the paper. It is expressed by a simple
verb in the infinitive and should state if any recommendations are to be made. The aim may only be
qualified by limitations imposed by the higher authority; which are usually limitations of time, space
or finance. The aim is the foundation of the paper and it is the measurement to judge the relevance of
the content. The definition and drafting of the aim is crucial. If the paper is being written on the
author’s initiative, particular care must be taken to define the aim. If the paper is being written for
someone else, the aim should be cleared with him before proceeding further. For an example, the
author may be told:

‘Let me have a paper about recruitment procedures for the Sri Lanka Army.’

The aim might be:

‘The aim of this paper is to study the recruitment procedures for the Sri Lanka Army.’

The requirement might also have included:

‘Oh, and let’s see what we can do to improve it.’

The aim might then be:

‘To examine recruitment procedures of the Sri Lanka Army and make recommendations for
the improvement.’

Planning cannot continue until the aim is clear.

12. Title. The title, sometimes called the subject heading, should be as short as possible and
accurately reflect the aim from which it should be extracted. For an example, as per the above paper, a
suitable title might be ‘Recruitment Procedures for the Sri Lanka Army’ and not just as ‘Recruitment’.

13. Selection of Material. When the aim has been defined the scope of the paper should be
clear. It should then be apparent whether further research is necessary before proceeding. Reference
material must be assembled, authorities consulted, problems defined and solutions found. Calculations
may have to be done to prove feasibility. The criteria against which each course is to be judged must
be established and these must be classified as essential or desirable. Notes should be made of what is
strictly relevant and these notes should be arranged into a logical order. Next, decide how best to
divide this material into sections. Finally, decide whether every aspect of the subject has been
considered and all the arguments weighed. Anything irrelevant should be excluded and gaps or
weaknesses must be identified and if possible rectified. If there is a word limit, the information may
have to be classified as essential (must be included) or desirable (could be included if space allows).
Thereafter the construction of a framework begins.

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CONSTRUCTION OF A FRAMEWORK

14. Composition of a Framework. A Service paper is usually based on the following

framework:

a. Introduction.

b. Aim.

c. Discussion.

d. Conclusion.

e. Recommendations.

These sections are normally used as headings in the paper except that ‘Discussion’ is replaced by one
or more headings relevant to the subject.

15. Detail Description of Framework. The detail description illustrates as:

a. Introduction. The introduction defines the problem and prepares the reader for
the statement of the aim. It may contain any or all of the following:

(1) A review of the existing situation or summary of the background against which
the paper is being written, taking into account any prior knowledge that the intended
readers are likely to possess.

(2) An explanation as to why and for whom the paper is being written.

(3) The terms of reference, if they have been issued.

(4) Assumptions about the reader’s knowledge.

(5) Assumptions that govern the subsequent argument or limit the scope of the
paper.

(6) The authorities consulted during the preparation.

(7) Any definitions necessary for the paper.

The introduction should never be overwritten. It should not preempt the discussion nor
anticipate conclusions. If it is more than 10 percent of the paper then it is too long.

b. Discussion. The discussion section contains the substance of the paper. The
paragraphs should cover all the relevant facts, opinions, arguments and proof collected during
preparation. The structure of the discussion must be planned initially down to main, group
headings and subsequently down to paragraphs. Notes should be added to clarify the contents
of each paragraph as follows:

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(1) This section must be planned in detail so that it can eventually be written in the
most direct, concise, logical and persuasive manner to achieve its aim. This section
should lead the reader persuasively along the chain of reasoning until the argument is
completed and the aim is achieved.

(2) The first step is to review the assembled material and decide on the main
headings that are appropriate. These should divide the paper into topics of roughly
equal importance. In a short paper, it is not normally necessary to have main headings;
group and paragraph headings will be sufficient.

(3) The order in which the headings are arranged, depends on how the logic of the
paper is developed. Thus the logic and the headings order are inextricably linked. In a
paper with a large amount of historical information, a chronological survey might be
appropriate. In papers which seek solutions to problems and where criteria for judgment
exist, the arguments are developed in three effective ways as follows:

(a) To consider each solution, in turn showing to what extent it meets the
criteria.

(b) To consider each criterion in turn showing to what extent each solution
meets it.

(c) To set out all the criteria and to show, to what extent each solution meets
it.

(4) In a long or complicated paper it may be helpful to start with a section which
explains how the subject is to be tackled. It may be necessary to summarize the
arguments or deductions at intervals. As an example it may be at the end of each
section.

(5) As the framework is developed it may be necessary to make further

assumptions. If these differ from the arguments presently, it may be included in the
text. If it is of fundamental importance, the introduction may have to be redrafted. More
research may be necessary as flaws or inadequacies become apparent. The logic and
framework may have to be dismantled and reassembled several times; but it is better
than bending or ignoring facts and evidence which do not fit comfortably in a
preconceived structure.

(6) As the framework is refined, the extent to which supporting details must be
included in the text will become evident. Too much of details, disrupt the development
of logic and break the flow of argument. Only the essential and comprehensive
deductions are to be retained in the argument. The corroboration, proof and details such
as statistical tables, calculations and supporting documentation, should be related to
annexes. At this stage it should be clear how much of the ‘desirable material’ can be
included and what must be excluded.

(7) Careful selection of headings is essential to produce a clear and progressive

Service paper. They should aid clarity and the communication of information by
alerting the reader to the subject matter, which is about to be read.

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c. Conclusion. The conclusion is a distillation of the whole of the discussion

section. It should contain the answers to every requirement stated in the task or terms of
reference of the paper. Therefore, it cannot be drafted until the discussion section of the paper
is completed. The following points should be noted:

(1) The conclusion must be consistent with the arguments and facts stated in the
body of the paper.

(2) As a guide, the conclusion should not be more than 20 percent of the paper.

(3) A busy reader should be able to make sense of a service paper by reading only
the introduction, aim, conclusion and recommendations.

The conclusion is somewhat akin to the selection of the best course in an appreciation, though
some of the arguments may have already been dealt within the body of the paper. It is often
helpful to summarise the main points of the arguments before stating the solution. When the
arguments in the paper show that there are conflicting views or opinions; it is essential that the
conclusion be stated impartially. The conclusion should be checked to ensure that it is
supported by proven facts, and by effective arguments. Note that the conclusion of a Service
paper does not fulfil the same purpose as that of the conclusion section of an essay. In an essay
at the summary, the threads of the discussion in the main body are drawn together to reconcile
any conflicting arguments, but in a Service paper this must be completed in the discussion
section.

d. Recommendations. The author may have been asked to make recommendations

or may decide the findings and conclusion which the author is warranted to make. However,
these are not a feature of every Service paper. But whenever it is required, it should be stated
under a separate heading. Recommendations should be clear, unambiguous and emerge
logically from the conclusion. Hence, recommendations cannot be drafted until the conclusion
has been completed. Recommendations should normally be confined to crisp statements of
action that are required to be taken.

e. Summary of Framework Construction. A completed framework starts with a

title or subject heading. The introduction, drafted in full, explains the background and leads
logically to the aim. The aim is a statement of what the author intends to achieve. The
discussion is defined by main, group and paragraph headings. A series of related topics are
grouped under each heading and amplified by notes as necessary (this will facilitate the
drafting of the paper). The logic and direction of the argument and the need for supporting
details should be cleared. Each paragraph related to the aim; if no deductions can be made from
the paragraph or it contributes nothing to the argument, it is probably superfluous. Unpalatable
facts or inconsistencies must be ruthlessly and honestly pursued and not dismissed or ignored.

DRAFTING THE BODY OF THE PAPER

16. When the framework has been thoroughly examined and is completed, the first draft of the
body of the paper can be written. This should be relatively simple since the author is familiar with the
framework and the ideas behind it.

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17. The first draft should be started when there is sufficient time to finish it and continue to draft
the conclusion and recommendations. It should not be started when frequent interruptions are likely or
when the submission is to be completed against a deadline.

18. The draft should be written as quickly as possible without a pause or interruption. Grammar,
phraseology and elegance of style are of little concern at this stage. The aim is to purge the mind of
ideas and transfer it to the paper. If the preparation and framework are sound, the text will flow easily.
If the logic is wrong, agreement is inconsistent, subject is not mastered, details are unfamiliar or
unavailable; it will be difficult to write the draft. Therefore, it is better to stop and reevaluate previous
stage, rather than continuing with little prospect of success.

DRAFTING THE CONCLUSION AND RECOMMENDATIONS

19. When the first draft is completed and the contents are thoroughly familiar, it should be set
aside. The next stage is to draft the conclusion and recommendations.

20. Drafting the conclusion requires much care since the writer must succeed in summarizing the
main points from the discussion as clearly and concisely as possible. The logical progression of the
argument must be readily apparent to the reader. There must be no doubt to understand the reasons on
the selection of most sensible options and solutions.

21. The recommendations should be drafted straightforwardly and it should follow a logical order
from the discussion to the conclusion.

RE-DRAFTING

22. When the conclusion and recommendations have been completed, a break is desirable. The
next stage is to return to the draft paper with a fresh mind. Compare the conclusion with the main body
and annotate each statement in it with the number (or numbers) of the main body paragraphs from
which it stems. Identify paragraphs which indicate illogical argument or lack of continuity by checking
of following:

a. Is everything comprehensive?

b. Does it satisfy the aim?

23. At this stage, additions or alterations can be made. The advantages of computers become
apparent.

24. The final step in re-drafting is for the author to ask someone who knows nothing of the subject
to read the draft. The open mind, the fresh intellect and honest criticism of a friend or better opponent
will expose weaknesses and errors which the author has overlooked.

EDITING

25. When the draft is completed, the process of editing must start. This can be the most time
consuming part of the exercise. Failure to do it properly and thoroughly; spoils many excellent papers.
The aim should be to reduce the paper as suitable, to polish the style, to recheck the facts for accuracy
and to choose the words most appropriate to the argument.

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26. Every sentence, every paragraph and every section must be ruthlessly appraised. Superfluous
words should be crossed out. Spelling must be checked and the meaning of words be examined. The
text must be punctuated to maintain the flow. For this, the tools are dictionary and thesaurus. A good
test is for the author to read his paper aloud; this highlights long sentences, poor expressions and
stilted prose. Annex C shows a check list for revision of Service papers.

WRITING

27. Editing the final draft produces the final paper. It should then be written neatly and legibly.
This is a clerical task and there should be no need to edit further. The paper should be read through
thoroughly at least twice to check for errors in copying and spelling. With a computer it is advisable to
print a hard copy for a final proof to read before the finished paper is printed.

EXECUTIVE SUMMARY

28. Some particularly long, detailed or complicated papers require an executive summary. This
will normally be produced by the author of the original paper but it can also be written by another’s
staff officer. An executive summary obviates the need for producing briefs on a paper by staff officers
in each of the branches to which such a paper is addressed. An executive summary is a document in its
own right; it is not merely a repetition of the aim, conclusion and recommendations of the main paper,
although all these should be included. It highlights the salient points and should include the main
strands of the supporting argument. It is intended for the most senior readership. There is no set format
for an executive summary; the length and amount of detail requirement depend upon the recipients’
knowledge and direct involvement of the subject under discussion in the paper.

DISTRIBUTION OF THE PAPER

29. The final paper is distributed to whom it is addressed and to others who are interested. A
covering letter may be needed and should include:

a. Very briefly, the reasons why the paper has been written.

b. The conclusion and recommendations as it appears in the paper.

c. Any action required by, or requested by a recipient.

d. Titles of authorities consulted, if not included in the introduction.

If an executive summary has also been written then much of the above may not be included.

30. The annexes, enclosures, distribution and notes should be listed at the end of the paper as
described under the rules and conventions in Chapter 3 of the Service writing Manual and as shown in
Annex A to this Chapter. However, if the paper is sent out as an enclosure or an annex, distribution list
to be included in the covering letter.

31. The article “Golf gives me up” by Henry Longhurst is at Annex D and this article which
describes the apprenticeship of a professional writer. It has nothing whatsoever to do with golf.

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CONCLUSION

32 The purpose of writing a Service paper is to acquaint the reader on the subject. The production
of such a paper demands much preparation, a little writing, much editing and plenty of self criticism.
The definition of the aim is the most important step. Thereafter, the selection of material and the
construction of a framework are essential preliminaries. The drafting of the discussion and the
conclusion requires much thought and care. The draft is turned into the final paper by ruthless editing
and constant critical revision. A good Service paper is the result of much thought and hard work.

Annexes:
A. Framework of a Service Paper.
B. Sample of a Service Paper.
C. Check List for Revision of Service Papers.
D. ‘GOLF GIVES ME UP’ by Henry Longhurst.

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ANNEX A TO
CHAPTER 5
FRAMEWORK OF A SERVICE PAPER
EXAMPLE 1 (1) EXAMPLE 2 (1)
SECURITY CLASSIFICATION Notes: SECURITY CLASSIFICATION
Copy No…of…copies 1. Example 1 shows a paper using main, group and
Total pages…(12) paragraph headings. Example 2 shows a paper using only group Copy No…of…copies
Total pages…(12)
Identifying Reference and paragraph headings, a layout which should be used if the
Jan 12 (2) paper is not complicated enough to need an extra tier of Originator’s Address
See Distr or single addressee May 14 headings other than the subject heading. Either layout can be …………………….
used, wherever is the clearer. It is assumed that the reader has …………………….
MOVEMENT OF LEAVE PERSONNEL TO AND FROM studied rules and conventions of Service writing.
SECURITY FORCE HEADQUARTERS JAFFNA (3) Identifying Reference
Reference: ……………… 2. If no covering letter is sent with the paper the Addressee’s Address
INTRODUCTION (4) author’s address and the distribution can be included in the …………………….
super/subscription; the date would then be shown opposite the ……………………. Date
1. (Paragraphs as required to give the last line of the address as in Example.
2. background of the paper.) ROLES OF THE ARMOURED REGIMENT (3)
AIM (4) 3. Subject heading.
References:
3. The aim of this paper is to ………………. 4. Main heading. A.
PRESENT TRANSPORTATION SYSTEM (4) B.
4. …………………………………………… 5. Group heading which can covers all paragraphs
before the next group or main heading. INTRODUCTION (5)
5. (6) …………………………………… 1. The armoured regiment was originally designed.
MOVEMENT BY AIR (5) …………………………………………………………….
6. …………………………………………… 6. Paragraph heading.
…………………………………………………………….
7. ……………………………………………
7. There may be no suitable group heading for 2. ………………………………………………….
MOVEMENT BY SEA (5) ……………………………………………………………
8. …………………………………………… Paragraph 16 to 18 in Example 1. Beware of reducing ‘COST’
to a group heading. If you did this, Paragraphs 16 to 18 would ……………………………………………………………
9. …………………………………………… AIM (5)
10. …………………………………………… be governed by the main heading ‘TECHNICAL AND 3. The aim of this paper is to ……………….
TECHNICAL AND TACTICAL PROBLEMS (4) TACTICAL PROBLEMS’, which is illogical. CHARACTERISTICS OF ARMOUR
AIR MOVEMENT (5) 8. Subparagraphs may be given headings. 4. Firepower. (6) …………………………
11. Capacity. (6) 5. Mobility. (6) …………………………
……………………… 9. After much discussion under one main heading it is
12. Threat. (6) ……………………… 6. Protection. (6) …………………………
sometimes convenient to make a summary of the salient points
NAVAL MOVEMENT (5) ……………………… under that heading before going on. Paragraph 26 would here 7. Flexibility. (6) …………………………
13. Capacity. (6) summarize Paragraphs 18 to 25. OFFENSIVE ROLES
……………………… (5)
14. Time. (6) ……………………… 8. In cooperation with other arms the armoured
10. A Service paper is normally signed by the author. regiment will share the task of:
15. Threat. (6) ……………………… (8) a. Breaking through the enemy’s defences.
COST (4)(7) 11. Form depends on security classification. b. The destruction battle within
………………………………………………..
16. Naval. (6) ………………………………… 12. Normal rules for vertical and horizontal spacing 9. ………………………………………………..
17. Air. (6) …………………………..…….. 10. ………………………………………………..
apply; examples on this page have been condensed to save
18. (6) ……………………………………………………….. Page Number (11)
space.
Page Number (11) SECURITY CLASSIFICATION
SECUIRTY CLASSIFICATION

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EXAMPLE 1(continued) (2) EXAMPLE 1(continued) (3) EXAMPLE 2 (continued) (2)

SECURITY CLASSIFICATION SECURITY CLASSIFICATION SECURITY CLASSIFICATION
DEFENSIVE ROLES (5)
TRANSIT REQUIREMENTS (4) SUMMARY (4)
12. ………………………………………………….
IN COLOMBO (5) 31. …………………………………………………. 13. ………………………………………………….
32. ………………………………………………….
19. (Reference to table at Annex A.) a. ………… …………………………....... INDEPENDENT TASKS
20. …………………………………………………. b. ……………………………………........ 14. ………………………………………………….
21. …………………………………………………. 15. ………………………………………………….
22. …………………………………………………. RECOMMENDATION(S) (4)
SUMMARY (5)
IN PALALY 33. ………………………………………………….
16. The full power of the armoured regiment only.
23. (Reference to table at Annex A.) a. …………………………......………….. 17. The main roles are:
24. …………………………………………………. b. ………………………………......…….. a. (8) ………………………….....
25. (6) ……………………………………….. c. ………………………………......…….. b. ……………………………….......……..
26. (6) ……………………………………….. 18. In the battle groups ………………………..…..
19. ……………………………………………….….
SUMMARY (9)
27. (Reference to table at Annex A.) R GUNASEKARA RECOMMENDATION(S) (5)
Lt Col
COMPARISON OF NAVAL AND AIR MOVEMENT GSO 1 (OPS) (10) 20. The roles of the armoured regiment should be varied
28. ………………………………………………….. …………………………………………………..
29. ………………………………………………….. Annex:
a. Time. (8) ……………….. A. Personnel available for movement at Palaly and
b. Capacity. (8) ……………….. Colombo during a calendar month. IMM INDUNIL
c. Threat. (8) ……………….. Maj
30. ………………………………………………….. Distr: (2) GSO 2 (OPS) (10)

Annex:
A. Equipment Table.

Distr: (2)

Page Number (11) Page Number (11) Page Number (11)

SECURITY CLASSIFICATION SECURITY CLASSIFICATION SECURITY CLASSIFICATION

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ANNEX B TO
CHAPTER 5

SAMPLE OF A SERVICE PAPER

PROS AND CONS OF GLOBALIZATION

INTRODUCTION

1. Globalization is one of the most charged issues of the day. It is everywhere in

public discourse in TV sound bites and slogans on placards, in web sites and learned
journals, in parliaments, corporate boardrooms and labour meeting halls. Extreme
opponents charge it with impoverishing the world’s poor, enriching the rich and
devastating the environment, while fervent supporters see it as a high speed elevator
to universal peace and prosperity.1

2. The mystic word ‘Globalization’ means different things to different people. In

practical terms globalization integrates countries of the world under one umbrella.
The information and communication revolution has brought countries and people
much closer then ever before in human history. People are able to speak to each other
across countries and continents with unprecedented ease. International travel has
become easier and more affordable. This very interaction has also created
opportunities and pitfalls.2

3. In spite of the wide usage and the intensive debate that is now underway, there
is no precise or widely accepted definition of globalization. Globalization can be
summarized as the global circulation of goods, services and capital, but also of
information, ideas and people. It has shaped all of the 20th century, albeit with large
cyclical variations, and has become an increasingly visible force in recent decades.

4. Contrary to usual expectation, there are sharply divided views on the benefits
that ‘globalization’ has brought to developing countries and the poor. One view is that
globalization has “left out” most developing countries because they have been unable
to reap its benefits. Another, contrasting view (often advanced together with the
former observation) is that there has been “too much” globalization and that this has
been detrimental to the poor.3 Some view it as a process that is beneficial a key to
future world economic development and also inevitable and irreversible. Others
regard it with hostility, even fear, believing that it increases inequality within and
between nations, threatens employment and living standards and thwarts social
progress.4 Therefore, it is necessary to look back these processes and see what is the
distribution of costs and benefits of globalization.

1
World Bank, Economic Policy Group. ‘Assessing Globalization’, World Bank Fact Sheets. Washington D.C: April
2000, p.1.
2
T Ali Dr. Globalization & Private Financial Flows: The Dilemma for Developing Countries. (Dhaka: draft paper
presented at workshop organised by Strategic Institute, May 1999).
3
Bibek Debroy. Challenges of Globalization (ed). Delhi: Konark Publishers Ltd, 1998, p.22.
4
International Monetary Fund (IMF) Research Staff. ‘Globalization: Threat or Opportunity?’, IMF: Issues Briefs for
2001. Washington DC, April 2000, p.2.

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5. In this backdrop, the paper at the outset will discuss the very concept of the
Globalization. Thereafter, an assessment of the globalization process will be made to
visualise its ongoing effect. Finally, the paper will discuss some policy options to
make the ongoing globalization process more meaningful. Although, in greater
perspective, the globalization has a wider connotation, the paper will dwell mainly on
the economical aspects of the globalization.

AIM

6. The aim of this paper is to evaluate the ongoing globalization process of the
world economy and to examine policy options to reap maximum benefits out of it.

CONCEPT OF GLOBALIZATION

ORIGINS AND FOUNDATIONS

7. Like the rise of market, the origin of globalization is impossible to date or to

locate, although it undoubtedly lies in the past and in many places. Thus the historical
study of globalization should begin from ‘The Ages of Discovery’.5 The
Mediterranean civilization before the fifth century AD made considerable progress in
that prerequisite of globalization, discovery. Their world included the overland ‘silk
route’, the ‘amber route’ and the ‘spice route’ etc, which were impeded by pirates,
taxes and expensive communications.

8. There was a similar phase of globalization, which began a century earlier,

circa 1870, and gathered momentum until 1914 when it came to an abrupt end due to
the onslaught of the WWI.6 However, the 19th century style of globalization in some
way resumed after 1945. The Bretton Woods institutions, the World Bank (WB), the
International Monetary Fund (IMF) and the General Agreement on Tariffs and Trade
(GATT) were a new framework for international economic relations.7 But, the term
has actually come into common usage since the 1980s8, reflecting technological
advances that have made it easier and quicker to complete international transactions to
an extension beyond national borders, however to the same market forces that have
operated for centuries at all levels of human economic activity village markets, urban
industries, or financial centres9.

THE MODERN PERCEPTION

9. A significant difference between globalization today and the expansion of

global trade in the Victorian era is modern Information Technology (IT), which has

5
James Foreman-Peck. Historical Foundation of Globalization. UK: Edward Elgar, 1998, pp. xiii- xiv.
6
Bibek. loc. cit.
7
James. op.cit., pp. xv - xxiv.
8
IMF: Issues Briefs for 2001. loc.cit.
9
J A Cliffe. ‘ Globalization: Implication for International Security’, Seaford House Paper. London: 1998, p. 155.

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allowed the natural barriers of time and geography to all but disappear. Today, the
term ‘globalization’ is used to describe a plethora of issues that have global
implications, such as population growth, environmental damage and the spread of
diseases. The ideals embodied in globalization were summed up by Czechoslovak
President Vaclav Havek as “The revolutionary change, which will enable us to escape
from the bipolar view of the world, and to enter at last into an era in which all of us
large and small former slaves and former masters will be able to create what the
President Lincoln called ‘the family of man’”. 10

10. Definition. In spite of the wide usage and the intensive debate that is
now underway, there is no precise or widely accepted definition of globalization.
According to Dicken11, “Globalization is an advanced and complex form of
internationalisation which implies a degree of functional integration between
internationally dispersed economic activities”. According to economic definition
given by Marjan Svetlicic12, globalization is “a microeconomic process driven by
economic forces, reducing economic distances between nations and economic
sovereignty by the accelerated movement across national and regional barriers of
commercial goods”. Globalization thus can be summarized as the global circulation of
goods, services and capital, but also of information, ideas and people. For most
commentators, however globalization is largely an economic phenomenon13, which
entails the interaction of national economies through cross border flows of trade,
investment and financial capital, technology and people. Inherent in this process is the
ascendancy of free trade and market forces over interventionist policies.

11. Manifestation. Globalization, thus manifested in the world economical

environment in the following ways:14

a. Markets. It means free access to all the markets in the world

without any physical (quota) or fiscal (tariff) or any other government
restriction.

b. Products. Globally standardized products would be marketed

all over the world. This would also imply marketing of “lead” products in a
region taking care of dominant needs of that region.

c. Resources. These are raw materials, finance and technology.

Free access to quality raw materials, latest technology and cheap finance are
important characteristics of this process.

d. Management/Entrepreneurship. Free mobility of managerial

personnel and entrepreneurs would result into mergers, takeovers and
structural regroupings in countries across the globe.

12. Indicators. Contextually, globalization promise unfettered flow of

capital and investment throughout the globe. It also promises speedy transfer and
10
Czechoslovak President Vaclav Havek, in a speech before the U.S. congress on February 21, 1990.
11
Dicken Peter. Global Shift: The Internationalisation of Economic Activities. New York: The Guilfield Press, 1992, p.3.
12
Marjan Svetlicic . ‘Challenges of Globalization and Rationalisation in the World Economy’, Global Society. vol 10,
no 2, 1996, p. 107.
13
Boutrous – Ghali, B. “Global Leadership After the Cold War”, Foreign Affairs, Issue 75-2, 1996, pp. 86-98.
14
Atmanand Dr. Globalization and Dimensions of Management in India. Delhi: Shipra Publications, 1997, p.1.

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diffusion of technology. The following phenomenons are generally considered as the

principal indication of globalization:15

a. Extremely rapid growth in international financial transaction.

b. Rapid growth in trade, especially among transactional firms.

c. Rapid growth in FDI, especially by multinational corporations.

d. Decline in market segmentation, the emergence of global markets.

e. Global diffusion of technology and ideas via global transportation and

communication system.

ASSESSING GLOBALIZATION

PROCESS OF GLOBAL INTEGRATION

13. Prime essence of globalization process is the integration of the world trade and
financial market. But just how far have developing countries been involved in this
integration? The evidence suggests that developing countries are becoming more
integrated with the global economy and that the pace has accelerated over the past
decade. But except for the successful East Asian economies, the level and pace of
their integration has until recently lagged that of the developed countries.16 Moreover,
progress on integration has been uneven between developing countries, in trade and
international finance and more recently in terms of information technology. Each of
these integration facets thus calls for a closer investigation.

14. International Trade. Developing countries as a whole have increased

their share of world trade from 19 percent in 1971 to 29 percent in 1999.17 But, this
aspect had great variation among the major regions. For instance, the newly
industrialized economies (NIEs) of Asia have done well, while Africa as a whole has
fared poorly. A triad of global trade focused on Europe, East Asia, and North America
and the exchange among these regions. More than one fifth of world trade occurs
among Europeans states another 30 percent between these European State and North
America, Asia and the rest of the world.18 The composition of what countries export is
also important. The strongest rise by far has been in the export of manufactured
goods. The share of primary commodities in world exports, such as food and raw
materials that are often produced by the poorest countries has declined.19 The great
variation in international trade among the major regions can be seen from the Graph I
below:

15
Thomas Lairson. International Political Economy. Florida: Harcourt Brace & Co, 1997, p. 96.
16
World Bank. ‘Poverty in an Age of Globalization’, Policy Research Paper . Washington D.C: October 2000, p.2.
17
IMF: Issues Briefs for 2001. op.cit., p.3.
18
Thomas, op. cit., p. 110.
19
Ibid.

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10
9.1
9
8 7.5

7
6
6
5
3.9
4 3.5
3
3 2.5 2.5

2 1.6 1.4
1.2
0.7 0.8
1 0.4 0.5
0
Middle East Africa China Asia Asian New
Economies

1971 1991 1999

Graph I: Trade Shares: Developing, Newly Industrial Asian Countries1

(Note: Exclude oil exporting countries, Asia – Exclude China, New Economy – Hong Kong SAR, Korea,
Singapore, Taiwan)

15. Financial Flow. Financial flows to developing countries in the recent

years have grown dramatically. In 1986 foreign exchange trading was 25 times the
level of world trade; by 1995 it had expanded to a level that was 81 times the level of
trade.20 Besides this, there is a sharp growth of foreign exchange trading relative to
the reserves of foreign exchange held by states. Graph II below shows the increasing
ratio of daily foreign exchange trading to world exports of the recent years. However,
such growth in financial flows to developing countries remain concentrated within
fifteen emerging market countries, mainly in East Asia, Latin America and Europe,
accounted for 83 percent of all net long term private capital flows to developing
countries in 1997. Sub Saharan Africa as a whole received only two percent of the
total.21

20
Thomas. Op.cit.,p.102.
21
World Bank. Policy Research Paper. loc. cit.

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Daily Trading $200 billion $663 billion $967 billion $1.3 trillion

Exports(year) $2.0 trillion $2.9 trillion $3.65 trillion $4.1trillion

Graph II: Ratio of Daily Foreign Exchange Trading to World Exports (1986 – 1995) 22

16. Foreign Direct Investment (FDI). In recent years, overall world FDI
flows more than tripled between 1988 and 1998, from US$192 billion to US$610
billion.23 FDI indicator has grown more rapidly than the international trade growth. In
the 1960s FDI grew twice as fast as GDP, in the 1980s FDI grew four times as fast as
GDP.24 Another indicator of the role of FDI in globalization is the increasing
proportion that is geographically dispersed. Table 125 shows that much of the growth
of the FDI inflows to developing states is towards China and Asia, which now receive
more than the USA. However, study26 on the recent years also shows that both
portfolio investment and bank credit although rose but they have been more volatile,
falling sharply in the wake of the financial crises of the late 1990s and have also been
restricted to a narrower range of ‘emerging market’ countries. A detail statistics of
global pattern of Foreign Direct Investment (FDI) is shown in Annex A.

TABLE 1 : CHANGING DIRECTION OF FDI FLOWS

Year Developed State

Developing State
1982 – 1986 80%
20%
1994 60%
40%
2010 (Estimate) 50%
50%

Note: Percentages are for amount of FDI directed toward this area.

22
Source : The Economist, October 7, 1995.
23
World Bank, Fact Sheet. loc. cit.
24
Julius De Anne. Global Companies and Public Policy. London: Pinter Publisher, 1990, p.6.
25
Source : The Economist. April 22, 1995, p.7.
26
IMF. ‘Direction of Trade’, World Economic Data Base. Washington D.C., May 2000.

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17. Information Technology. Rapid technological change and global

connectivity has generated an information and knowledge gap between countries, the
so called ‘digital divide’. About half of the world’s population has never made a
phone call, while Africa has only two percent of the world’s telephone mainlines.
Only 2.4 percent of the world populations are users of the Internet, almost all of
whom are concentrated in the developed countries. Roughly 90 percent of Internet
host computers are located in high income countries that account for only 16 percent
of world population.27 Overcoming this digital divide is going to be a key challenge
for developing countries in the coming years.

EFFECT ON POVERTY

18. Poverty Trend. The share of the population in poverty in recent years
has declined for developing countries as a whole (from 28.3 percent in 1987 to 24
percent in 1998 based on $1/day and from 61 percent in 1987 to 56 percent in 1998
based on $2/day) and in all developing regions except Sub Saharan Africa and Eastern
Europe and Central Asia.28 However, in spite of this broad based progress, more than
40 developing countries with 400 million people have had negative or close to zero
per capita income growth over the past thirty years. The absolute numbers of poor
have continued to increase in all regions except East Asia and the Middle East.
Overall, despite impressive growth performance in many large developing countries,
absolute poverty worldwide is still increasing.29 A detail statistics on the poverty trend
of the recent years is shown in Annex B.

19. Role of Globalization. Globalization has played an important catalytic

role in reducing poverty in developing countries through its impact on growth. More
open economies, and those who have been more successful in accelerating their pace
of integration, have recorded the best growth performance, whereas developing
countries with inward oriented policies have suffered from poor growth rates. A
recent study estimates that an increase in the ratio of trade to GDP by one percent
raises the level of income by one half to two percent.30 Thus, by stimulating higher
growth, integration can pose a strong positive impact on poverty reduction.

EFFECT ON INEQUALITY

20. Trends in Inequality. Trends in global inequality depend on changes in

inequality between and within countries. The distribution of per-capita income
between countries has become more unequal in recent decades. For example, in 1960
the average per capita GDP in the richest 20 countries in the world was 15 times that
of the poorest 20. Today this gap has widened to 30 times, since rich countries have
on average grown faster than poor ones. Indeed, per capita incomes in the poorest 20

27
Ibid.
28
World Bank. Fact Sheet, Part 2. op.cit., p.1.
29
World Bank. Policy Research Paper. op.cit., p. 3.
30
Frankel and Romer, ‘Does Trade Growth Cause Growth?’, American Economic Review. June, 1999.

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countries have hardly changed since 1960, and have fallen in several.31 The inequality
trend is shown in the Graph III32 below:

Per Capita GDP in $

16000 1995
Richest 20
12000 Countries

8000
1960
4000
Poorest 20
0 Countries

Graph III : Gap Between Richest and Poorest Countries (1960-1995)

21. Role of Globalization. There is compelling evidence that increased

openness to trade and investment has played an important facilitating role in
accelerating growth and poverty reduction in an increasing number of developing
countries, and hence in reducing overall global inequality. Conversely, lack of
openness increases inequality between countries since closed developing economies
have performed much more poorly than more open ones. Graph IV below shows that
while rich countries have on average grown faster than poor ones, poor countries that
are open to trade have grown slightly faster than rich ones, and a lot faster than poor,
closed countries.

2.20%
2%
2%
1.20%

1%

0%
Rich Country Poor Open Country Poor Closed
Country

Growth (1960 - 1995)

Graph IV: Growth Rate Comparison : Rich, Poor Open and Poor Closed Countries33

31
World Bank. Policy Research Paper. op. cit., p.4.
32
Source : World Bank Staff Estimates, October 2000.

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EFFECT ON WORKER INTERESTS

22. Anxiety about globalization also exists in advanced economies. How real is
the perceived threat that competition from ‘low wage economies’ displaces workers
from high-wage jobs and decreases the demand for less skilled workers. There are
concerns, although with no systematic evidence, about greater instability in earnings
and duration of employment, reflected in the antipathy towards globalization amongst
labour unions in both developed and developing countries.34 The heightened sense of
insecurity also reflects the sheer speed of change and the pressure to acquire new
skills which is associated with the global spread of technical change.

EFFECT ON NATIONAL SOVEREIGNTY IN ECONOMIC POLICY MAKING

23. Globalization has reduced the autonomy of the nation state in matters
economic, if not political.35 In global world, it is not the individual state that dictates
the global economy’s rules. Instead, International Non Governmental Organisations
(INGOs) such as IMF, World Bank and WTO are being given increasing authority
over how the global market should operate36. It is now much more difficult for states
to initiate economic expansion via monetary and fiscal policy. There is also
tremendous pressure on states to make their territory more attractive to Multinational
Corporations (MNCs) for production and investment. However, in positive sense,
globalization does not reduce national sovereignty in true sense; it does create a strong
incentive for governments to pursue sound economic policies.

TO MAKE THE GLOBALIZATION A TRUE GLOBALIZED ONE

24. Notwithstanding the positive impact of globalization on growth and poverty, if

the trends of the past decade are extrapolated forward, inequalities between and
within many countries will likely increase and many of the international development
goals set by the international community for poverty reduction will not be achieved.
Thus, to face the challenges of globalization a new dynamic and comprehensive
policy options are the call of the new century.

POLICY REFORMATION FOR DEVELOPMENT AT COUNTRY LEVEL

25. Policies at the country level remain key for development even in an age of
globalization. Assessment of development experience suggests several lessons for a
more pro-poor development strategy at the country level, Components of such a
package might include:37

33
Source: Ades, Alberto F. and Edward L. Glaeser. ‘Evidence on Growth, Increasing Returns and the Extent of the
Market’, Quarterly Journal of Economics, Vol 114(3), 1999, pp.1025-46.
34
IMF: Issues Briefs for 2001. op.cit., p.9.
35
Bibek. op.cit., p.33.
36
Cliffe. Op.cit., p. 156.
37
IMF: Issues Briefs for 2001. op.cit., pp. 7-8.

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a. Macroeconomic stability to create the right conditions for investment

and saving.

b. Outward oriented policies to promote efficiency through increased

trade and investment.

c. Structural reform to encourage domestic competition.

d. Strong institutions and an effective government to foster good

governance.

e. Education, training, and research and development to promote

productivity.

f. External debt management to ensure adequate resources for sustainable

development.

26. Good governance and institutions have a crucial role in these processes.
Governments should provide or foster the institutions, which make markets, work
efficiently, thereby promoting entrepreneurship, competition and a positive
investment climate. With weak institutions, poor governance and unsound policies,
market reforms can go badly away with great costs, particularly for the poor.

GLOBAL COLLECTIVE ACTION

27. Development process also necessitates global collective action because it is a

global public good. Societies everywhere gain from collective development,
especially in a global world, not just because of the moral imperative, but also for the
negative externalities associated with underdevelopment and poverty such as conflict
and violence, the spread of communicable diseases, illegal immigration and pressures
on the environment. The following are the most critical areas where global collective
action is needed to complement and reinforce country based efforts on sustained
development of a global world:38

a. Remove Trade Barriers. Elimination of barriers by industrial

countries and emerging markets in some key areas (agriculture, labour
intensive manufactures and services) can bring large benefits to the poor in
developing countries. Beyond removal of barriers, preferential access could
help accelerate integration of the least developed at little cost to industrialized
countries at large. Capacity building to support policy formulation and
implementation, including for trade negotiations, also remain critical for these
countries.

b. Debt Relief and Financial Support. A first priority is

elimination of the debt overhanging of the poorest heavily indebted countries
through concerted support for the HIPC initiative. But accelerated progress

38
The theme of this prescription to face the challenges of Globalization is based on the issue directives of World Bank
and IMF research studies.

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will also require more and better targeted financial support for poverty
reduction in both low and middle income countries. Poverty cannot be fought
effectively at the global level if the approach to foreign assistance is based on
an oversimplified dichotomy of the very poor countries getting grants or
confessional assistance and other countries relying solely on financial markets.
Global collective action is needed to support poverty reduction in both low
and middle income countries, even if the strongest and most focused support is
for the poorest countries. Different degrees of concessions therefore, constitute
a better response to the geographic incidence and political economy of poverty
reduction.

c. Large Benefits for Poor Farmers. There are number of critical

areas from the perspective of poverty reduction and the inclusion of the least
developed countries in the benefits of globalization. These include:
communicable disease control, including tackling the HIV/AIDS pandemic as
well as malaria, tuberculosis and childhood disease that together account for
60 percent of the global disease burden, protecting the global environment,
information and knowledge sharing, including establishing the infrastructure
and software capabilities needed in the poorest countries and agricultural
research in semi-arid conditions with large benefits for poor farmers in many
of the poorest countries.

d. Encourage Investment in Least Developed Countries. Adequate

encouragement, support and incentive to be provided to the investors to
encourage investment in least developed countries. By encouraging flows of
private capital to the lower income countries, particularly foreign direct
investment, countries would reap its twin benefits of steady financial flows and
technology transfer.

e. Reduce the Likelihood of Financial Crisis. Poorer countries,

and especially the least developed, remain dependent on the sustained growth
of demand in emerging market countries. Developing countries also remain
more vulnerable to shocks in the global economy. There is a continued need
therefore for careful international policy coordination, and for efforts to
strengthen the international financial architecture so as to reduce volatility and
manage financial crises better when they occur.

f. Better Conflict Prevention and Resolution Meetings. Wars and

civil conflict remain a major factor holding back several of the poorest
countries. Better conflict prevention and resolution mechanisms can have huge
payoffs in reducing human suffering and deprivation in which the poor suffer
the most. It will always be very costly for the international community to pay
for military intervention to stop or contain a conflict. Large financial resources
and many human lives could be saved if global collective action could help
prevent conflict by appropriate and timely measures focusing on good
governance and poverty reduction.

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CONCLUSION

28. Globalization is not a new phenomenon. Economic globalization is a historical

process, the result of human innovation and technological progress. It refers to the
increasing integration of economies around the world, particularly through trade and
financial flows. The term has come into common usage since 1980s, reflecting
technological advances that have made it easier and quicker to complete international
transactions. It offers greater opportunity for people to tap into more and larger
markets around the world. It means that they can have access to more capital flows,
technology, cheaper imports, and larger export markets.

29. Globalization offers extensive opportunities for truly worldwide development

but it is not progressing evenly. Observations on the global trade, financial flow, FDI
and IT reveal that some countries are becoming integrated into the global economy
more quickly than others. Countries that have been able to integrate are seeing faster
growth and reduced poverty.

30. As globalization has progressed, living conditions have improved significantly

in virtually all countries. However, the strongest gains have been made by the
advanced countries and only some of the developing countries. The low income
countries have not been able to integrate with the global economy as quickly as
others, partly because of their chosen policies and partly because of factors outside
their control. The income gap between high income and low income countries has
grown wider is a matter for concern and the number of the world’s citizens in abject
poverty is deeply disturbing. Globalization also directs decrease in demand for less
skilled workers and consequential job displacement to a certain degree. Globalization
has reduced the national absolute decision making process on financial matter and
often pose tremendous pressure on many internal polices.

31. But it is wrong to jump to the conclusion that globalization has caused the
divergence, or that nothing can be done to improve the situation. No country, least of
all the poorest, can afford to remain isolated from the world economy. Every country
should seek to reduce poverty. The international community should endeavour by
strengthening the international financial system, through trade and through aid to help
the poorest countries integrate into the world economy, grow more rapidly, and
reduce poverty. That is the way to ensure all people in all countries have access to the
benefits of globalization.

JCFernando
JC FERNANDO GR
Capt
GSO 3 (Trg)

Distribution:
The Commandant, Defence Services Command and Staff College

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ANNEX C TO
CHAPTER 5

CHECK LIST FOR REVISION OF SERVICE PAPERS

After constructing the first draft of the written Service paper, it is wise to re-examine
it critically. In particular, following would be the points to be considered:

1. Has the aim been stated clearly and concisely?

2. Has the aim been kept in mind throughout?

3. Does the title describe the paper appropriately and briefly?

4. Have all the relevant aspects of the subject been covered? Is it at the
correct level?

5. Has all the relevant material been included? Is there any repetition?

6. Have all the factors been given the correct emphasis and looked at
dispassionately?

7. Are all the facts accurate and are they in the best order?

8. Are the arguments convincing and easy to follow without making the
reader turn back and read passages again?

9. Are all the requirements of the term of reference answered in the

conclusion?

10. Is the conclusion based on the main lines of argument in the main body
of the paper?

11 Do the recommendations follow logically from the conclusion?

12. Can the English be improved? Can it be understood at first reading?

13. Are the paragraphs properly numbered and the headings correctly
written and positioned?

14. Can anything be deleted without detriment to the sense or arguments?

15. Is the whole paper concise, logical and complete?

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ANNEX D TO
CHAPTER 5

GOLF GIVES ME UP
BY HENRY LONGHURST

When the war was over I took up once more with the Sunday Times and in the end it became
the main work of my life. Perhaps the best thing that could happen to any writer was the
shortage of paper during the years immediately following the war. Indeed, it was this more
than anything that made me try to become a “real” writer at all. Previously it had been a
question of stretching it out to 1200 words or so. Now it was a case of saying what you had to
say in 400. “Taken by and large”, one might once have written, “it may well be that Oxford
will prove to have a slight advantage if the wind blows and this would be good for filling out
three or four lines. Now one was forced to learn better. ‘Taken by and large’, whatever it
might mean and, come to think of it, what does it mean? could go for a start and so could “it
may well be” further pruning then reduced it to “Oxford seems better in the wind” and then,
as there might be no wind anyway. Why not leave it out altogether? Every line counted, even
saving half a dozen letters, as in “try” for ‘Endeavour’, and any bureaucratic type of verbiage
and jargon automatically went by the board. The prime example remains, perhaps,
“accommodation unit” for “home”, which Churchill so splendidly shot down with
accommodation unit, sweet “accommodation unit”, but I do not think I should ever have been
guilty of that. I took to reading the great man with care, for the writing rather than the
substance, especially “My Early Life”, which became a constant traveling companion to be
read half aloud in aeroplanes. One came to realize that when he wrote: “Short words are the
best and the old words, when short, are the best of all”, not only was he right but he was also
making life infinitely easier for anyone who was trying to write decent, clean English. This is
a point which I gratefully try to rub in when occasionally invited to present the prizes at a
school and therefore to “oblige with a few words”. I soon came to realize that, like the
sentence I have just quoted, nearly all the memorable Churchill “quotations” are wholly or
mainly monosyllabic. “Never in the whole field of human conflict has so much been owed by
so many to so few.”... “Blood, toil, tears and sweat” ... “Give us the tools and we will” finish
the job.”... “What kind of a people do they think we are?” Of Lord Jellicoe he wrote: “He was
the only man on either side who could lose the war in an afternoon”. Perhaps my favourite,
though not of course so well known, has 44 words every one of which is a monosyllable,
except four of two syllables and one short one of three. It concerned Lord Charles Beresford,
of whom Churchill said, “He was one of those orators who, before they get up, do not know
what they are going to say; when they are speaking, do not know what they are saying; and
when they have sat down, do not know what they have said.” A notable example of plain,
pungent English and a great encouragement to the aspiring essayist, who tends to think that to
write well you must inflict the reader with long words and purple passages.

Thus economy of words became quite an art in itself and I am sure that it improved the
writing of all upon whom it was forced. I myself came to enjoy this constant lonely battle
with words, lonely because no one can help you.

You can have 10 secretaries, electric typewriters, pens, pencils, pencil-sharpeners, rubber
bands, peace and quiet, anything you fancy, and at the end of it all you are still faced with a
blank sheet of paper which you alone can fill and, having done so, have got to admit it was

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the best you can do. The artist with his blank canvas has at least got something to paint.
Another great writer of English, as I see it, is P G Wodehouse, and from him I learnt tow
things, one of them particularly comforting; namely that to write well you did not have to
write on a serious subject. So there was no reason why I should not try hard just because I
only did little pieces about golf. The other was that good writing “flaws”. In other words you
may well have the right words but not have them in the right order. Although it is poetry, not
prose, the classic example is, of course, “The ploughman homeward, plods his weary way”.

There are, 1 believe, dozens of orders in which the words can be put - but only one right one.
However trivial or hilarious the subject, Wodehouse’s writing always flows. He used to go
over it again and again until it emerged as though he had just tossed it lightly off the pen.

I also came to think of writing as resembling a steak-and-kidney pudding, which however

fine the ingredients, is useless without a dash of salt and mustard, and it seems to me that it
may be lack of this salt and mustard which makes the leading articles in the “heavy”
newspapers so sparsely read and practically never quoted. It was this that brought home to me
with sudden clarity the blinding but obvious fact that, if it isn’t readable,’ people won’t read it
at any rate those who, like the newspaper readers, don’t have to. Instinctively I tried to live up
to one of my heroes, the Rev Sydney Smith, who said, “I think I never wrote anything very
dull in my life”. He was amusing enough company, incidentally, to have caused the great Mrs
Sarah Siddons to fall off her chair at dinner with laughing. 1 have written one or two very
dull things and learnt from bitter experience that people will pass one dull paragraph and will
probably pass a second but with the third you have lost them. I spent two years of my life
battling with a book for British Petroleum and on the first interview said to the then
Chairman, the late Sir Neville Gass, one of the nicest and gentlest men who ever drew breath,
“Do you want people actually to read this book?” - ‘bearing in mind that most company
histories are distributed to the right quarters but not in fact read. “Oh yes,” he said, “we
certainly do.” Would he agree, then, before we started, that, if it were not readable, people
would not read it? Thus it was most amicably agreed and I set out to render readable what
turned out to be in many parts a thrilling story. Alas, when the galley proofs came back, rats
in the office had been at the manuscript. I restored my version and sent it back, the rats must
have got at it again, and so the tug of war went on. I mostly won in the end but I mention it
largely as an excuse to quote as fine a piece of execrable jargon as ever came my way. I
found in a galley proof, proposed to be published under my name, the words: “It was then
decided that the time was ripe for construction to be commenced.” And I had written, “They
decided to begin”. I felt sure that Churchill himself would have been on my side!

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CHAPTER 6

BRIEFS

INTRODUCTION

1. Senior officers often rely on briefs to acquaint themselves with a subject.

There are few definite rules governing the writing of a brief. Each senior officer will
require briefs to be prepared in a different way. This fact, as well as the widely
varying subjects on which briefs are required, leads to considerable flexibility in the
form in which they are produced. The one constant fact in this imprecise art is that
care and thought must be taken in the preparation of all briefs if it is to achieve its
aim. There are two ways of presenting a brief, which is either by writing or orally.

AIM

2. The aim of this Chapter is to give guidance on producing brief on a selected

subject.

PURPOSE OF A BRIEF

3. A brief has two purposes:

a. To impart information.

b. To present facts in a manner which can be assimilated quickly and

easily, thus saving time for the reader/listener.

CHARACTERISTICS

4. A brief may be presented orally, in writing, or by a combination of both.

Whichever method is employed, it must:

a. Be as short as possible.

b. Be accurate.

c. Draw attention to the salient points.

d. Be impartial.

e. Where necessary:

(1) Provide constructive criticism and suggest alternative solutions.

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(2) Offer positive advice on the approach to a problem and explain

the logic behind the recommendations.

(3) A brief should attempt to define any controversial points, which

may arise. Information necessary to uphold an argument should be
included. Answers should be provided to any questions which are
likely to be asked and give a ‘line to take’ on controversial issues.

(4) The consulted departments/authorities should be included in the

brief.

TYPES OF BRIEFS

5. In addition to written briefs, there are many other briefs in which that are
categorized in to different types as shown in Annex A.

WRITTEN BRIEFS

6. A staff officer is expected to write many briefs. A brief must be clear, concise,
accurate and impartial thus saving the reader’s time. A good brief, like a well cut suit,
must be tailored to fit the requirement of the individual for whom it is written and the
circumstances in which it will be used.

GENERAL LAYOUT AND CONVENTIONS

7. Briefs conform to the general conventions and layout that is described in

Chapter 3. An example is at Annex B to this Chapter. There are two significant
variations:

a. There is a vertical line at least 40 mm in manuscript or one inch if

typed from the right margin extending from the first to the last line of the text
on every page. This margin is used to draw attention to accompanying
documents, using the conventions explained in Paragraphs 8 and 9 of this
Chapter for the addressees to make notes.

b. The accompanying documents are not listed as annexes or enclosures

but as ‘Flags’. Flags are listed in the subscription using the conventions
explained in Paragraphs 9 and 10 of this Chapter.

FRAMEWORK

8. The framework of a brief is flexible and depends on the desire of the officer
for whom it is prepared. The author should follow the rules below:

a. The text of the brief is to conform to the rules of non operational

writing.
b. Main, group and paragraph headings should be used and in a simple

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brief, main headings may not require.

c. Sentences should be short and crisp.

d. Complicated brief should have an aim and may require a short

summary instead of a formal conclusion.

e. When the subject requires a decision to be made or action to be taken,

the brief is to end with an appropriate recommendation.

FLAGGING

9. Flags and side flags are used to refer the details of the material under a brief. It
is essential to understand the difference between flags and side flags:
a. Flags. A flag is used to identify a complete document attached
to a brief. This could be a self contained extract from a longer document such
as a part, section or chapter.

b. Side Flags. A side flag is used to identify a specific passage

within a document which has already been referred to, by a flag.

10. Rules. Practical rules for flags and side flags are:

a. Flags and Side Flags:

(1) Should be visible when reading the brief.

(2) Should not stick out that they get easily torn or crumple.

(3) Should not obscure each other.

(4) Should not obscure any writing in the document to which they
are attached.

(5) Are to be mentioned in the margin drawn for the purpose down
the right hand side of the brief thus:

A full statement is at ……………………………………… Flag A

(6) Should be listed at the end of the brief as illustrated at

Annex B.

b. Flags. Methods of giving letters of flags are:

(1) Each paper, document, letter, pamphlet, book or self-contained

extracts attached to the brief should require a flag.

(2) Flags are identified in the order of alphabet (capital letters) and

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are attached to the top of the first page of each paper. When all papers
are assembled the flags should appear alphabetically from right to left.

c. Side Flags. Methods of giving numbers to side flags are:

(l) Side flags are numbered starting from ‘1’ and are attached on
the right hand side of the relevant piece of paper, opposite the
paragraphs which it refers. For this reason, side flags attached to one
particular document would be unlikely to appear in any sort of
numerical order.

(2) Relevant paragraphs should be marked by a vertical line in

pencil on the outside edge of the page so that the reader knows the
extent of the extract he is required to read.

(3) If the paragraphs referred to are on the reverse of the page, the
word ‘OVER’ is printed in block capitals on the side flag, so that the
reader knows that he has to turn the page.

(4) If a reference starts on one page and continues on to the reverse

of the page or subsequent pages, the words ‘AND OVER’ are printed
on the side flag. The vertical marking should continue on to the outside
edge of subsequent pages, as long as necessary; where vertical marking
will continue on to the next page, or carries on from a previous page, a
‘kicker’ is placed at the top or bottom of the page as appropriate.

Side Flag 1
AND OVER

1 2

11. Attachment of Flags. Use ‘stick on’ or stapled flags as appropriate. On

many occasions, stick on flags will be inappropriate and pins will have to be used. For
example, in briefing a book, magazine or paper in circulation; in briefing a paper that
may be briefed several times; where a document needs to be returned to its file
relatively unscathed for future use.

LAYOUT

12. Simple briefs will normally be attached on top of the supporting papers. More
complicated briefs, particularly those papers that are to be taken in committee
meetings, are usually placed in a folder together with the supporting papers. The
arrangement of the brief and the supporting papers will vary according to the custom
of the service concerned. A sensible layout is to insert the brief into the left hand side
of the cover. The paper under discussion is placed as Flag A on the right and any

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additional papers in the sequence are followed in the brief underneath. The brief and
the papers can then conveniently be read in parallel.

13. If more than one paper is to be taken at a meeting, the brief should still insert
on the left. The agenda is marked as Flag A, and then the top folio on the right with
the papers under discussion placed underneath in the order of the agenda. However,
each paper has its own brief, it is easier to place the paper and brief for each subject
into a separate folder in the manner described in Paragraph 11. The complete brief
will then consist of a number of folders and one for each subject.

14. Care of Documents. When preparing a brief it may be necessary to

extract papers from the parent file in order to make copies or to attach the document
to the brief. A suitable note to be written in each file and the papers are to be replaced
in the parent file as soon as possible.

SECURITY

15. A brief is to carry the classification required by its own contents. Attention is
also to be drawn to the classification of any documents attached to it, in which any
folder must be marked with the classification of the most highly classified document
within it.

WRITING OF A BRIEF

16. The stages in the preparation of a brief are similar to those described in
Chapter 5 for preparing a Service paper. The purpose of both documents is similar to
impart information. The essential differences between the two are that; in a brief the
reader may be invited to refer extensively to attach source documents. The text of a
brief may therefore be much shorter, but its construction requires just as much, if not
more care.

17. The first step is to decide the aim. In a simple brief it may not be necessary to
state the aim, but it must be clear in the author’s mind. Relevant papers must be
gathered; its contents must be researched and mastered as in Chapter 5.

DRAFTING THE BRIEF

18. There are two ways of drawing the reader’s attention to the salient facts:

a. The reader can be invited to read them from attached source

documents.

b. The salient facts can be summarized and included in the text of the
brief.

The main problem for the author of a brief is to find a balance between these two
methods. If only the first method is used, the brief may be relatively short and the
reader will be constantly referring to the supporting documents. If only the second
method is adopted, the brief may be very long, resembling a Service paper. In either

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case, the brief may fail in its purpose. The author must find a compromise which will
probably be dictated by the preferences of the addressee.

19. Achieving the Correct Balance. Achieving the balance between the
two methods described above is difficult. The guiding rule is that a brief should ‘stand
on its own’. The reader should be able to grasp the gist of the subject without
referring the flags and the side flags. When writing a brief on a complicated subject
this may not be possible. Nevertheless, every effort must be made to summarize the
salient points in the brief itself before referring to the flags and side flags.

20. Guidelines. The following guidelines will assist in deciding what points
and material to be included in a brief:

a. Do not copy large sections from reference material, which can be read
easily in its original form.

b. Whenever possible, a lengthy argument or a viewpoint should be

summarized in few sentences. Verbatim quotations should only be used to
highlight a particular point or to contrast conflicting views from number of
papers.

c. The answers to specific questions posed by the officer for whom the
brief is written must appear in the brief.

d. A suitable recommendation must be included in the brief, if the reader

is required to take action or to make a decision.

e. In a brief for a conference, the agenda should be discussed in advance

with the officer attending the conference. A brief for a conference should also
attempt to define any controversial points which may arise, provide answers to
questions which may be raised and suggest points to take on controversial
issues.

21. Guidance to the Reader. When the author refers to sections of

supporting papers, it should be made clear of what the reader should essentially refer.
If it is not obvious, the areas where action is essential the reader is to take a note of it
and other areas referred are for the interest only. Some commonly used phrases and
examples are shown below:

a. Commonly used Phrases.

(1) Should read.

(2) Must read.

(3) Should scan.

(4) May scan.

(5) To refer.

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(6) Should read only if time permits.

(7) Should be read if further background/ information is required.

(8) For the reader’s interest only.

(9) For consideration.

(10) For information.

Clear selection of the correct phrase is important and demands careful thought.
The aim must be to help the reader to judge at what extent the material will
enhance his understanding.

b. Examples.

... and was particularly concerned about the effect on

training. The letter sent by commandant which should be
read is at ……………………….………………………….. Flag A

... the article, which concentrated on the Officer’s statement,

is at …………………………………………………………. Flag B
and the relevant statement, which need to be read is at
.………………………………………………..………. Side Flag 1

In short, it is not possible to claim expenses in these

circumstances. The rules are contained in …………… Flag C
and the specific exclusion affecting this case is at……….… Side Flag 2

If it is satisfied that there was no deliberate deceit, then it is

open to invite in repay the claim. This complies with the
instructions at ………..…………………………………….. Side Flag 3
which should be read if time permits. The prepared
documentation for signature is at …..……………….....… Flag D

The regulations concerning the Special Allowances are

contained in ARO 24/97 and the rules which apply in this
case are at ………………………………………… Flag F
which should be read is at ….……………………………… Side Flag 5

The last paragraph of the example should not be the best method of referring
attached documents of a brief as the flag and side flag are introduced
simultaneously for the same subject matter. It should be used sparingly and
only when the context of the flag is obvious.

22. Comment. The writer’s personal opinion on the subject of a brief,

maybe inserted under the same heading as a subheading titled as ‘Comments’. This is
to make it clear that it is a personal opinion of the writer rather than statements of fact
or official opinion.

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23. Accuracy and Impartiality. A commander or senior staff officer will

often base important decisions on briefs produced for him by members of his staff. An
inaccurate, careless or biased brief can lead to wrong decisions which may have far
reaching consequences. It is easy for a staff officer to give undue weight to a point
about which he feels strongly or to underplay one about which he does not. The
omission of a particular area or by not highlighting the other side of a case in a brief
may have serious repercussions. Even when done with the best of intentions, such a
practice is dishonest and the temptation must be resisted.

24. Style. A brief can range from the formal layout used by the
commander’s secretariat to a pencilled note on a memo pad. The only sure way of
deciding the format and style to be used is to adopt local customs following the
example of predecessors.

25. Time. The importance of dividing up the available time was highlighted
in Chapter 5. It is often not possible to have a brief typed and flagged by clerks.
Occasionally time is so short that no drafting is possible. Then, a manuscript fair
copy, flagged by the author must be written at first attempt.

26. Post Briefing. Once a commander or senior staff officer has finished
with a brief it may be broken down and individual documents returned to their
original file. In headquarters, briefs often have to be rebuilt for subsequent use and
whilst the list of flags and side flags are sometime typed at the end of each brief, the
locations of the supporting papers are not. A clerk’s time is valuable and many hours
of searching can be saved if the file and folio number can be written in manuscript
next to the text before it is re-filed. For example:

… and Headquarter policy, that you should now read and it is at……. Flag A
G/Plans/3
Folio 23

EXAMPLES

27. An example of a brief is at Annex B. It shows the system of flagging and side
flagging but not the layout in a folder.

28. Point Briefs. The point brief is an abbreviated and flexible form of brief
which abides by the general conventions of Service writing, but is not hidebound by
the rules. For instance paragraphs may or may not be numbered (to aid collation on a
‘cut and paste’ basis from different sources) and as in operational writing, headings
may be used to make sense of following the text. The point brief is most often used as
‘elbow notes’ prepared by the staff, for a senior officer attending a meeting. An
example of point brief with notes is at Annex C.

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CONCLUSION

29. Written and oral briefings are extremely personal and involve the
conscientious application of all aspects of one's personality. The achievement of a
high standard of proficiency in the art of Service writing and public speaking
demands:

a. An objective approach to a presentation in writing or an oral briefing.

b. Concentrated projection of the individual personality.

c. Preparation and drafting/practice.

Annexes:
A. Types of Brief.
B. Example of a Brief.
C. Example of Point Brief.

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ANNEX A TO
CHAPTER 6

TYPES OF BRIEFS

1. Information Briefs. The aim of information briefing is to inform the

audience. No decision is required. The briefing may be initiated by the presenter to
impart information on a subject matter or in response to a request for information by
audience. The briefing should start with a short introduction to orientate the audience.
Facts should be presented clearly, concisely and objectively. As such, assessments,
opinions and guesses should be precise. Information briefs are produced for senior
officers who wish to review a plan or situation and to learn or study the details of the
particular subject.

2. Decision Briefs. A decision briefing imparts information to elicit a

decision. After the introduction, the presenter must clearly state that he is seeking a
decision. Therefore, presenter must present all relevant facts pertinent to the subject
and be prepared for interruptions. Decision briefs are produced for a senior officer
who wishes to study a subject or policy matter on which he has to make a decision.
Such a subject may have been dealt with in numerous papers, letters and minutes over
a period of months. Some of the material on file may be irrelevant, some may have
been superseded by more recent papers and some of the files may contain conflicting
views and advice. The purpose of the brief will be to gather the information in a
manner which enables easy assimilation of the facts.

3. Conference Briefs. A senior officer may require a brief with the

agenda of a conference depending on the subjects to be discussed. A conference brief
will be categorised as information or decision brief or both.

4. Personality Briefs. A staff officer will often have to brief his

commander about a visitor. The contents of such a brief will depend on how well the
visitor is known to the senior officer and on the nature of the visit. In addition to any
other information which is specifically asked for, a personality brief should contain:

a. Administrative details (times, methods of arrival and departure,

accommodation, meals etc).

b. Questions to be asked from the visitor.

c. Questions likely to be asked by the visitor, with suggested answers.

d. Important points to be discussed or emphasized.

e. A brief biography of the visitor, drawing attention to his past

experience and appointments that may affect the subject(s) to be discussed and
to any special interests or idiosyncrasies.

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f. Any argument, which may be used by the visitor and the suggested
counter argument.

g. Particular points to be emphasized.

h. Arrangements for further meetings.

5. Briefs for Visits. The contents of a brief for a senior officer about to
make an important visit will depend largely upon the wishes of the senior officer
concerned, unless otherwise directed. The brief should contain:

a. An outline of the history and organization of the establishment to be

visited. An organization chart should be included if appropriate.

b. Details of current work, training, etc being carried out.

c. A list of the points to be discussed.

d. A recommended list of questions which may be clarified from the host.

e. Brief biographies of the hosts and chief personalities likely to be met,

with photographs if available.

f. Any special information, which might be of value during the visit.

g. An itinerary showing all the administrative arrangements for the visit.

6. Brief on Specific Problems or Subjects. For a brief related to a

specific problem or subject, the questions to be answered are:

a. To what extent is historical background necessary?

b. Is the paper complicated or obscure, so that a short summary of the

main points is necessary?

c. Are the facts correct?

d. Have any assumptions been clearly defined?

e. Have any important points been missed?

f. Do the arguments conform to existing policy?

g. Does the conclusions practicable?

h. What should be recommended?

i. What objections or counter arguments may be raised to the course of

action recommended?

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7. Oral Briefing. A staff officer is expected to conduct oral briefings to

higher commander on various matters. Therefore, they must be able to speak clearly,
concisely, convincingly and fluently. Though oral briefing does not categorised under
Services writing a brief note on the same is attached as Appendix 1 to Annex A as an
additional reading.

DEBATING

8. Debating is rarely employed as a form of discussion in the military. It is a

useful way of practising public speaking, particularly in training organizations. Notes
on the mechanism of debating is at Appendix 2 to Annex A.

Appendix:
1. Oral Briefing.
2. The Mechanism of Debating.

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 APPENDIX 1 TO
ANNEX A TO
CHAPTER 6

ORAL BRIEFING

1. The ability of officers to speak effectively is important. Proficiency of officers to speak at

briefings, presentations, meetings, discussions, debates, formal lectures, addresses are more
important of all and to the subordinates they command. The following instructions should not be
used as a guide line for public speaking.

2. The advantages of oral briefing over other ways of presenting information are:

a. The audience is able to ask questions.

b. The potential of aids like slides, video or film can be fully exploited when
appropriate.

c. It may save the audience's time.

SCOPE

3. A briefing may be a short summary of a routine matter by a junior officer to his senior.
Sometimes, it may be a large Service presentation with several speakers to a joint commander on
a plan for a major operation. Regardless of the scale, the aim remains unchanged, that is to
impart information.

STRUCTURE

4. A briefing has a beginning, a middle and an end. All are equally important and basic
guidelines are as follows:

a. The Introduction. The introduction of a briefing serves the same purpose

as the introduction of a Service paper where, it is to orientate the listener. In addition, it is
a crucial phase in which the speaker establishes a rapport with his audience.

b. The Main Body. The main body contains the essential information
presented to the audience in the most economical and effective way.

c. The Conclusion and Recommendations. Last impression is as important

as the first impression. The ending is the speaker’s last opportunity, other than the
question time to influence his audience.

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STAGES OF PRODUCTION

5. The stages in preparing an oral brief are similar to those described in Chapter 5 for
preparing Service papers and written briefs mentioned above. The purpose is to inform, instead
of the recipient reading a brief and referring to flagged documents, the brief is verbally presented
and supplementary information may be presented using a variety of appropriate audio visual
aids.

6. A simple oral briefing may require no preparation other than the speaker ordering his
thoughts and walking into the recipient's office: ‘Sir, I think you ought to know…’. A
complicated briefing may require a written script, both for the speaker and for audio visual
handlers.

PREPARATION

7. The first step in preparation is to decide the aim of the briefing. If there are any terms of
reference, it must be studied. If necessary, limitations must be defined and clarified. The
audience’s knowledge must be assessed and assumptions should be made on their competence
and interest. There is no difference in preparation of a Service paper and oral brief. However,
there are four additional aspects that need to be considered:

a. The Mastery of the Subject. Oral briefing allows the audience to

participate. This requires absolute mastery of the subject, so that questions can be
answered confidently and accurately without reference to the source material. Bias,
hesitation or ignorance will begin to undermine the speaker’s credibility.

b. Time for Questions. In preparing the briefing, the speaker must allow
sufficient time for the audience to clarify their doubts. This may require a considerable
time for handling of questions.

c. Time for Rehearsal. Time must be set aside for redrafting of scripts or to
alter the aids. In addition, time must also be allowed for two or more rehearsals. This may
take 50 percent or more of the preparation time. Never underestimate this requirement.

d. Audio and Visual Aids. A long brief on a complicated subject spoken by

one person with no aids can be very dull. Very few speakers are lucky enough to be
masters both of their subject and of the art of public speaking. The spoken language may
not be the only economical way to impart the information. The speaker must therefore
consider a variety of audio and visual aids, handouts, transparent sheets, slides, films,
video sound recordings, models, equipment, demonstrations, theatrical playlets, firsthand
accounts, alternative speakers. It may even be better to hold the briefing ‘on location’
rather than rely on such material. Never underestimate the time needed to prepare aids.
Transparent sheets and power point slides are among the most common aids to be
employed. The final decision on the use of any aid should be taken by a ruthless
assessment of the following questions:

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 (1) Is this the simplest and clearest way to impart the information to the
audience?

(2) If not, why am I considering it?

8. During the research and preparation, much of the material assembled will fall into place,
in the same way that it would, if a Service paper was to be written. The art of good briefing is to
judge what to include, without insulting or boring the audience, and what to exclude without
mystifying them. Because a briefing is spoken, it is often hard to judge the time it will take until
the first rehearsal has taken place. When there is a time limit, it is often useful to categorize
information in a similar way to that used in preparing Service papers, namely:

a. Must be Included. Information which cannot be ignored.

b. Should be Included. Information which could be ignored, if time is

insufficient.

c. Could be Included. Information which could be included, if time is

sufficient.

9. Card System. A convenient way of assembling the material and juggling it is to

create a small card index. Cards are allocated to subject, main, group and paragraph headings and
notes are made under each category. Different colours can be used for the categories and then
these can be easily juggled.

CONSTRUCTING THE FRAMEWORK

10. The frame work of an oral brief is very similar to that of a Service paper. The
introduction and aim are defined in full. The subjects to be covered and the method of
presentation are arranged under the headings. The introduction is particularly important for the
reasons already discussed. It is suggested that the conclusion of the briefing is drafted later
although the content will be known at this stage.

STYLE

11. When the framework has been completed, the content of the briefing will have been
largely mastered. The briefer has a choice of three alternatives:

a. To speak from memory.

b. To read from a script.

c. To speak using notes as a prompt.

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12. Only the presenter can decide which method to choose. The choice will depend entirely
on his natural abilities, experience and confidence. The advantages of each method are discussed
below:
a. Speaking from Memory. The presenter who is obviously master of his
subject, speaking from memory, without lectern, script or notes, will be extremely
effective, provided his delivery is fluent and the assistance is properly keyed. This is the
highest level of the presentation art. Few people have the memory, the confidence, the
personality and the mastery to reach it.

b. Speaking from a Script. The advantages of speaking from a script are that
the information can be condensed, aid can be used without verbal prompts and a written
record of the briefing exists. The use of a script usually places the speaker behind a
lectern; dividing him from his audience. To avoid the brief becoming a monotonous and
impersonal reading, it is recommended that the script be written in oral form.

c. Speaking from Notes. A compromise between the first two methods is to

speak from the notes. These are usually the framework headings. The advantages are that
the presenter can move away from the lectern and be interacting with the audience. The
notes provide support and give confidence. The disadvantage is that the audience may
be distracted if the notes are not discreet and if the speaker refers to them very often.

DRAFTING SCRIPTS AND NOTES

13. A script is prepared in the same way as a Service paper. The differences are that the prose
used must be appropriate to the spoken language and instructions for cueing aid must be clear. It
is normal to do this in the right margin using a format similar to that for written briefs. The
alternatives are:

a. Using the framework as a guide, run through the briefing and record it. An audio
typist can then transcribe the tape and this can be used as the first draft.

b. Using the framework, write out the script. Then rehearse it aloud and make
alterations as inconsistencies or faults become apparent.

14. Notes can be prepared in the same way. The speaker can either work backwards by
considering a full script or forwards by marking notes from the spoken word.

REHEARSING THE BRIEFING

15. Only when the notes or script and all the aid are assembled that the speaker can
commence rehearsals properly. Do not forget to warn others, such as projectionists, of the
rehearsal plans and to book the necessary facilities. Before the first rehearsal an informal run
through in an office is often helpful.

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16. Rehearsal. It is wise to plan a minimum of three rehearsals, allowing time
between them to make alterations. This is particularly important between the first and second
rehearsals. The first rehearsal will usually generate the most changes. Rehearsals for a briefing
are similar for what redrafting and editing of a Service paper. When the main body has been
thoroughly refined, the end of the briefing can be finalized. Remember that the conclusion or
summary, including recommendations other than questions, is the last opportunity to address the
audience. Particular care is required to ensure that tone is right, the content is memorable, the
logic convincing and the delivery perfect.

17. Audience. It is important to rehearse with an audience, even if it is only one

individual. If possible, they should not have been involved in the preparation and should have
similar background knowledge to the final recipient, and be thoroughly, but constructively
critical. If the briefing is one of a series, members of past audiences may be able to suggest
improvements. It is worth considering this technique even for the simplest briefing. Remember, a
briefing with an audience always takes longer than a rehearsal without one.

PREPARATION OF MATERIAL FOR OTHERS

18. Staff officers may be required to prepare briefing notes, a speech or a lecture for a senior
officer. In such circumstances it is essential to consider the personality, outlook and requirements
of the senior officer.

19. A possible sequence of events for such a situation might be:

a. The staff officer consults the senior officer (presenter) to determine the exact
terms of reference for the talk.

b. The presenter should be consulted personally and the thoughts are to be obtained.
Thereafter an agreement is reached as to the form of notes required.

c. The staff officer drafts the notes.

d. The speaker takes the notes and amends as required, in which the speaker should
never give his talk direct from the staff officer’s notes.

20. For an important speech or lecture the speaker may require rehearsals and may also
require some visual aids. It is the responsibility of the staff officer to find out such requirements
with sufficient time for them to be produced for rehearsals.

DELIVERY

21. An officer will normally speak to audiences who want facts and not emotional uplift. For
this, the presenter should express his thoughts clearly and concisely and say exactly what the
presenter means in simple words so that they will be readily understood by the audience.

22. The establishment of a rapport between the speaker and the audience is essential in any
form of public speaking. The factors stipulated in Paragraphs 53 to 61 can help to achieve this.

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FACTORS

23. Confidence. The first requirement for a speaker is self confidence. He must know
that he is capable of giving his audience knowledge that they need and he must know that he can
do this in a way which will please them. Confidence comes from a thorough grasp of the subject
matter, careful preparation of the talk and a clear plan of the way in which it is to be delivered.

24. Knowledge of the Audience. Audiences are quick to recognize and respond to
self confidence in a speaker. They also appreciate that he has taken trouble to consider them as a
group, to weigh their average level of knowledge and to identify the parts of the subject which
are likely to interest them particularly. Such consideration by a speaker, although it may need
only a few minutes of thought in the planning stage, will always be appreciated.

25. Eye Contact. It is always embarrassing to converse with someone who will not
meet one's eyes. Successful briefings demand not only the use of the voice but also the
spontaneous use of the whole face and in particular the eyes. Natural embarrassment on the part
of the unpractised speaker may cause him to avoid eye contact with his audience; but he must
realize that the effect of studying a mark on the wall, a knot on the floor boards or one of his
visual aids is to cut sympathetic communication with his audience. It is a good idea to spend a
couple of seconds looking for an obviously interested and friendly face and to use this as a
preliminary focal point. The establishment of communication with this one face tends to
reinforce the speaker’s confidence. At the same time it creates other friendly faces around the
first one. By spending a few seconds on each one, the speaker is soon encouraged to spread his
visual field until it takes in the whole audience. The whole audience is then able to respond.

26. Use of the Voice. An audience will inevitably look at the speaker and be affected
by his personality, but the success of an oral brief depends on the way in which the speaker uses
his voice. A speaker must ensure that all in the audience can hear what the presenter speaks and
it must be clear and understood. Some of the qualities of voice control are as follows:

a. Power/Volume. The first requirement is that the voice must be loud enough
for the people at the back to hear, but not so loud as to deafen the people in the front.
Power/volume can be increased or decreased as the need for emphasis demands.

b. Pace/Rate of Speech. It is helpful to speak more slowly than one would in

normal conversation, especially at the beginning of the talk. The audience will take a
little time to adjust to a speaker's personal idiom. It is always desirable to begin quite
deliberately, holding the faster rate of speech in reserve for appropriate stresses and
climaxes.

c. Pitch. To avoid boring his audience the speaker must ensure that he varies
the pitch of his voice between the extremes of his middle and lower registers and only
uses his upper register for special dramatic effects, if necessary or appropriate.

d. Enunciation. It pays to be precise in the matter of enunciation. A speaker is

likely to be judged by an audience as careless, if he appears to believe that his message is
not significant enough to warrant clear and distinct briefing. An audience which is treated
in this way will soon react adversely. A speaker who is not practiced may perhaps feel a

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 little awkward when taking extra care over the pronunciation of vowels and consonants;
the audience will not detect any undue artificiality in his speech and will appreciate his
ability to be heard distinctly.

27. Personal Appearance. FM Lord Slim once said that “it is not enough for one to
be efficient, one should also look efficient”. A few, gifted comedians are able to look dishevelled
and still communicate effectively. The straight speaker, on the other hand, should always appeal
to the audience by being smartly turned out. If the speaker looks good, both the speaker and the
audience will know it. Speaker will be more confident and the audience will acknowledge the
speakers compliment.

28. Posture. The best posture is to be upright, but yet it is advisable to avoid a rigid,
unnatural stance. The hands should be held in whatever position feels comfortable to the speaker
but they should not, as a general rule, be placed in the pockets. The speaker must stand where
everyone in the audience can see him. The speaker should not feel rooted to the spot but should
move as the development of his talk allows and should avoid any kind of aimless movements.

29. Gesture. Audiences enjoy spontaneous and unaffected gestures, but react badly to
mechanical or artificial ones. Gestures should be used sparingly with some purpose.

30. Mannerisms. Most people have mannerisms of speech and behaviour of which
they are often unaware. While some mannerisms may be complementary to a speaker's character,
others may be both irritating and distracting. Two examples are the constant use of favourite
phrases and frequently removing spectacles. This will distract an audience and reduce the
speaker's communication with them. Those who speak very often would be advised to study
themselves on video, to see how their audiences will be disturbed due to speaker’s mistakes.

31. Humour. It is essential to break up a brief, particularly if the subject demands deep
concentration from the audience. A joke or anecdote, which is relevant and well told, is often an
appropriate way of doing this. Humour in the right place and in the right measure is valuable, but
beware of overdoing it; be careful not to offend members of your audience by ill chosen
offensive humour.

ADMINISTRATION

32. The presenter, in the excitement of preparing and starring in his production must not
forget the administrative arrangements for his audience. Travel, reception, meals, seating,
hosting, etc are integral parts of a successful briefing.

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APPENDIX 2 TO
ANNEX A TO
CHAPTER 6

THE MECHANISM OF DEBATING

DEFINITION

1. A debate is a discussion which is conducted according to a particular set of

rules.

THE RULES

2. The Motion. Debates are based on a motion. The motion makes it clear
what is being debated. Motions are phrased in the form: ‘That this House ...’. An
example of a parliamentary motion is below:

‘That this House recognizes the cost in personal suffering which arises
from cigarette smoking: and calls on the Government to make new initiatives
to alert the public to the dangers and cost of smoking and also to agree
measures with the tobacco industry which will lead to a reduction in the
promotion of cigarettes to the young.’

3. The Chairman. Debates are controlled by a neutral Chairman. He sits

in the middle of the debating chamber facing all those taking part. All those speaking
during the debate address their remarks to him in the first instance in the form: Mr
Chairman...

4. The Proposer and Opposer. The debate on the motion is opened by

principal speakers known as the proposer (in favour) and opposer (against). The
proposer sits facing the chairman on the chairman’s right; the opposer similarly on his
left. The principal speakers are entitled to address the house once in a formal speech
at the start of the debate and to wind up at the end.

5. The Person who Seconds the Subject. Both the proposer and the
opposer may have persons who conform or second the subject matter. They speak
after both principal speakers have spoken. Each person’s task is to take up points
raised by the opposition principal speaker and produce arguments in rebuttal.
Consequently, the persons who conform do not speak from prepared scripts, but from
notes taken during earlier speeches. It is not their task to repeat arguments put forward
by their principal speakers, and it is not correct for a person who seconds the subject
matter simply to split their arguments between them.

6. Procedure. A debate is conducted in the following sequence:

a. Opening. The chairman opens the debate by reading out the

motion before the house.

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b. Proposition. The chairman ‘calls upon ... to propose the

motion’. The proposer delivers his formal speech.

c. Opposition. The opposer is similarly called upon.

d. Seconding. Seconders in either group are called upon to speak

for or against the motion as applicable. They are to act as in Paragraph 5.

e. Putting Before the House. The chairman will then open the
debate to the floor of the house. Those wishing to speak stand ‘to catch the
chairman’s eye’, but may only speak when called. Normally, a speaker from
the floor may only speak once. Speeches must not be read (but notes may be
referred to) as the whole point of a debate is that speakers should follow on
issues previously raised, not deliver prepared speeches. Speakers from the
floor should refer to other members of the house as follows:

(1) Chairman. The chairman is referred to as ‘Mr

Chairman’.

(2) Principal Speakers. The principal speakers are referred

to as ‘The proposer’. ‘The opposer’.

(3) Seconders. The seconders are referred to as ‘The

proposer’s seconder’ etc.

(4) Speakers from the Floor. Any speakers from the floor
are referred to by name if known (‘Mr’ or rank) or as previous speaker
from the floor if the name is not known.

The chairman will close this phase either when no one else wishes to speak, or
when the time limit has expired.

f. Winding-up. The chairman invites first the opposer and then

the proposer to make short winding up speeches.

g. Voting. After reminding the house of the motion, the chairman

organizes voting, normally by raising of hands in favour/against/abstaining.
The chairman has casting vote if necessary.

h. Declaration. On the results of the voting the chairman declares

whether the motion is carried or lost.

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ANNEX B TO
CHAPTER 6

EXAMPLE OF A BRIEF

23 INF DIV/TRG/34

Jan 14

GSO 1 (Trg) (1)

USE OF TRAINING AREAS IN RATNAPURA

HISTORY

1. This brief is written for your use when the MP for Ratnapura
calls on you at 1030 hours on 18 Jan 14 to discuss the use of training
areas in Ratnapura.

2. Since 1959 troops stationed in Ratnapura have been allowed

to train here on two types of training Areas.

a. Permanent Areas. There are two areas

permanently allotted to the Army. Civilians are excluded and
all types of training including live firing are allowed. Damage
is not paid for, but we pay a yearly rent to the Ratnapura
Municipal Council.
b. Temporary Areas. There are six temporary
areas, shown on the map at …………………………………… Flag A
which is to be referred. On these areas only dry training is
allowed. Unfortunately, the training agreement with the
Ratnapura Municipal Council specifically excludes the use of
these areas for firing of heavy weapons including Machine
Guns.
3. For your information, if required a copy of the training
agreement is at…………………..……………………………….……… Flag B
The section which excludes firing of heavy weapons on the temporary
areas, which to be read, is at …………………………………. Side Flag 1

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PRESENT SITUATION

4. Since the nine infantry battalions of this Division were

committed to train for duty in the East they have found the restriction
on the firing of heavy weapons to be a serious constraint on their
training.
5. Brigades of this Division are unanimous that their battalions
must be around unrestricted training on the temporary areas. The
permanent areas are already fully booked for 2014. Division’s views
in more detail are attached as following and may be referred if
required:
a. 231 Inf Bde ……………………………………… Flag C
b. 232 Inf Bde ……………………………………… Flag D
c. 233 Inf Bde ………………………………………
Flag E

RECOMMENDATION
6. A summarized proposal for opening the temporary training
areas to all forms of training is at ………………………………….. Flag F
It is suggested to read this in detail and in particular, Paragraph 8 at
……………………………………………………………………… Side Flag 2
which covers training in other areas.
7. It is recommended that the Army Headquarters be requested
to negotiate the proposal with the Ratnapura Municipal Council.

J FERNANDO SLSR
Maj
GSO 2
List of Flags:
A. Map of Temporary Training Areas.
B Summary of Proposed Agreement.
C. 231 Inf Bde ltr G/Trg/02 dated 01 Jan 14.
D. 232 Inf Bde ltr G/Trg /21 dated 05 Jan 14.
E. 233 Inf Bde ltr G/Trg/03 dated 08 Jan 14.
F. Other Training Areas.
List of Side Flags: (2)
1. Flag B, Section XIX, Temporary Training Areas.
2. Flag F, Page 2, Paragraph 8, Training in Other Areas.
Notes:
1. An acceptable alternative is to use conventions as per Chapter 3.
2. The list of side flags should show the flag on which it is placed and sufficient
detail to enable the documents to be identified without ambiguity and the passage
referred to can be identified without error. It may not always be possible to
summarize the subject matter under convenient heading.

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ANNEX C TO
CHAPTER 6

EXAMPLE OF A POINT BRIEF (3)

SECRET (1)

PRECEDENCE (1)
Copy No … of … copies (1)
Total pages (1)
File Reference Date

POINT BRIEF FOR (APPOINTMENT)

1. Occasion (1): Guidance on the layout of point brief.

SUBJECT (Written as in a standard brief)

INSTRUCTION OR BACKGROUND
2. If background information/scope unnecessary, start with appropriate group
heading.

PURPOSE
3. To give senior officers the key elements of subject at a glance.
4. Suitable for speaker’s notes, visits, personality briefs, updating on specific
subjects.

STRUCTURE, STYLE, CONTENT

5. Can vary considerably to accord with local practice, wishes of senior
officer, complexity of subject. No universal, definitive rules.

NAME
Rank (2)
Appointment (2)
1 of 1
SECRET

Notes:
1. If required and appropriate.
2. Abbreviated.
3. This example illustrates conventions generally in point briefs and includes
basic structure/conventions as per Chapter 3. Further point brief can be written in
single or double spacing and with or without paragraph numbers.

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CHAPTER 7

CONFERENCES AND MINUTES

INTRODUCTION

1. Conferences are held to allow discussion and the free exchange of ideas and
opinions on any subject of current interest or concern. It saves time, minimizes
correspondence and the possibility of misunderstanding and enable quick action to be
taken when needed. The officer, nominated as the secretary for a conference is
responsible for all preparations, including the issue of an agenda, for writing the
minutes and subsequent distribution.

2. There are few rules. Knowledge of current conventions and techniques which
have worked in the past, coupled with thorough preparation will make the task
considerably easier. This Chapter includes advice on all aspects of the staff work
associated with conferences.

AIM

3. The aim of this Chapter is to give guidance on how to prepare for a conference
and subsequent action.

PREPARATION FOR A CONFERENCE

4. The success or failure of a conference will depend to a large extent on the

foresight and planning of the staff officer responsible for its organization. The
purpose must be to ensure that the officers attending are well prepared to make
decisions easily.

CONVENING ORDER

5. It may be necessary to summon a conference by a convening order, which

must include the following:

a. Date, time and place of the conference.

b. The personnel who are supposed to attend. It may include the

supporting staff that the commanders may bring or additional staff from the
host headquarters.

c. The purpose of the conference.

6. An agenda (see Paragraph 7 below) may be included with the convening

order. Alternatively, the convening order may ask those attending the conference to
forward subjects they would like to see on the agenda. The final selection of items for
the agenda must rest with the chairman of the conference.

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THE AGENDA

7. Compilation. The agenda for a conference will normally be compiled

by the secretary after discussion with the chairman. Guidelines for a successful
agenda are:

a. The items to be discussed must be listed in a logical order. The first

item is usually the ‘Opening Statement by the Chairman’.

b. When the conference is one of a series, the second item should be

‘Minutes of the Last Conference’ followed by ‘Matters Arising from the Last
Conference’. The last item should be ‘Arrangements for the Next Conference’
with concluding remarks of the chairman.

c. The item ‘Any Other Matters’ is normally included as the penultimate

item near the end of an agenda. Those attending then have the opportunity to
raise subjects not specifically covered by any other agenda item.

d. When the conference is not one of a series, a short explanation of the

topic may be necessary under each item, together with a list of references if
documentation exists.

e. It is often helpful to show, under each item, specific questions to be

resolved at the conference.

8. Distribution. Everyone attending the conference must receive a copy of

the agenda in advance to prepare themselves. A poorly prepared conference will be a
waste of time for officers, as they will be unable to take decisions or offer
suggestions.

9. Assistance to the Chairman. After compiling the agenda, the secretary

may have to prepare a conference brief as specified in Chapter 6, for the chairman. He
should draw up a list of those who may be expected or invited to speak about
particular agenda items.

10. Example. An example showing the layout of an agenda is at Annex A.

ADMINISTRATIVE ARRANGEMENTS

11. The administrative arrangements to be made for a conference will depend on

facts such as its expected length, its location, the rank of those attending and its
formality. The list of administrative points shown in Paragraph 12 is not exhaustive,
nor will all the points apply to every conference, but it will serve as a basis from
which to work.

12. The secretary may need:

a. Organizing. Key points required to be organized are:

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(1) Ensure that the date selected for the meeting is convenient to all
officers, who are supposed to attend.

(2) Include counterparts from another command or service if

required to attend.

(3) Ensure that agenda is issued well in time.

b. Preparation. Following points are to be considered for

preparation:

(1) Reserve a suitable location for the conference.

(2) Ensure that the location of the conference is known to those

attending and is clearly signposted. If senior officers are attending or if
the headquarter is very large, reception officers or non-commissioned
officers should be detailed.

(3) Arrange a seating plan and provide place cards on the table.
The secretary should have a seat close to the chairman or at a separate
table alongside. Some spare seats should be available for any
contingencies.

(4) Prepare a form on which those attending can write their names,
appointments and the Service or unit with contact details they
represent.

(5) Arrange for the showing of visual aids and video conferencing
if required.

(6) Arrange refreshments, meals, accommodation and transport if

required.

(7) Arrange for a shorthand writer and recorder if required.

(8) Make adequate security arrangements.

(9) Arrange stationery as required. Keep spare copies of the agenda

and other documents required.

(10) Try to anticipate what documents, charts or maps may be

required for reference, and keep those available for display when
required.

(11) If there is a telephone, ensure that it is disconnected or calls are

diverted to the PABX in order to take any urgent messages. Make
suitable arrangements to restrict the use of mobile phones. It may even
be necessary to divert road traffic and avoid other disturbances in the
vicinity.

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(12) Have a messenger standing by during the conference for

running errands or calling people.

c. Recording Minutes. Important points to be practised during

recording the minutes are:

(1) Attend the conference with the item headings already filled in,
allowing plenty of room to take notes between each item.

(2) Unless you know shorthand writing, use a tape recorder or have
a stenographer present and do not attempt to take verbatim notes.
Listen carefully to the discussion and only jot down salient points.
However, your notes should invariably cover the decision.

(3) Do not hesitate to remind the chairperson tactfully, if points

have been omitted or left undecided.

(4) Occasionally during meetings, side or incidental issues arise.

These may not merit inclusion in the minutes, but sometimes need to
be acted upon by the staff. The secretary should keep separate notes on
these items.

(5) Write/dictate the minutes when they are still fresh in your mind
and try to issue the minutes within 48 hours of the conference for
chairman’s approval.

(6) Make abundant use of headings and ensure that decisions stand
out prominently. Action addressee should be indicated accordingly.

(7) Ensure copies are sent to officers who did not attend the
meeting as they may be interested in the decisions.

(8) Minutes are written in reported speech. The correct tenses are:

(a) The simple past (did).

(b) The past perfect (had done).

(c) The conditional (would do).

d. Subsequent Action. The staff officer must ensure that after

issue of the minutes, progress on implementation of the decisions are
monitored.

13. It is important that the secretary of the conference (normally the staff officer
who convenes it) and the chairman meet beforehand to discuss the agenda and decide
on the expected outcome from each item. It is suggested to remind the chairman to
sum up with reiterates of the decisions taken at the end of each part of the discussion,
in which it will help the secretary to complete the minutes.

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MINUTES

14. The secretary’s work does not finish when the conference ends. Thereafter
should complete the most important task of producing the minutes.

15. The minutes of a conference summarize important discussion and record

decisions taken, the action required and by whom. Such a record is called a minute
and all of it together comprise ‘A Minutes of the Conference’. The following must be
recorded for every item that was discussed:

a. A brief statement of the problem.

b. The essence of the discussion.

c. The decision and who is to act upon it.

16. Characteristics of Minutes. Good minutes must be:

a. Accurate. Accuracy is essential so that action can be taken on

the basis of the decisions recorded.

b. Brief. Minutes must include only the essence of the discussion

which led to the decision. It is not a verbatim record and should not attempt to
cover all that was discussed at the conference. In a simple minute or at the
direction of the chairman, all discussion may be omitted.

c. Self-contained. The reader should be able to understand the

minutes without referring to other documents.

d. Impersonal. The form ‘A said ...’, ‘B replied ...’ should be

avoided. It makes the minutes too long and gives the impression that only the
individuals named took part in the discussion. It is usually preferable to make
an impersonal record such as ‘There was considerable discussion on this point
and many different views were expressed. It was finally agreed that ...’.
Sometimes views must be attributed to an individual speaker, for example
when the chairman dictates the action to be taken and a speaker disagrees on a
matter of principle.

e. Incisive. The style must be crisp and clear.

f. Timely. The secretary to draft minutes at least within 48 hrs and

the chairman will normally approve the secretary’s draft within 72 hours of the
close of the meeting under normal circumstances. However, in situations
where it is needed to publish urgently, action to be taken immediately to do so,
those who attended and others concerned. When a meeting is one of a regular
series, agreement to the minutes is to be confirmed as the first action at the
next meeting. In other cases a covering note can be attached to the minutes
stating that agreement will be assumed unless amendments are proposed by a
given date.

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FRAMEWORK

17. Example. A framework of minutes is at Annex C. The following notes

should be read in conjunction with the example.

18. Superscription. The superscription conforms to the layout mentioned in

the rules and conventions in Chapter 3.

19. Text. The text of a minute is organized as follows:

a. Subject Heading. A subject heading must always be used and it

must include the date and place of the conference. It should be similar to the
heading of the agenda circulated before the conference.

b. Attendance. The list of those attending should conform to the

following:

(1) Those present are listed by name and appointment in

order of rank. Where ranks are equal the seniority of Service (Army,
Navy and Air Force) is observed. Where ranks within a Service are
equal, names are placed as per the respective Service seniority.

(2) Serving officers holding officiating/overlooking or acting

appointment. For an example a Major as Commanding Officer in
which rank takes the precedence, not the appointment.

(3) It is conventional to show Service officers before civilians

except in the case of civilian officers from the Ministry of Defence and
civilians who hold the status of rank based on the Government protocol
or order of precedence. These are listed according to their equivalent
rank in the Country’s accepted protocol.

(4) The chairman is always listed first and the secretary last,
regardless of the rank as shown in the example.

(5) Decorations are not shown.

(6) Where a person attends as the representative of another, both

appointments are shown. The use of the abbreviation ‘rep’ is
acceptable where brevity is required to ensure that the details are typed
on one line.

(7) When a person is not present for the whole conference, the
item(s) for which he attended are shown against.

c. Aim. It is usual to include the aim of the conference amplified,

if necessary, by a brief statement. This is to help those who were not present at
the conference but who will read the minutes in the course of business. It is
invariably included in the opening statement by the chairman and is shown as
such in the agenda and the minutes themselves.

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d. Minutes. Subjects should be recorded in the order shown in the

agenda and the item numbers should correspond with those in the agenda.
Points that come out of order in the conference must be regrouped into the
correct agenda order. This is particularly relevant to the matters that may arise
under ‘Any Other Matters’, which relate to any item that has already been
discussed. The conventions of the text of minutes are discussed later.

e. The Structure of a Minute. The primary aim of a minute is to

set out the decision reached so that those who have to take action will know
precisely what they have to do and the degree of urgency required. The
secondary purpose is to state the problem and to give the reasons for the
decision. A minute should therefore, fall clearly into three parts:

(1) Brief Statement of the Problem. The minute should

first record the subject and then summarize the problem. The purpose
of this opening statement is to make the record of the subsequent
discussion intelligible, without reference to other documents if
possible.

(2) Essence of the Discussion. After stating the problem

briefly, the minute summarizes the discussion relevant to the
subsequent decision. Unless this part of the minute is impersonal it
may be unnecessarily long and give the impression that the discussion
was limited only to the speakers named. The form ‘A Said …’, ‘B
replied …’ and ‘C pointed out …’ should therefore be avoided.
Sometimes, however, views need to be attributed to an individual, such
as, when the chairman dictates the course to be pursued and when a
speaker disagrees on a matter of principle. It does not follow that
speakers must always be listed by name whenever opinion is divided,
although there may sometimes be special reasons for doing so. It is
usually preferable to make an impersonal record such as ‘on this
problem views differed’, some members believed that … others were
convinced that…. Most of the matters that are discussed at the
meetings are neither essential nor relevant; moreover, much that was
relevant at a certain stage of the discussion may, in retrospect, be found
to have no connection with the decision taken. When drafting a minute,
the writer must first examine the decision, after which the essential
points which led up to it can be arranged in a logical order.

(3) The Decision. The discussion for each item on an

agenda should lead to a decision or decisions which should be
expressed in clear and precise terms. The chairman should normally
sum up the discussion and state the decision(s) reached; if he/she does
not do so, the secretary should remind the chairman and draft the
decisions to express intention of the meeting. The decision should not
be spell out in the discussion paragraph but should be recorded in a
separate paragraph, headed ‘Decision(s)’ at the end of each agenda
item. However, if the discussion of a single item is lengthy and falls
into a number of separate sections, each with its own decision; the
decisions may be interspersed in their natural sequence with the record

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of the discussion. Where a decision requires action, the secretary

should phrase the decision as an order in the active voice and give the
appointment of the person responsible for the action. As an
aide memoire, he should repeat the appointment in the action column.
The following rules govern the allocation of action in minute writing:

(a) The record should allocate action to an individual only,

unless number of members is independently required to take
identical action; otherwise, the result would be a duplication of
action or no action at all.

(b) The method of allocating action to a person who has not

attended the meeting depends on whether that person was
represented. If represented, the minute may allocate action to
that person directly and if not the chairman may nominate
someone who was present at the conference to convey the
instruction or request.

(c) The record should never order action by persons not

under command of the chairman (or the headquarters he/she
represents), even though present or represented at the meeting.
‘If a person not under command is required to take action, the
phraseology recording the decision should be that the person
‘agreed to’ ‘undertook to’ or ‘would’ carry out the action. Note
that the members of a formally established committee, such as
a mess committee, are technically under the command of the
chairman for matters relating to the committee; a member of
the committee may therefore, be ordered (using the words ‘was
to’) to carry out an action.

f. Margins, Security Classification and Action. In addition to

Service writing conventions in Chapter 3, following rules are also to be
applied:

(1) Left. Minutes are to be classified and individual

classification to the particular subject matter is shown in the left
margin. For this, a margin of 20 mm for manuscript and one inch for
typed work is kept from the left margin. When different types of
classification are introduced for a particular subject, an abbreviated
form of security classification is accepted. Finally, the whole minute
should carry the classification of the most highly classified minute.

(2) Right. Keep a 40 mm margin for manuscript and one

inch for typed work is a column in a minute, which is to be headed as
‘ACTION’. The action responsibility of the particular minute is
mentioned in this column against that minute. Where an action
addressee is from the chairman’s headquarters, the branch, rather than
the individual, is listed. For an action outside the chairman’s
headquarters, reference should be made to the unit or headquarters,
rather than to individual or branch. Action should not generally be

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allocated to those who did not attend the conference. If this is

necessary it can be overcome in one of the following two ways:

(a) To make the unit an action addressee both in the

‘ACTION’ column and in the distribution list, but to ensure
that an explanatory covering letter is dispatched with the unit’s
copy of the minute.

(b) For a staff officer, possibly the secretary, to be shown in

the ‘ACTION’ column and to be responsible for conveying
details of the action pertaining to the unit concerned would be
shown as an information addressee in the distribution list.

(3) Preferred Action. The action suggested at

Paragraph (2) (a) is perfectly acceptable for relatively informal
conferences (for an example a brigade training conference) whereas
that described in Paragraph (2) (b) is better suited to more formal
meetings (for an example a policy conference at the headquarters).

20. Subscription. In subscription following points are to be considered:

a. Signature. Minutes are signed by the secretary after obtaining

approval from the chairman.

b. Distribution. The distribution list shows as ‘action’ addressees

all who attended or were represented at the conference. All others to whom the
minutes are sent are listed under ‘info’. (See Paragraph 19 e above.)

c. Accompanying Documents. Accompanying documents are sent

as enclosures. It would be unusual to have an annex to minutes although, if
detailed statistical tables or a programme of events had been discussed, their
inclusion would be acceptable. They would then be listed in the normal way
and referred to in the appropriate minute.

21. Abbreviations. The normal rules governing the use of abbreviations in

non operational writing will apply.

EXAMPLES

22. The agenda and the minutes of the conference are at Annex A and B
respectively.

23. A further example with multiple classification and single classification are at
Annex C and D respectively.

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CONCLUSION

24. Minutes are designed to ensure that correct and immediate action is taken on
the basis of the decisions reached. The accurate recording of decisions reached is
therefore the essential skill of the minute writer.

Annexes:
A. Example of an Agenda.
B. Framework of the Minutes of a Conference.
C. Example 1 of Minutes (Agenda at Annex B).
D. Example 2 of Minutes.

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ANNEX A TO
CHAPTER 7

EXAMPLE OF AN AGENDA

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Army Headquarters
P O Box 553
COMD/A/7/21 COLOMBO
Army Tel: 0112432682 Ext: 55252

See Distr 05 Jan 14

AGENDA FOR A COMMANDING OFFICERS’ CONFERENCE TO BE HELD IN

THE CONFERENCE ROOM OF ARMY HEADQUARTERS AT 1100 HOURS ON
THURSDAY 27 JANUARY 2014

1. Opening statement by the Chairman.

2. Security of the AHQ Complex.
3. Training Courses.
4. Discipline.
5. Commissioning of Other Ranks.
6. Vehicle Discipline.
7. Any Other Matters.

RCWeerakkody
RC WEERAKKODY VIR
Lt Col
Sec
Distr:
External:
Action:
Internal:
Action:
Info:

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ANNEX B TO
CHAPTER 7

FRAMEWORK OF THE MINUTES OF A CONFERENCE

SECURITY CLASSIFICATION

PRECEDENCE

Copy No … of … copies
Total pages …

Army Headquarters
P O Box 553
MS/A/51/5 COLOMBO
Army Tel: 0112432682 Ext: 55252
See Distr 06 Jan 14

MINUTES OF A CONFERENCE ON (SUBJECT)

HELD IN (PLACE) AT (TIME) ON (DATE)

Present: ………………………………………………… (Chairman)

………………………………………………… (Items 2 and 3 only)
…………………………………………………. (Rep….)
………………………………………………….
…………………………………………………. (Sec)

SECURITY ITEM 1: (ITEM HEADING) ACTION

CLASSIFI-
CATION 1. (Statement of problems) ………

2. (Essence of discussion) ……….

3. Decision. ……… Sec

SECURITY ITEM 2: (ITEM HEADING)

CLASSIFI-
CATION 4. ……………………………..

ARRathnayake
AR RATNAYAKE SLA
Maj
Sec
Distr: Copy No:

Page Number
SECURITY CLASSIFICATION

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ANNEX C TO
CHAPTER 7

EXAMPLE 1 OF MINUTES (AGENDA AT ANNEX A)

TOP SECRET

Copy No 01 of 06 copies
Total pages 04
Army Headquarters
P O Box 553
MS/A/7/21 COLOMBO

Army Tel: 0112432682 Ext: 55252

See Distr 05 Jan 14

MINUTES OF A PRINCIPAL STAFF OFFICERS’ CONFERENCE

HELD IN THE CONFERENCE HALL OF ARMY HEADQUARTERS
AT 1100 HOURS ON THURSDAY 27 JANUARY 2014
Present: Gen AB Wimalaweera Comd of the Army (Chairman)
Lt Gen BC Serasinghe COS
Lt Gen ST Rajapakse Comdt SLAVF
Maj Gen JC Subasinghe DGGS
Maj Gen SS Perera MGO
Maj Gen NP Silva AG
Maj Gen RL Jayaweera QMG
Lt Col RC Weerakkody GSO I (Sec)

RESTD ITEM 1: OPENING STATEMENT BY THE CHAIRMAN ACTION

1. Aim. The Chairman stated that the aim of the conference
was to review certain matters that needed attention of all PSOs.
TOP ITEM 2: SECURITY OF ARMY HEADQUARTERS COMPLEX
SECRET
2. The Chairman explained the present threat to Colombo and
highlighted the importance of increasing the security arrangements in
Army Headquarters complex.
3. Decisions. It was agreed that following should be
implemented:
a. Intensify boat patrolling in Beira lake.
b. Roof top sentries at the main entrance.
c. Additional guard points.
d. Updating of Army Headquarters complex security plan.
e. Installation of CCTV cameras. GS Br

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TOP SECRET

RESTD ITEM 3: TRAINING COURSES ACTION

4. Junior Staff Course. The Chairman stated that the

course must be made open to volunteers as well.

5. UCC. A UCC had been planned to be conducted in

Jun 12. It was discussed to increase the number of vacancies allotted to
each formation.

6. Officer Cadets. The present policy on enlistment of

officer cadets would stand. In view of the short fall of officers it was
suggested that the number of intakes enlisted should be increased
from three to four for a calendar year.

7. Decisions.

a. All regiments and battalions are to act accordingly.

b. Each brigade to nominate a minimum of two officers to

UCC.

c. Vacancies for the officer cadets to be advertised once

Advance Level results have been published and the Army should
enlist four intakes per year. GS Br

RESTD ITEM 4: DISCIPLINE

8. Concern was expressed at the large number of disciplinary

problems reported. The Chairman said that there had been a lot of incidents
involving personnel dressed in military uniform. Most of the personnel
involved in such cases had not been punished by senior officers as they had
not exercised their powers of punishment. The request to review the Army
Act so that officers in the rank of Lieutenant Colonels too could be tried
summarily was discussed and the Chairman said that it was being reviewed
at present.

9. Decisions.

a. All should be educated on the consequences of violation of

law of the land.

b. Prompt action should be taken to hear charges and

personnel should not be held in detention cells for long durations.

c. Maintenance of proper accounts at unit level should be

strictly adhered. AG Br

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TOP SECRET

RESTD ITEM 5: COMMISSIONING OF OTHER RANKS ACTION

10. It was observed that regiments had not made sufficient

recommendations to commission other ranks in spite of the
severe shortage of officers.

11. Decision. All regiments should make a positive

effort and recommend maximum numbers for commissioning. AG Br

RESTD ITEM 6: VEHICLE DISCIPLINE

12. The Chairman said that there had been many

complaints with regard to misuse of transport. A number of
remedial actions which should be adopted were discussed.

13 Decisions. It was decided that all vehicles

except staff cars should carry the Army number, Sri Lanka
Army sign and the formation/unit signs. Action to be taken by
the Military Police to apprehend vehicles not conforming to AG Br
these instructions. QMG Br

CONFD ITEM 7: ANY OTHER MATTERS

14. There was some evidence that civilians living on the

edge of Diyatalawa SLAVF Training Centre were taking an
undue interest including photography in tactical training being
conducted in the area.

15. Decision. It was decided to conduct an SLAVF

investigation. GS Br

RCWeerakkody
RC WEERAKKODY SLA
Lt Col
Sec

3 of 4

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TOP SECRET

Distr: Copy No:

External:

Action:
HQ SLAVF 1

Internal:

Action:
GS Br 2
AG Br 3
QMG Br 4

Info:
MGO Br 5

File: 6

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ANNEX D TO
CHAPTER 7

EXAMPLE 2 OF MINUTES

SECRET

Copy No 05 of 13 copies
Total pages 12

HQ 23 Inf Div
Welikanda
G/COORD/23 (07) PUNANI

Tel: 027 3278977 - 8 Ext 301

See Distr 06 Jan 14

MINUTES OF A CONF ON SEC MATTERS HELD IN THE CONFERENCE HALL

OF HQ 23 DIV AT 1000 HRS ON THU 27 JAN 14

Present: Maj Gen DR Abeynayake GOC 23 Div (Chairman)

Brig AC Weerasinghe Comd 231 Bde
Brig PK Jayasuriya Comd 232 Bde
Brig MB Sirimanne Comd 233 Bde
Col PB Wickramasinghe Col GS 23 Div
Col DJ Weragama Col AQ 23 Div
Lt Col MP Dunugamuwa CO 6 SLA
Lt Col NP Subasinghe CO 5 SLAC
Lt Col KC Jayaweera CO 4 SLSC
Lt Col BK Kiriella CO 6 SLE
Wg Cdr KD Keppetipola CO 7 Heli Sqn (rep EZC) (1)
Maj OM Palipana OC 440 Sqn SLASC
Lt Col EC Kumarage GSO I 23 Div (Sec)

(2)
ITEM 1: OPENING STATEMENT BY THE GOC ACTION

1. Aim. GOC welcomed all offs and stated that the aim of this conf was to
analyze, assess and take stock of the current sec threat in the TAOR. He then
enumerated the tac and other related reasons that led to relocation of the Div HQ at
Punani.

1 of 12 (3)
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SECRET

ITEM 2: REVIEW OF THE OPERATIONAL SITUATION ACTION

2. GOC stated that the recently conducted cordon and search ops which was
launched on 31 Dec and the troops, who took part, spent dawning of the new year inside
inhospitable jungles without the usual festivities. He congratulated all troops of the
Airmobile Brigade for an excellent job done and the SLAF for a finely coordinated
effort. GOC further stated that there could be a possibility of troops falling into a state
of complacency immediately after operations of this nature and discussed what
precautionary measures could be taken to face reprisal attacks.

3. Decisions. It was decided that following security measures should be

strictly adhered to:

a. Proper supervision of all movements and tactical missions. Clear

instructions and guidelines that would be practicable to be given.

b. All routine activities should be continuously changed.

c. Strict communication security to be maintained.

d. All contingency plans to be modified and rehearsed.

e. Proper utilization of defence stores.

f. Leave to be maintained at 10 percent. All

ITEM 3: FORWARD OPERATIONAL BASE (FOB) CONCEPT

4. The GOC explained the importance and advantages of establishing FOBs. Many
views were expressed on the threat to such FOBs.

5. Decisions. Following instructions to be adhered to by all with

regard to FOBs:

a. FOBs to hold sufficient strength to conduct operations.

b. No defence stores to be kept in the FOB.

c. FOBs to be moved/shifted to new locations preferably every 72 hrs

depending on the tactical situation.

d. Ration packs to be issued.

e. No extra arms or ammunitions to be kept within the FOB.

f. No heavy items to be kept within FOB.

g. Troops to be rotated. All Bdes

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SECRET

ITEM 4: FIRE SUPPORT COORDINATION ACTION

6. GOC stated that there is an urgent need to coordinate the fire support
availability in the division. He mentioned that artillery fire support would be provided
whenever it is possible but reminded those present that 81 mm mortars available in the
TAOR are hardly used.

7. It was discussed that all troops should be educated on the impact of arty and
mortar fire basic corrections and the lethality/effect of the rounds.

8. Decisions.

a. All units were to be reminded of effective use of mortar fire. All Bdes

b. 6 SLA was asked to organize lectures and demonstrations on 6 SLA

arty/mortar fire adjustment.

ITEM 5: ISSUE OF ARMS TO CIVILIANS

9. Concern was expressed at the issue of arms to civilians who had been employed
in the security force establishments.

10. Decisions. It was decided that following policy be implemented with

regard to issue of arms to civilians:

a. Issue to be conducted purely on a voluntary basis.

b. Proper screening to be carried out.

c. Two weeks training to be given to all prior to the issue of arms.

d. The standard issue would be a shot gun with 10 X cartridges.

e. Proper documentation to be carried out.

f. Weapons to be cleared and in proper working order.

g. Weapons to be checked periodically by the concern officers in charge. All

3 of 12 (4)

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SECRET

ITEM 9: RESUMPTION OF TRAIN SERVICES TO BATTICALOA ACTION

27. GOC mentioned that since Polonnaruwa to Batticaloa train service has already
been resumed even without a military escort, it was suggested that the train service could
be used for leave parties.

28. Decision. After prolonged discussion it was decided to recommend these GS Br

proposals to SF HQ (E) for implementation.

ITEM 10: MATTERS PERTAINING TO SLAF

29. CO 7 Heli Sqn requested that proper reinforcement plans be made for all
detachments/camps with maps displaying suitable LZ.

30. Decision. Bde comds were asked to submit their plans including lighting All Bdes
systems, smoke signals, suitable flight paths, etc by 31 Jan 14.

ITEM 11: CLOSING REMARKS BY GOC

31. GOC reiterated the importance of an offensive defence. He stated that no soldier, All
airman, sailor or policeman should lose his life as a result of poor planning and
negligence.

32. He stated that he is a firm believer in team spirit and joint cooperation and All
expected everyone to think on the same lines with understanding. He warned all present
to be aware of enemy psy ops and not to fall prey to fear psychosis and to continue with
development activities of the area.

33. Finally he stated that the div HQ staff will be making periodic visits to all All
detachments and to project individual problems to them for early action.

ECKumarage
EC KUMARAGE GR
Lt Col
Sec

11 of 12

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SECRET

Distr: Copy No:

External:

Action:
HQ 231 Bde 1
HQ 232 Bde 2
HQ 233 Bde 3
EZC 4
5 SLAC 5
6 SLA 6
6 SLE 7
4 SLSC 8
440 Sqn SLASC 9

Info:
4 SLASC 10

Internal:

Action:
GS Br 11
AQ Br 12

Info:

File: 13

12 of 12

SECRET

Notes:
1. The abbreviation ‘rep’ is used here to get those present on one line.
2. All items in these minutes are SECRET, so there is no need to show individual
classifications.
3. Only five representative pages have been included in this example.
4. Page four to ten is purposely omitted.

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CHAPTER 8

PRÉCIS, SUMMARIES AND COMMENTS

PRÉCIS

1. Definition. A précis is a summary of information extracted from one or

more documents for some particular purpose. The aim of a précis is to enlighten the
reader of the facts and information which he requires, without having to read a
quantity of irrelevant or unnecessary material. The term ‘précis’, is also used to
describe a summary of a file or synopsis of a lecture.

2. Purposes of a Précis. Précis writing in its widest sense is a common

form of staff procedure, which every staff officer may have to use in order to save the
time of the busy senior officer. A précis may be written for one or more of the
following purposes:

a. To give the general gist of a long document.

b. To clarify obscure or involved argument in the original.

c. To make available for easy reference of the essential facts contained in

a series of papers.

3. Principles. Following principles apply:

a. Content. A précis should be accurate, brief and clear. It should

contain only the important features of the original. It should be presented in an
understandable form.

b. Impartiality. Impartiality is especially important, and the

original author’s meaning must not be over or under emphasised or distorted.

c. Style. A series of extracts is not a précis. The same words or

terms as the original need not be used, but its tone and force must be retained.

d. Arrangement and Length. The essentials of the original may

be rearranged to achieve brevity and clarity, and the précis should read
smoothly and logically. It may not be necessary to reduce all passages in
proportion to their original length. Some long passages maybe in proportion to
sentences, while others may bear very few abbreviations. A précis should be
as short as possible for its purpose. As a guide, it should be within two third of
the original length.

4. Method. The writer of a précis should consider the purpose and then:

a. Read through the original several times carefully and establish the tone
of the document by identifying the essentials.

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b. List the essential points where necessary, rearrange it in a logical

order and then group it under suitable headings.

c. Write the précis in the writer’s own words; however use words or
phrases from the original when it is necessary. A précis should normally be in
impersonal form. The tense of the original be retained, but the past tense must
be used for reported speech.

d. Revise. The questions to be answered are:

(1) Have all the essential points been included and are they in a
logical order?

(2) Does the précis read smoothly?

(3) Is it impartial and does it convey exactly the meaning of the

original?

(4) Does it preserve the original’s tone?

(5) Is it suitably brief?

5. Layout. The layout of a précis conforms to that of normal rules and

conventions of Service writing as prescribed in Chapter 3. The subject heading
normally takes the form of:

PRECIS OF A (paper, article etc.) ON (subject)

BY (author of the original) FORM (source)
DATED (date of original)

SUMMARIES

6. A summary is a particular point of précis and is usually required for producing

the essential points from a file or series of papers. The purpose of a summary is the
same as for a précis. The principles and methods described above apply in general.
However, there is one main distinction between the two and that is a summary is in
tabular or note form rather than in narrative form. Therefore, a summary differs from
précis in the following aspects:

a. A summary is not required to be read as a piece of smooth prose, and

may be arranged with dates and references in the left hand margin.

b. The original documents are usually attached as enclosures. Only the

relevant ones should be referred in the summary and it must be flagged.

An example of a summary is annexed to this Chapter.

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COMMENTS

7. The staff officer may be required to add comments to a précis or summary, in

which case the comments must be clearly distinguishable; or may have to comment
on any other form of document. Exploring on a subject necessarily involves the
personal opinion of the writer, whereas impartiality in a précis is essential. However,
this does not mean that the opinion given should be unjustly biased by the writer’s
personal inclinations; it must be balanced and fair, made with all the knowledge and
judgment at his disposal.

Annex:
A. Example of a Summery

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ANNEX A TO
CHAPTER 8

EXAMPLE OF A SUMMARY

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SLAF/481/1/AIR

SUMMARY FOR DGE ON THE INTRODUCTION OF

TYPE 99 MK 1 CAMERA

DATE SUMMARY ENCLOSURE

27 Apr 14 1.
1. Gen
Gen Eng
Eng III informed that
told us that thethe Type 99 E1 (Flag 1) (1)
mk
Type1 camera will be introduced
99 1 camera was beingfor squadron
use soon. for squadron use soon.
introduced

01 May 14 2.
2. DAO
DAO waswas anxious
anxioustotoseesee pictures
pictures M3 (Flag 2) (1)
produced
produced by thethe new
new camera
cameraasassoonsoon
as as
possible. Further, instructed Gen Eng
possible. He asked Gen Eng III to arrange III to
conduct an personnel
for all photo educational
to be programme
instructed in for
cameramen in loading
loading and installation and installation
techniques.
techniques of the new camera.

03 May 14 3.
Gen Eng GenIII Eng
wroteIIIto wrote
GEW toandGEW
4 daysand four E2 (Flag 3)
days
later later sent the
sent them instructional
instructional diagrams.
diagrams. E3 (Flag 4)

10 May 14 4.
3. CO GEW phoned
CO GEW informed thatthat
to say thethecamera M4 (Flag 5)
shutter was defective.
Camera shutter was defective.

14 May 14 5.
Gen EngGen Eng IIIa conference
III called called for a conference E8 (Flag 6)
with photographers
for photographers at GEW
at GEW whichand possible
remedy wasremedy
a possible discussed.
was agreed.

17 May 14 6.
Gen EngGen
III Eng
wroteIIIa technical
wrote a technical report E10 (Flag 7)
on theonshutter
report defect
the shutter and and
defect recommendations
were made on the suggested remedy.

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EXAMPLE OF A SUMMARY (Continued)

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18 May 14 7. Approved
You approved report was sent
the report and ittowasGen M7 E 11A
Eng
sent toIIIGenonEng theIII same
on the sameday, day, but but in the (Flag 8)
In the meantime....................................
meantime …
..............................................................

I PERERA
Sqn Ldr
Jun 14 GEN ENG II

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CHAPTER 9

GRAPHIC METHODS

INTRODUCTION

1. Staff officers must develop the ability to present information in a simple form
that is easily absorbed and understood. Pictorial presentation in the form of graphs or
diagrams is a recognized method of doing this and one with which they must make
themselves familiar. This section explains the general principles of graphic
presentation and describes the characteristics of different types of graphs and charts in
common use.

2. Graphs and charts should fulfil a useful purpose and not merely serve as
embellishment. They may:

a. Present statistical data in a form that shows their precise significance

and relationship so that they can be absorbed at a glance.

b. Simplify and classify a mass of numerical information.

c. Illustrate past events, or forecast future trends from past statistics.

d. Assist in planning a complicated programme of interrelated events and

in presenting the complicated programme.

GRAPHS

3. A graph shows by means of a line relating to vertical and horizontal axis how
one value varies with another. The conventions for plotting a graph are:

a. The horizontal (X) axis is usually used for the variable whose values
are selected or predetermined, and the vertical (Y) axis is used for the variable
with the corresponding observed or calculated values.

b. Each axis shows the quantities represented and units used. If there is
more than one scale on an axis, there must be no possibility of confusion.

c. The scale should be as large as may be convenient for the space

available, but chosen in a manner that:

(1) Allows easy and accurate interpretation of the facts. (The true
implications of the graph can be badly obscured by expanding or
contracting one scale relative to the other, and in extreme cases the
resulting picture can be totally misleading).

(2) Facilitates plotting and presentation.

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4. Straight Line Graphs. The straight line graphs can be drawn in

different forms in the following manner:

a. In some straight line graphs there is a constant relationship between the

variables. In such instances it is safe to use the graph as a means of measuring
intermediate values (interpolation) or the values derived from an extension of
the graph beyond its plotted points (extrapolation). An example is given
below.

ENDURANCE TO FUEL LOAD RATIO FOR AN X-TYPE AIRCRAFT

9
8
7
6
5
4
3
2
1
0
0 1000 2000 3000 4000 5000 6000 7000 8000 9000

b. In other graphs which use straight lines to connect data points, there is
no mathematical relationship between the variables involved and straight lines
are used to join the plotted points only because no better indication is available
of the state of affairs existing between the recorded observations. No
interpolation or extrapolation is possible; for example, in the graph below it
would be wrong to deduce that the patient’s temperature at 2300 hrs on
Thursday was 100 0 C.

TEMPERATURE OF PATIENT

101
oF
0F
Temperature

100
Temperature

99

98
060600 1800 0600 1800 0600 1800 0600 1800 0600 1800 0600
00 1800 0600 1800 0600 1800 0600 1800 0600 1800 0600 0600
Monday Tuesday Wednesday Thursday Friday

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c. When several graphs of the above type are shown on the same axis,
colouring or shading between the lines may help the reader to distinguish
between the graphs, interpret them and draw his deductions. Each area is
proportionate in width to the value of the item it represents. Such graphs are
usually known as area charts. However, same could be depicted as line graphs.
Individual graphs will be marked in different colours or symbols. Examples
are given below:

Example 1.

DMS/HOSPITAL/MI ROOMS
Total Number of Beds Occupied

As at 01st of Month

Example 2.

MOVEMENT PROGRAMME

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5. Smooth Curve Graphs. A smooth curve graph is used to join plotted

points when it is reasonably certain that the variations between the points are smooth
and regular, although in practice a smooth curve graph line seldom covers exactly all
the points when these have been obtained by actual observation rather than by
calculation. So long as the path selected for the curve lies as nearly as possible
between the plotted points, interpolation and extrapolation can again be made, as with
the straight line graphs described in Paragraph 4 a. Extrapolation is subject to
increasing error and the graph is extended from the last plotted point as shown in the
following example:

THE RELATIONSHIP BETWEEN SPEED AND FUEL

CONSUMPTION OF STAFF CARS

6. Trend Graphs. Many straight line graphs show frequent fluctuations

that tend to obscure the general trend. The effects of these fluctuations can be
overcome by using trend graphs to accentuate general trend. Each plotted point is
based not on a single reading or figure but on a group or readings or figures, the
optimum size of a group being that which contains a large number of units and also
gives sufficient points for a graph to be drawn. In the example below, a trend graph of
numbers of personal admitted to hospital is superimposed on a graph of month by
month admissions; the first plotted point of the trend graph represents the total
number admitted to the hospital in the first four months, the second point the number
in months two to five and so on. These four monthly variations are the trends behind
what appear to be haphazard monthly totals reveal the long term trend, behind what
appear to be haphazard monthly variations. Trend graphs have wide application in the
accurate interpretation of facts.

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ADMISSIONS TO HOSPITAL

Month-by-month admissions
Month-by-month admissions
Month-by-month admissions
200 Graph of previous fiveGraph of
monthly previous
Graph five monthly
averages
of previous averages
five monthly averages
Number of Admission

100

0
Jan Feb Mar Apr May Jun Jul Aug Sep Oct

n b r r y Monthn l g p t
h
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HISTOGRAMS

7. The histogram, which consists of a series of bars laid alongside each other
with scales for both the horizontal and vertical axis, is used to illustrate pictorially a
frequency distribution. The same information can equally well be presented in
graphical form. As shown by the dotted line in the example below, the principle of
construction is the same as for a straight line graph, but the histogram has clear
advantages for use as a visual aid.

NUMBER OF CHILDREN BY FAMILIES

Number of Families

Number
Number of Children
of Children

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BAR CHART OR PILLAR GRAPH

8. There are two types of bar charts or pillar graph. They are:

a. Simple Bar Chart. A Simple bar chart consist series of bars,

either vertical or horizontal, whose lengths are proportional to the
measurements or values they represent as shown in the following example:

UTILIZATION OF MOTOR TRANSPORT

Total Driving Hours

Month

b. Compound Bar Chart. In a compound bar chart the bars are

divided of the item it represents and with the full length of the bar representing
100 percent. Each section is normally distinctively coloured or shaded, but too
many sections to a bar will make the chart confusing.

PRODUCTION OF VEHICLES

Cars
Commercial
250 0
200 0

150 0

100 0

50 0

0
Jan Fe b Mar

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PIE CHARTS

9. The pie chart is one of the most common ways of showing the relative size of
components as a whole, each sector being proportional to the size of the data it
represents. Percentages rather than crude figures are usually been used, the angle in
degrees of each sector being the percentage that is multiplied by 3.6 as 3600 is equal to
100%. Pie charts are unsuitable for illustrating fine shades of distinction.

BREAKDOWN OF TYPES OF ACCOMMODATION

BLOCK DIAGRAMS

10. A staff officer frequently needs to present information graphically against a

time scale. The block diagram is best for the purpose.

MOVEMENT PROGRAMME

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More information could be given by dividing each block into component parts or by
varying the width of the blocks on a vertical scale.

PRESENTATION

11. In laying out a diagram, there are six points to remember:

a. Accuracy. The data should be as correct and complete as

possible, and the diagram must be drawn accurately. If approximations are
used this fact should be clearly stated; otherwise the reader may assume too
much.

b. Size. Too large a diagram cannot be grasped; too small a one

cannot be read at a glance. The actual size must depend upon the
circumstances in which the diagram will be used.

c. Scales. Both vertical and horizontal scales must be selected so

as to ensure that the important points of the diagram are brought out clearly. If
it is necessary to have more than one scale on one axis, then it must be clearly
brought out to avoid confusion. Expanding or contracting one scale in relation
to the other can significantly exaggerate the true implications of a diagram; in
extreme cases, the resulting picture may be thoroughly misleading. If this
possibility exists, it is advisable to select the best scales by trial and error
before starting to draw the fair diagram. Too small a scale leads to inaccuracy,
but if a false zero is used it may make the diagram very misleading. If the
diagram is large, it is advisable to repeat the scales on both sides and at the top
and bottom.

d. Simplicity. Any diagram should be as nearly as possible self

explanatory. The guiding principle should be to avoid overcrowding the
diagram with detail, and explanatory notes should be few and brief. There is
often a tendency to try to make a diagram give more information than is
possible without unacceptable loss of clarity; in such cases it may be
preferable to use two or more separate diagrams.

e. Display. It is often helpful to use colours to make a diagram

easy to understand and to emphasize important features. Bold and contrasting
colours should be used, and a clear colour key shown. The number of colours
used should be kept to a minimum; if they exceed five, the reader may find it
difficult to memorise the key. It is sometimes necessary to supplement the
available colours by the use of contrasting forms of shading; such shaded
features should be clear and distinctive. When it is essential to show matters of
detail on the diagram, it is probably best to use self evident abbreviations
such as 'TCO' for Trincomalee. Such abbreviations should of course be
explained on the border of the diagram. In special cases in which more
detailed remarks are unavoidable such as the words of ‘Fleet Programme’,
consideration should be given to the use of numbered or lettered notations,
which refer to explanatory footnotes. The guiding principle of simplicity
should always be borne in mind. However, lavish use of such aids only defeats
its own ends.

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f. Layout. A graphic illustration should:

(1) Be given an appropriate subject heading.

(2) Given the source(s) of the original data in the bottom left hand
corner.

(3) Give the basis of any calculations.

(4) Give a legend or key if necessary.

PREPARATION OF DIAGRAMS FOR REPRODUCTION

12. It is sometimes necessary to prepare diagrams for quantity reproduction. Two

common examples are fleet programmes and exercise programmes. Such diagrams
are normally copied by a photographic process, which precludes the use of colour.
The author is therefore restricted to the use of black, white, and various forms of
black and white shading. It may also be possible to employ a grey wash; the best
method of obtaining this effect in the reproduction should be determined by
experiment.

13. In these circumstances, the use of self evident abbreviations and/or numbered
footnotes may be required. Forethought is required when preparing the diagram, as it
may be necessary to leave space for such notations in the blocked out or shaded areas.
Simplicity should be maintained by showing essential details only.

14. It should be remembered that it might subsequently be necessary to issue

amendments to diagrams of this nature. It is therefore desirable to keep the diagram as
open as possible, leaving sufficient space between items for the recipient to insert
such amendments.

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CHAPTER 10

INVITATIONS

1. Military invitations may come in any one of the three categories formal,
informal and casual. These titles are given for convenience to understand the
relationship between the three corresponding styles of dress rather than representing
definitions of personal behaviour.

2. Formal/informal/casual functions such as passing out parades, awards

ceremonies, sport events, conferences, weddings and promotion parties are always
preceded by a written or printed invitation card. It is written in the third person and
contains the following details of the function:

a. The date and time.

b. The type.

c. The location.

d. The dress.

e. The details for a reply.

The examples are given at Annex ‘A’ to ‘F’.

3. When an invitation card is written to a married couple, the practice is to

address the envelope to the wife through the husband and on the invitation card to
Mr and Mrs ... addressing both husband and wife. When an invitation is to a single
person, the practice is to address the envelope to the person accordingly (please refer
Annex ‘G’). If the invitation is to a good friend, prefixes on the card may be dropped
altogether using only first names.

4. In the Services, where couples are both serving members of tri services,
problems do arise when addressing invitations, particularly where the couples are of
differing rank for example, Flight Lieutenant Nalika Perera, and her husband
Squadron Leader Sampath Perera. This invitation is recommended to be addressed to
Squadron Leader and Mrs Sampath Perera, though the wife’s rank may be included if
wished. If the ranks were reversed, the recommendation is to address invitations as
Flight Lieutenant and Mrs Sampath Perera. In both cases the envelope should be
addressed using the wife’s name and rank.

5. Formal and Informal replies are used to write the text. The text will always
take the same form: Mr and Mrs Guest (using the husband’s first name), thank
Mr and Mrs Host (no initials or first names) for their kind invitation to … on … at …
and either, have great pleasure in accepting, or, if unable to attend, regret that they are
unable to accept because of a previous engagement (please see Annex ‘H’ and ‘I’).

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On the military reply, the outline address of the officer replying together with the date
is included (see example at Annex ‘H’ and ‘I’). Replies should be sent giving plenty
of time for the host to make suitable arrangements.

Annexes:
A. Example 1 of an Invitation Card.
B. Example 2 of an Invitation Card.
C. Example 3 of an Invitation Card.
D. Example 4 of an Invitation Card.
E. Example 5 of an Invitation Card.
F. Example 6 of an Invitation Card.
G. Addressing of an Envelopes.
H. Examples for an Acceptance.
I. Examples for Regret.

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ANNEX A TO
CHAPTER 10

EXAMPLE 1 OF AN INVITATION CARD

The Commandant and Staff of the

Defence Services Command and Staff College
Sri Lanka
request the pleasure of the company of
Gp Capt & Mrs Samarasinghe

to the Graduation Ceremony of Course No 7

at the DSCSC Auditorium
at 1000 hours on Friday, 13 December 2013

Mr Lalith Weeratunga
The Secretary to His Excellency the President of Sri Lanka
will grace the occasion as the Chief Guest

RSVP Dress
Col GS - 2964390 Army : Dress NO 1
GSO 1 - 2962175 Navy : Dress No 1
Air Force : Dress No 1 B
Others : National/Lounge Suit/Saree

(Please bring this card and be in your seat by 0930 hours)

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ANNEX B TO
CHAPTER 10

EXAMPLE 2 OF AN INVITATION CARD

The Commanding Officer and All Ranks of the

NCO Management School
Sri Lanka Air Force Academy
China Bay
Request the
Request the pleasure of the company of
Gp Capt Fernando RSP

to witness
THE CERTIFICATE AWARD CEREMONY
of
No.38 NCO Management Course
at
1000 hrs on Friday 23 July 2014
at the
NCO Management School
Sri Lanka Air Force Academy China Bay

Air Vice Marshal RPD Ratnayake RWP RSP psc

Director Training
will grace the occasion as the Chief Guest

RSVP Dress
Senior Instructor Officers : Walking Out
0112413698/0112853967 Other Ranks: Working Dress
Ext:36528
0715678145

(Please bring this card with you and be in your seat by 0930 hrs)

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ANNEX C TO
CHAPTER 10

EXAMPLE 3 OF AN INVITATION CARD

Chairman Soccer and the Organizing Committee

request the pleasure of the company of
Gp Capt & Mrs Silva

on the occasion of the

FINALS OF INTER UNIT FOOTBALL TOURNAMENT
at
1600 hrs on 20 July 2014
at the
Sri Lanka Air Force Base, Katunayake

Air Marshal DSD Gunathilake WWV RSP USP ndc psc

The Commander of the Sri Lanka Air Force
will grace the occasion as the Chief Guest

RSVP Dress
Secretary Soccer Blazer and Tie
0112721562 Ext:22305
0725489753

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ANNEX D TO
CHAPTER 10

EXAMPLE 4 OF AN INVITATION CARD

Director Welfare of SLAF and the Commanding Officer SLAF Colombo

request the presence of

AVM & Mrs Perera

at the
SLAF Avurudu Pola 2014
at
0930 hrs on Tuesday 06 April 2014
at the
Rifle Green Grounds, SLAF Colombo

Air Chief Marshal RARS Jayasundara RWP RSP USP psc

Commander of the Air Force
will grace the occasion as the Chief Guest
and
Mrs Ruwani Jayasundara, the Chairperson of SLAF Seva Vanitha Unit
will be the Guest of Honour

RSVP Dress
SOW III Working Dress
0112455655/0112495495
Ext:22305
0782458723

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ANNEX E TO
CHAPTER 10

EXAMPLE 5 OF AN INVITATION CARD

Together with our parents

Nehara
Daughter of Mr & Mrs PA Dissanayake
and
Prasanna
Son of Mr & Mrs CV Rathnayake
(Flying Officer - Sri Lanka Air Force)

request the pleasure of the company of

Wg Cdr & Mrs Jayawardena

on the occasion of our marriage
from 0900 hrs to1530 hrs
on
Thursday 15th of July 2014
at
Cinnamon Grand Hotel
Colombo
(Poruwa Ceremony at 0925 hrs)
Service Wedding

RSVP
Station Road Duplication Road
Kollupitiya Bambalapitiya
0112863578 0112541232

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ANNEX F TO
CHAPTER 10

EXAMPLE 6 OF AN INVITATION CARD

Air Vice Marshal RAJ Karunarathne RWP RSP psc

request the pleasure of the company of

Gp Capt Wickramarathne

for Cocktails and Dinner

at
1930 hrs to 2200 hrs on 10 July 2014
at the
Officers’ Mess Air Force Headquarters
on the occasion of the
Celebration of being promoted to the rank of
Air Vice Marshal

RSVP Dress
AVM RAJ Karunarathne Shirt and Tie
Director Administration
0776528412/0112456369

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ANNEX G TO
CHAPTER 10

ADDRESSING OF AN ENVELOPES

ADDRESSING OF AN ENVELOPE - MARRIED COUPLE

Mrs SS Samarasinghe
C/O Brigadier MK Samarasinghe RSP USP psc
Army Headquarters
COLOMBO

ADDRESSING OF AN ENVELOPE - SINGLE PERSON

Rear Admiral RDS Fernando RWP RSP psc

Naval Headquarters
PO Box 593
COLOMBO

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ANNEX H TO
CHAPTER 10

EXAMPLES FOR AN ACCEPTANCE

EXAMPLE 1 OF AN ACCEPTANCE

Group Captain BMC Wickramarathne would wish to thank

Air Vice Marshal RAJ Karunarathne for his kind invitation to cocktails and
dinner at 2130 hrs on 10 July and have great pleasure in accepting the
invitation.

Gp Capt BMC Wickramarathne

Air Force Headquarters
COLOMBO

04 July 2014

EXAMPLE 2 OF AN ACCEPTANCE

CHCJ Jayawardena
70, Kaduwela Road
MALABE

05 July 2014

Dear Mrs PA Dissanayake

Thank you for your kind invitation to your wedding on Thursday

15 July at 0900 hrs. Donald and I are delighted to accept the invitation.

ThankANNEX
you ‘J’ TO
SECTION …….
YoursANNEX
sincerely‘J’ TO
SECTION ……..
Grace

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ANNEX I TO
CHAPTER 10

EXAMPLES FOR REGRET

EXAMPLE 1 OF REGRET

Secretary Soccer,

Thank you for the invitation on Tuesday 20 July, regret inability to attend
due to previous engagement.

Gp Capt and Mrs SAD Silva

Air Force Headquarters
COLOMBO

12 July 2014

EXAMPLE 2 OF REGRET

CHCJ Jayawardena
70, Kaduwela Road
MALABE

05 July 2014

Dear Mrs PA Dissanayake

Thank you for your kind invitation for the wedding on Thursday 15 July at
0900 hrs, regret inability to attend due to previous engagement.

Thank you
Yours sincerely

Donald

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