NAVAL CORRESPONDENCE

NAVAL CORRESPONDENCE

Topic 10.1Topic 10.1

TERMINAL OBJECTIVES

31.0 Identify the proper format and purpose of Naval Correspondence to include the

use of Standard Subject Identification Codes (SSIC).

31.1 IDENTIFY the instruction that governs Naval correspondence.

31.2 STATE the purpose of the Naval Directive and Memorandums.

31.3 IDENTIFY the instruction and purpose that governs Standard Subject Identification Codes (SSIC).

31.4 DESCRIBE the various inventories required for the relief of the Supply Officer.

31.5 LIST the items required to be annotated in the Supply Officer relieving letter.

Enabling ObjectivesEnabling Objectives

The manual that provides guidelines and governs correspondence:

SECNAVINST 5216.5 series

Correspondence ManualCorrespondence Manual

• A Directive is a written communication that establishes:

–Policy–Organization–Conduct–Methods of Procedures

Purpose of DirectivesPurpose of Directives

There are two types of Directives

NOTICE INSTRUCTIONINSTRUCTION

• Permanent reference value

• Issued for one year or more

• Updated by pen and ink/page changes

• In effect until originator cancels or supercedes it

InstructionsInstructions

• Temporary in nature

• One time reference value

• Usually issued for less than 6 months, but no more than one year

• Not changed

• They are self canceling

NoticesNotices

Provides a formal or informal means of communication within an activity, or between activities on routine business.

MEMORANDUMSMEMORANDUMS

• Used within the activity.

• Hand typed - provides more flexibility when there are multiple addresses.

Plain Paper Memorandum

• Provides more formality.

• Can be sent outside the activity.

• Only CO can sign letterhead

• However, by direction is authorized

Letterhead MemorandumLetterhead Memorandum

• Most formal

• May be used in writing to Senior Officials such as Secretary of Navy, Secretary of Defense

Memorandum-ForMemorandum-For

• Official correspondence with addresses in DOD.

• More formal than the memorandum.

• Provides flexibility of multiple addresses (both To and Via).

Standard LetterStandard Letter

Standard Subject Identification Code (SSIC)

Purpose: Identification and Filing

• Used to classify Naval correspondence under 13 major subgroups.

• The major categories are further subdivided by the last three digits in the major subgroups.

• Required on all Navy letters, messages, directives, forms and reports.

SSIC MANUAL

The manual that provides guidelines and governs Standard Subject Identification Codes:

SECNAVINST 5210.11 series

SSIC Subgroups

• My 1000 – Military Personnel• Teacher 2000 - Telecommunications• Of 3000 – Operations/Readiness • Logistics 4000 - Logistics• Gave 5000 – General admin• Me 6000 – Medicine/Dentistry• F 7000 – Financial MGT• On 8000 - Ordinance• Supply 9000 – Ship design• Good 10000- General Material • For nothing 11000- Facilities• Candy 12000- Civilian• Apple 13000- Aeronautical• Coast guard 16000- Coast Guard

*Bold implies common to Supply

http://neds.daps.dla.mil/

RELIEF OF SUPPLY OFFICER

Para 1160-1164

Relieving LetterSample letter found in P-485 Volume I Par. 1164

The letter will include:

- Approval for reliving date

- Statement regarding stock accuracy

- General condition of Supply department

- Statement of facts in dispute if there are any disagreements

• Prior to detaching the current SUPPO will perform a JOINT inspection with their relief of the supply spaces to include:

-Storerooms

-Operating Spaces

-Office Spaces

-Material and Material Handling Equipment

-Personnel, files and records

• All spaces under the supply department will be inspected for:

-Material condition and cleanliness

-Arrangement of material. (Who has custody over what)

-Operating spaces will be inspected for methods and procedures.

Personnel

• Inspect supply personnel informally while they perform their assigned duties.

• Relieving Suppo should familiarize himself with supply personnel by reviewing:

-Division officers notebook

-Service records

• All Supply Department files and records will be jointly inspected such as:

- Availability and currency of required publications and directives

- All applicable letters of authority are on file

- Training program

- Organizational chart (watch, quarter,station Bill)

Inventories and Returns

• A full inventory is not required but a sample inventory and location audit will be conducted of general stores. The recommended number of sample inventories:

- 10-15% of total SIM/DBI/POS items

- 1/4-1% of total non-SIM/DBI/POS

- Location audit 1/4-1% of total line items

- 10% of total repairable assets carried

• Inventory and locator accuracy rates determined by the sample inventory will be included in the relieving officers letter to the CO.

• Inventory accuracy rate of 90%

• Locator accuracy rate of 95%

• The outgoing Suppo will provide relieving Suppo with inventory schedule reflecting all inventories conducted during the fiscal year.

Inventory accuracy rates

Review Stock record Balances

The relieving officer will review stock records to determine items and

money value of allowed repair parts (including substitutes) which are

currently NIS and not on order. Recommended review:

- 100% of the SIM/DBO/POS stock. Record NIS items not on order, and

the funds required to requisition the high limit qty’s.

- Conduct random review (5-10%) of the non-SIM records. Ensure at

least 10% of the items have recorded usage.

- Maintenance Assistance Modules (MAMS) will be inventoried as

repairable in proportion to total repairable assets, then, custody

transferred to relieving officer.

Officer being relieved will inform new Suppo of:

- The number and status of unfilled requisitions which warrant special attention

- Number and status of outstanding purchases orders

- Outstanding surveys awaiting CO action

- Unanswered correspondence

- Outstanding loans and OPTAR status

- Circumstances surrounding any unsatisfactory conditions within supply dept, such as uncorrected discrepancies since last inspection

• Should circumstances prevent a joint inspection, the reliving SUPPO will make the inspection and prepare the report within 20 days after reporting onboard.

• The Suppo’s name is automatically printed on many reports. Update of systems constant file and site activity table is required.

11.1 IDENTIFY the instruction that governs Naval correspondence.

11.2 STATE the purpose of the Naval Directive and Memorandums.

11.3 IDENTIFY the instruction and purpose that governs Standard Subject Identification Codes (SSIC).

11.4 DESCRIBE the various inventories required for the relief of the Supply Officer.

11.5 LIST the items required to be annotated in the Supply Officer relieving letter.

Enabling ObjectivesEnabling Objectives