RESTRICTED

NIGERIAN DEFENCE
ACADEMY

CADETS PRECIS

SERVICE WRITING

RESTRICTED
 RESTRICTED

RESTRICTED
The information in the document is not communicated,
either directly or indirectly, to press or any person holding
an official position the service of the Federal
Government of Nigeria.

WARNING
Loss of this will constitute offence. Cadets are warned that
they are responsible for the safe custody of this book.

i
RESTRICTED
 RESTRICTED

TABLE OF CONTENT

CONTENT PAGE

Introduction to Service Writing 1

Rules and Conventions of Service Writing 6

Service Correspondence 42

Signal Message Writing 63

Appreciation 76

Service Paper 91

Servicing of Documents 96

ii
RESTRICTED
 RESTRICTED

Copyright @ 1991
All Rights Reserved
FIRST PUBLISHED 1991
Revised and Reprinted 2000
Reprinted 2002
ISBN 978-008-003-1

No part of this book may be reproduced, communicated, stored in a

retrieval system or transmitted in any form or any means, electronic,
mechanical, photocopying or by otherwise without the prior
permission in writing the publisher.

Published by:
NIGERIAN DEFENCE ACADEMY

iii
RESTRICTED
 RESTRICTED
SERVICE WRITING
PRECIS NO 1

INTRODUCTION TO SERVICE WRITING

INTRODUCTION

1. Joint Service Writing are agreed procedures in the Nigerian Armed

Forces for the preparation and layout of Service Writing (SW) and
standardized staff procedures. The aim is to achieve economy in training
flexibility in staff appointments and efficiency in joint staff work.

AIM

2. The aim of this précis is to introduce cadets to the fundamental of

Service Writing (SW) adopted by the 3 Services of the Nigerian Armed
Forces.

DEFINITIONS

3. Service Writing: Service Writing is all forms of writing

originated officially within the Services. In the NA it is divided into
operational and non-operational writing. These distinctions are not
applied in the NN and NAF except in the context of join operation or
exercise.

a. Operational Writing: Operational Writing is often written in

more form making maximum use of abbreviations. It is usually used for
the following:
1. Operational directives, operation orders and instructions.
2. Administrative orders and instructions.
3. Confirmatory notes.
4. Appreciation.
5. All forms of operation orders.

1
RESTRICTED
 RESTRICTED
6. Signal messages.
7. Memoranda.
8. Instructions for tactical exercises.
9. Annexes and appendices – If the amplify documents written
with operational writing techniques.

4. Non-Operational Writing: Non-operational covers all other forms

of SW. Normal English usage is followed, and abbreviations are restricted
to those whose meanings are easily understood by all e.g. UN, OAU,
ECOWAS, NA, NN, NAF etc.

CHARACTERISTICS
5. SW should obey the rules of good English prose, but above all,
demands:

a. Accuracy: The facts and wording must be accurate.

Opinions and deductions must be distinguishable from facts.
b. Brevity: Information must be communicated in the
shortest way consistent with accuracy and clarity.
c. Clarity: SW must be intelligible, reasoned and
unambiguous.
d. Relevance: Irrelevant words phrases or idea must be
excluded. The test is, if this is omitted will the argument be
affected?
e. Logic: Deductions must be fully justified and
contained in sentences and paragraphs which flow in a
logical sequence related directly to the argument.

2
RESTRICTED
 RESTRICTED
6. Choice of Expression: It is advisable to use the best nouns,
verb, adjective or phrase that would give the truest expression of the
author's message. The following points will help with expression, thought
they are not exhaustive.
a. Avoid abstract nouns where verbs or adjectives can be used,
e.g. “The present restricted must continue”, rather than “The
cessation of the period of restrictions cannot be made”.
b. Use the active rather than the passive form of the verb. e.g. 'I
saw him', rather than, 'He was seen by me'.
c. Use English rather than non-English words when exactly the
same idea can be expressed in English.
d. Avoid archaic and flower expressions.
e. Avoid tortuous wordings.
f. Beware of cliché's most have loss their original force through
over-use and can irritate the reader.
g. Avoid slang as a general use.
h. Avoid jargon and officiates as they produce an unnatural
style.

Conclusion
7. The service have devised the techniques, rules and conventions of
SW in order to improve efficiency, reduce misunderstandings and aid
inter-operability. The primary objective of SW is to communicate.
Effective writing skill can best be acquired through practice and study.

3
RESTRICTED
 RESTRICTED
SERVICE WRITING
PRECIS NO 2

RULES AND CONVENTIONS OF SERVICE WRITING

“To do our work, we all have to read a mass of papers. Nearly all of them
are far too long. This waste time, while energy has to be spent in looking
for the essential points”, Sir Winston Churchill.

INTRODUCTION
1. There are a number of agreed rules and conventions for the
preparation and layout of service writing and for standardized staff
procedures. Such standardization helps to achieve economy in training,
flexibility in staff appointments and more efficient joint staff work.
2. The basic rules and conventions used in Service Writing aid the
clear presentation of facts and discussions. They help persons concerned
namely:
a. The Writer: Knowing the rules, the writer automatically
conforms to standard layouts and other conventions and does not
waste time devising his own.
b. The Typist: The typist does not have to adapt drafts to make
them suitable for typing.
c. The Reader: The reader receives a document which
conforms to a familiar patter and is easy to read.
AIM
3. The aim of this précis is to outline the elementary rules and
conventions of Service Wring which you will be required to use at the
NDA and as a junior officer.

4
RESTRICTED
 RESTRICTED
STANDARD CONVENTIONS
4. Most documents have 3 basic parts; the superscription, the text and
the subscription. The contents of each part may vary with the document,
but in all cases the superscription comprises everything above the text and
the subscription everything below it. An example which illustrates these
part and includes all the basic conventions of a standard layout in Service
Writing is at Annex A to this précis.

HEADINGS
5. When a document is lengthy or the subject complex, the text is
divided by headings, these assist the writer's logical development of the
theme and direct the reader's attention to what follows. Reading should
stand on their own and not from cart of any sentence that follows.

6. THE SUBJECT HEADING. Most document start with a short

statement of the subject called the subject heading. In simple document
the subject heading starts at the left-hand margin in underlined capitals
and is not followed by a full stop. In documents involving the use of both
main and group headings the subject heading centrally over the typed area.

7. MAIN HEADING. The main heading is placed centrally over the

typed area, in underlined capitals and not followed by a full stop. In a 2 line
heading, if one is necessarily shorter than the other, the second line is to be
the shorter and placed centrally under the first.

8. GROUP HEADINGS. A group heading is used to introduce one or

more paragraphs on the same general subject. It covers all subsequent
paragraphs before the next main or group heading. It occupies a line by
itself beginning at the left hand margin; it is not numbered and is not
followed by a full stop. Group headings are in capitals and underlined.

5
RESTRICTED
 RESTRICTED
9. PARAGRAPH HEADINGS. A paragraph heading covers
only its own paragraph and integral sub- paragraphs. Initial capitals are
used for important words; the heading is underlined and followed by full
stop. Not every paragraph need have a heading but once a paragraph
heading is used succeeding paragraph down to the next main or group
heading should have headings. A paragraph heading may be on a line by
itself, followed immediately by sub- paragraphs.

10. SUB-PARAGRAPH HEADINGS. Sub- paragraph headings cover

those of any further sub-divisions and follow rules similar to those for
paragraph headings.
NUMBERING OF PARAGRAPHS

11. Paragraphs are numbered in Arabic numerals but a single paragraph

is not. In letters to the public, the writer should be guided by good taste in
deciding whether to number paragraphs. Paragraph in letter of
condolence, for example, would never be numbered.

12. The method of numbering paragraphs and of indenting sub-

paragraphs is given at Annex A to this, precis. The first line of an
unnumbered paragraph is not indented.

SUPPLEMENTARY DOCUMENTS.

13. Annexes. Supplementary documents that amplify the parent

document are called annexes. They are used when the inclusion of all the
detail in the body of the parent document would make it cumbersome.
Annexes should.
a. Be refereed in the text of the parent document.
b. Be lettered consecutively in the order in which they appear in
the text; this includes a single annex being lettered i.e. Annex A.
6
RESTRICTED
 RESTRICTED
c. Be listed at the close of the parent document.
d. Have their own subject headings.
e. Show the identifying reference of the main document. For
Example

ANNEXA TO
NDA/1157/G
DATED1 NOV 99

14. Appendices: Supplementary documents that amplify an Annex

are called appendices. The should:
a. Be referred to in the text of the annex.
b. Be numbered consecutively in Arabic numerals in the order
in which they appear in the text, this includes a single appendix
being numbered Appendix 1.
c. Be listed at the close of the parent annex (but not the main
parent document).
d. Have their own subject heading.
e. Show the identifying reference of the main document. For
Example.

7
RESTRICTED
 RESTRICTED
APPENDIX 1 TO
ANNX A TO
NDA/1157/G
DATED 1 NOV 99
DISTRIBUTION
15. If a Service letter has only one addressee, the addressee is normally
shown immediately beneath the identifying reference at the top of the first
page. If there are several addressees, they may be shown in the same
position. However, it may be better to list addressees under the heading
“Distribution” immediately after the signature block, but on the left-hand
side of the last page or on a separate sheet of paper. The word “See
Distribution” is then inserted in the normal addressee position.

16. When there are several addressees the order in which they are listed
to the distribution is
a. External action addressees.
b. External information addressees.
c. Internal action addressees.
d. Internal information addressees.
Addressees are listed in order of seniority. Within seniority, they are
shown in order of numerical or alphabetical title.

SIGNATURE
17. In all Service Writing, other than semi-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. It therefore
contains:
a. The initial and name of the signatory in block capitals.

8
RESTRICTED
 RESTRICTED
b. The signatory's rank and service where necessary.
c. The originating authority, which may be the signatory's
appointment or that of the superior for whom he is signing. In the
latter case the word “For” is typed in the signature block.

18. The signatory should personally sign the copies of documents

going to addressees who are senior to the authority on whose behalf the
document is signed. Other copies may be rubber-stamped to show that
they are authenticated. When numerous copies are produced it is usually
acceptable for the signatory to sign the stencil.

SECURITY CLASSIFICATION
19. Security classification is the security protection given to the
information contained in an official document. It indicates the degree of
danger to national security that would result from its unauthorized
disclosure. The 4 security classifications are:
a. Top Secret: “TOP SECRET” information is information
the unauthorized disclosure of which would cause exceptionally
grave damage to the nation.
b. Secret: “SECRET” information is information the
authorized disclosure of which would cause serious injury to the
interests of the nation.
c. Confidential: “CONFIDENTIAL” information the
unauthorized disclosure of which would be undesirable to the
interest of the nation.
d. Restricted: “RESTRICTION” information is
information the unauthorized disclosure of which would be
undesirable to the interest of the nation.

9
RESTRICTED
 RESTRICTED
20. Authority to originate classified material. Originators of classified
documents are responsible for the appropriate classification at the earliest
opportunity. Over-classification is to be avoided. Authority to originate
classified material is delegated as follows:
a. Top Secret. Lieutenant colonels and above, civilians of
equal status, commanding officers of independent units, and
duty operations and duty signal officers and civilians of equal
status.
b. Secret and confidential. All commissioned officers and
civilian of equal status.

c. Restricted. All commissioned officers, civilians of equal

status warrant officer and senior non commissioned officers.

PRIVACY MARKINGS.
21. Document containing information that does not involve national
interests and therefore does not merit security protection may,
nevertheless, require a degree of protection or special handling.
Documents concerning the personal affairs of staff; for example, may fall
into this category. These documents are to be endorsed with the privacy
marking “IN CONFIDENCE”, MEDICAL IN CONFIDENCE”.

22. An “ IN CONFIDENCE” document that also contains classified

information is to be marked with its security classification appearing
above the privacy marking at the top of each page and below it at the
bottom.

10
RESTRICTED
 RESTRICTED
EXPRESSING ORDERS AND INTENTIONS
23. Orders and instructions are conveyed by the use of
a. “It is” or “Are to” (Imperative) The words “is to” are used
to convey a direct order.
b. “To” ( Infinitive). The infinitive form of the verb is used to
express aim, mission or intention.
e. “Should”. In directives or instructions “should” may be
used to express the requirement where it is necessary to leave
initiative and discretion to a commander on the spot.

24. Specific Meanings. The following words have specific meanings

in the Services:
a. Intend. “Intend” is used to signify an intention which will
be out unless countermanded by higher authority.
b. Propose. “Propose” is used, more usually in signal
messages, to suggest a course of action which will not be
carried out unless approved by higher authority.
c. Request. When used by a senior to a junior,
“request” is a courteous method of conveying an order:
otherwise its meaning accords with English usage.
d. Will. The verb “will” is used only to covey information
or express the future tense.
CAPITALS
25. Capital letter used for every letter of:
a. Subject headings.
b. Main and ground headings.
c. Proper nouns in operational writing.

11
RESTRICTED
 RESTRICTED
e. Proper nouns in all manuscript writing.
f. Precedence markings.
g. Security classification and privacy marking
h. Certain abbreviations.
I. The names of individuals ships, not type or class of ships
equipment or aircraft.
j. The reference block on annexes and appendices.
k. The postcode where applicable.
l. The post town in the address of the addressee .
m. The name of the signatory in the signature block of a
letter.
n. Time zone when spelt out in full.
o. The first 3 letters of the month in the DTG of signal
messages.

26. In addition to the opening word of a sentence, capital letter are

used for the first letter of.
a. A proper noun, or adjective derived there from, eg.
“Nigerian”, “Nigerian”.
b. The important words in paragraph and sub-paragraph
headings.
c. The first word of listed items.
d. The principal words in ranks and appointments when
used in relation to specific individual or appointment.
e. The title of annexes, appendices and enclosures when
listed in the subscription.

12
RESTRICTED
 RESTRICTED
f. Word associated with the particular, e.g. page Annex, A
or by rule of common usage, e.g. days of the week and months
of the year.

PUNCTUATION
27. With certain exceptions moral punctuation is used in the text of
SW. In addition.
a. Full stops are used:
(1) After a paragraph or sub-paragraph number or letter
which is not in brackets.
(2) After paragraph and sub-paragraph headings.
(3) At the end of each paragraph or sy b-paragraph and
further sub-divisions.
(4) After the description of each reference or
supplementary document.
b. A colon is used to introduce a list or a succession or sub-
paragraphs.
c. Exceptions. The exceptions to sub-paragraphs a and b
are:
(1) Full stops and comma are not used in the address
(2) There is no comma after a salutation.
(3) In the text, no full stops are placed after, or
unnecessary space left between, separate letters of
familiar abbreviations.
(4) Commas are not to be used between the letters of
decorations.
(5) Full stops are not to be used in or after
abbreviations.
13
RESTRICTED
 RESTRICTED
(6) Except at the end of a sentence. They are not to be used
between a person's initials.

SPELLING
28. When alternative spelling are given in the concise Oxford
Dictionary, the first is used.

UNDERLINING
29. Underlining is not normally used to achieve emphasis.

ABBREVIATIONS
30. General
a. In service writing the only abbreviation used are those for
dates, ranks, appointments formations and unit.
b. However, other abbreviations may be used if the writer
considers them helpful, in this case, they must be explained the
first time they appear in the text or be listed in a separate annex,
unless they are:
1. In general use, e.g. UNO, NATO, OAU, MOD, , mm.
2. Specialist abbreviations well understood by both writers
and all likely recipients of the paper in question.
c. Abbreviations should not be introduced in reading but in
text.
d. Some typical examples of abbreviations are at Annex B to
this precis.

14
RESTRICTED
 RESTRICTED
31. Other Rules
a. Composite Nouns: Any composite noun, or one
containing a prefix or suffix, may be abbreviated by abbreviating
that part of it for which there is an authorized abbreviation, eg.
Mob (mobilization), demob (demobilization).
b. Plurals: Some abbreviations indicate both the singular
and the plurals forms and do not require the addition of W. If the
addition of “S” is necessary, it is always placed at the end, e.g.
GOCs (General Officers Commanding).
c. Ampersand: An ampersand (&) is to be used instead of
“and” where appropriate in titles, eg O & M, R & D, Messrs Smith
& Jones.

32. Use in Operational Writing: In operational writing and signal

messages the maximum use of abbreviations may be made.

DATES AND TIMES

33. A date is written in the order, day, month, year. It is abbreviated by
using the first 3 letters of the month following by the last 2 figure of the
year.
In full: 1 November 1999

Abbreviation: 1 Nov 99

A night is described by both dates over which it extends, e.g. “night 29/30
Sep” or night 30 Sep 1 Oct”. Commonly written “ni 30 Sept/ 1 Oct”.

15
RESTRICTED
 RESTRICTED
34. Time is expressed the figures by reference to the 24-hour clock; the
first pair of figures indicates the hour and the second pair the minutes past
the hour. In operational writing the 4 figures are followed by a time zone
suffix. The zone time system will be explained later, Precis 4. In
appreciation and orders where the format includes the phrase “Time Zone
using Throughout the Order (Appreciation) is …”, time in the text do not
require a zone suffix. In other Service Writing, the 4 figures may be
followed by the time zone suffix or 'hours' when confusion with other
figures such as grid references and time zones, is possible.

35. The term 'midnight' is not used when referring to that precise time
'2400 hours' A minute before or after midnight and the dates used, e.g.
2359 hrs 15 Jun or 0001 hours 16 Jun represents midnight on the night
15/16 Jun.

36. While never used in Service Wring, time expressed in term of the
12 hour clock followed by 'am' or 'pm' is normal in dealing with civilians
and in invitations to social events.

NUMERALS
37. In all writing other than signal messages, fractions and whole
numbers except one are normally to be written in figures. When a number
is the first word in a sentence or when it refers to quantitative numbers of
formations, units and detachments it should be spelt out to avoid
confusion. The figure '1' is used whenever it occurs in dates, paragraph
and chapter numbers, serial numbers etc. If adjacent numbers indicate
quantities and dimensions, either the first should be spelt out, e.g. 'twelve
“0-ton trucks”, or the adjacent numbers should be separated by the
multiplication sign, e.g. '12 x 10-ton trucks'.

16
RESTRICTED
 RESTRICTED
REFERENCE
38. Identifying Reference. Most forms of Service Writing have an
identifying reference which may be numbers, a series of letters or a
combination of both. Supplementary documents other than enclosures
bear the reference of the parent document. The identifying reference is
placed opposite the last line of the originator's address as shown in the
example at Annex A to this precis.

39. Reference to Other Papers. If reference is made to any document

not enclosed with a letter or paper, the title or identifying reference and
date of that document is shown immediately above the text below the word
“References(s)”. The originating authority is to be prefixed to the
identifying reference when this is not self evident in the letter. Each
document listed is identified by a capital letter and may be referred to in
the text, e.g. “Reference A”.

40. Reference to Signal Messages. Reference to signal messages

made by quoting the originator, date-time-group and any other identifying
reference such as the Delivery Indicator Group.

42. Reference to Maps and Charts. Maps are identified by map

series (and country or geographic area if required), sheet number (and
name if required), edition and scale, Charts are identified by number and
title. Date of publication, last new edition and last large and small
corrections provide a more comprehensive description.

PRECEDENCE
42. Letters and papers requiring quick handling may be given a
precedence marking. There are 2 degrees of precedence.
a. Immediate. Paper marked “IMMEDIATE” take priority
17
RESTRICTED
 RESTRICTED
over all other in preparation, are dispatched by the fastest means
available and given precedence in handling and action by their
recipients. Authorization of “IMMEDIATE” precedence is
normally confined to senior staff officers and commanders of
independent units and must be used with discretion.
b. Priority. Papers marked “PRIORITY” are given
precedence after those marked “IMMEDIATE”, although
dispatched by normal post or other delivery services.
“PRIORITY” papers can be originated by normal post or other
delivery services. “PRIORITY” papers can be originated by a
commissioned officer or civilian of equivalent status.
43. Marking: The precedence marking is shown in capital letters at
the top right of the first page only. If the letter or draft is classified, the
precedence marking is double spaced below the line of the security
classification.

DESCRIPTION OF FORMATIONS UNITS AND DETACHMENT

44. Title of formations and units are normally written in their
abbreviated forms and numbers in Arabic anusun1.
a. 21 Armd Rde (21 Armoured Brigade)
b. 64 Sqn (No 64 Squadron)

45. Quantitative numbers of formations, units, ships and detachments

are always written in full:
a. One patrol squadron (a single patrol squadron)
b. Six amoured brigades (quantity six brigades)

18
RESTRICTED
 RESTRICTED
DESCRIPTION OF LOCATIONS AND AREAS
46. Ground Locations, Areas and Boundaries. Locations, areas and
boundaries are identified in the following ways:
a. Names of Places and Features. Names of places and
features are spelt exactly as on the maps in use, except that the
word 'River', written in full, precedes the names of all rivers
regardless of the language in which this word appears on the map.
b. Roads, Tracks and Railways: Roads, tracks and railways
are described by the names of places located on them. The word
'road' 'track' or 'railway', must precede, not follow, the places
names, e.g. Road Zaria Kaduna.
c. River Banks. River banks are described as right or left
from the point of view of an observer facing down stream. If this is
not possible, then by using cardinal points.
d. Canals. The name of a canal or names of places on it, is
used to describe the canal. The bank are described by means of the
cardinal point, e.g. east bank of the suez canal.
e. Channels. Channels are described by name, or by the
name of the nearest feature or town, followed by the word
“Channel”
f. Routes When movement is involved, a route is
described by a sequence of point on the route 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; assuring the
person designation the route is facing the enemy. Cardinal points
may be added if necessary.
g. Areas. An area is described by taking the northern
most point first and giving the remaining points in clock-wise
order.
h. Positions. Position are described from left to right and
hunt to rear facing the enemy. Cardinal points may be used to
19
RESTRICTED
 RESTRICTED
described flanks and to avoid confusion.
i. Boundaries Boundaries are described using easily
distinguishable features on the ground, from rear to front during an
advanced and from front to rear in defence and withdrawal. If
generally paralled to the front, they are described from left to
necessary. When describing boundaries between units and
formations, the words 'inclusive' or 'exclusive' are used before the
place to which they refer.
j. Cardinal points. The 4 cardinal points of the compass
are written in full, e.g. South for intermediate points the letters
N.S.E and W are used, e.g. SSW, NE.

CONCLUSION.
47. The basic rules and conventions of SW affects operational and
non-operational writing. No distinction was made in this precis on
rules which are relevant to each, but these are further elaborated
upon in service writing precis 3.. Additionally conventions which
apply to specific forms of SW are covered in relevant precis.
Annexes:
A. Standard Layout of Service Paper
B. Common Abbreviations

20
RESTRICTED
 RESTRICTED
ANNEX A TO
SERVICE WRITING
PRECIS NO 2

STANDARD LAYOUT OF A SERVICE PAPER

SECURITY CLASSIFICATION (1) (2)
PRIVACY MARKING (1) (2)

PRECEDENCE (1) (2)

Copy No_____ of____ (7) (2)
Identifying Reference (1) Address of Sender

Addressee (s) (1) or See 'Distribution' Date

(1) ( for the Attention of ) (2)

Salutation (1) (2)

SUBJECT HEADING (1)

Reference(s):
A.
B.

21
RESTRICTED
 RESTRICTED
1. (3) This example illustrates the basic conventions of standard
layout in skeleton, using notes in the superscription and words in the text.
Not all the examples given need necessarily appear in every type of paper.

HEADINGS
2. The text may be divided by main, group and paragraph heading.
The heading above this paragraph is main heading and it is placed
centrally.

3. Sub-paragraph
a. This is an example of a sub-paragraph but further
subdivision is possible.
(1) By sub-sub-sub- paragraphs, of which this is an
example, and by:
(a) By sub-sub-sub- paragraphs, of which there may be
several. Still further subdivision could be achieved thus:
1 of 3 (4)

PRIVACY MARKING
SECURITY CLASSIFICATION

22
RESTRICTED
 RESTRICTED
SECURITY CLASSIFICATION (1) (2)
PRIVACY MARKING (1) (2)
i. …………………………
ii. ………………………….
(b) .............. ……………………………………
(2) ……………………………………………………..
(b) .....……………………………………………………

SUPPLEMENTARY DOCUMENTS
4. A variety of document night accompany this paper. An annex
which accompanied it would be referred to in the text and would be listed
below; an appendix to that annex would be referred to in the annex and
listed at the close of it an enclosure would be complete in itself, but its
existence would be indicated at the close of the parent document.

Appropriate ending
and subscription (1)
Annex: (5)
A. Layout of an Annex………………………………………
Enclosure: (5)
I.………………. Copy No…………….. of ……………. (7) (4)
Distribution:

External: (6)

23
RESTRICTED
 RESTRICTED
Action: (6)
………………………………………………………………
Information: (6)
………………………………………………………………..
Internal: (6)

Action: (6)
………………………………………………………………..

Information: (6)
………………………………………………………………..
2
PRIVACY MARKING
SECURITY CLASSIFICATION
Notes:
1. These words are not included in the document
2. When applicable
3. It is not obligatory to use group heading to every individual
paragraph or sub-paragraph
4. If the document is classified SECRET and above.
5. As necessary
6. These heading are optional
7. Total number of copies.

24
RESTRICTED
 RESTRICTED
ANNEX B TO
SERVICE WRITING
PRECIS NO 2
COMMON ABBREVIATIONS
This following is a list of some of the commonly used abbreviations in
service use. It is by no means exhaustive and more complete lists are to be
found in the Joint Service Writing Manual, which you would be using later
on in your career.

RANKS
Army Warrant Officer AWO
Lieutenant Lt
Bombadier Bdr Lieutenant Colonel Lt Col
Brigadier Brig Major Maj
Cadet Cdt Master Warrant Officer MWO
Captain Capt Private Pte
Colonel Col Renger Rgr
Corporal Cpl Sapper Spr
Crafstman Cfm Second Lieutenant 2Lt
Driver Dvr Signalman Sigman
Field Marshal FM Staff Sergeant Sagt
Fusilier Pus Trooper Tpr
General Gen Warrant Officer WO
Lance Corporal Lcgt Lance Bombadier LBdr

25
RESTRICTED
 RESTRICTED
APPOINTMENT
Aide –de- Camp ADC Military Assistant
Adjutant Adjt Military Attache MA
Battery Captain BK Motar Fire Centreller MFC
Battery Commandant BU Officer in Change Orc
Brigade Major BM Paymaster Pur
Chaplain to the Forces CF Second in Command 2Ic
Colonel General Staff ColGs Staff Officer SO
Chief of Army Staff COAS
Commander Comd Commandant Comdt
Deputy Assistant Adjutant
And Quartermaster General DAA & QMG
General Officer Commanding GOC
Instructor Instr
GENERAL ABBREVIATIONS
Acknowledgment ACK
Amphibious amph
Additional addl
Anti – Tank atk
Administrative / Administration
Administrative admin
Anti-Tank Guided Weapon ATGW
Appendix appx

26
RESTRICTED
 RESTRICTED
Amused Armd
Abcraft ac
Armored Command Vehicle ACV
Air to Air Guided Weapon AAGW
Armoured Fighting AFV
Armoured Personnel Carrier APC
Air to Air Missile AAM
Armoured Recovery Vehicle ARV
Weapon Wpm
Assaut asslt
Alternate / Alternative altm
Assembly assy
Ambulance amb
Available aval
Amendment amdt
Aviation avn
Ammunition ammo
Barracks bks
Battalion bn
Interrogation ing
Battery bty
Joint force Headquarters JFHQ
Beyond Economic Repair BER

27
RESTRICTED
 RESTRICTED
Kerosene Kero
Beyond Local Repair BLR
Kiloton let
Bombing Report BOMREP
Labour / Laboratory lab
Bomb Line BL
Landing Craft Tank LCT
Boundary bdry
Landing Ship Logistic LSL
Bridge / bridging br
I eader ldr
Brigade bde
Letter ltr
Camouflage (d) cam
Light lt
Litre L
Casualty / Casualties cas
Locate / ed/ing/ idn/ locality loc
Close Support CS
Column colm
Logistics /al/ logistics log
Combat Support C Sups
Maintain /ed ance maint

28
RESTRICTED
 RESTRICTED
Combat Team CT
Mechanic /al/ mechanized mech
Combat Vehicle CV
Reconnaissance CVR
Message msg
Commando edo
Missile sl
Communication comm.
Mission msn
Composite Rations compo rat
Mortar mor
CONFIDENTIAL confd
Motor Cycle MC
Confirm (ed) cfm
Movement Control Mov Con
Movement Order mov O
Date Time Group DTG
Necessary nec
Next of Kin NOK
Demi – Official DO
Nething to Report NTR
Demolition dml
Objective obj

29
RESTRICTED
 RESTRICTED
Echelon ech
Observation obsn
Education ed
Obstacle obs
Element ehm
Park pk
Enclosure enel
Patrol ptl
Enemy en
Personnel pers
Petrol, Oil and Lubricants POL
Equipment eqr
Platoon gl
Establish / ed / ment estb
Point pt
Estimate /ed/ action est
Portable potl
Priority pn
Expedite expd
Provost pro
Field fd
Radio Telephone / Telephony RT
Flight fit

30
RESTRICTED
 RESTRICTED
Rail Head rhd
Follow / ed/ ing fol
Rations (s) rat
Formation firm
Reconnaissance / Reconnoiter recce
Forward / ed fird
Recover / ed / y rec
Garrison gar
Reinforcement rft
Geon line gls
Release /ed/relief/relieve (d) rel
General Duties GD
Government govt
RESTRICTED RESTD
Group gp
Road rd
Guided Missile GM
Secretary / secretariat sec
Guided Weapon System GWS
Sections sect
Harbour har
Security sy
Heavy hy

31
RESTRICTED
 RESTRICTED
Senior Non Commissioned Officer SNCO
Helicopter hel
High Explosive HE
Situation Report SITREP
Hospital hosp
High Arms Ammunition SAA
Hovercraft hov
Smoke smk
Intelligence int
Soldier sldr
Squadron sqn
Traffic trc
Staff Duties SD
Transport / Transportation tpt
Standing Operating Procedure SOP
Troop tp
Troop Carrying Vehicle TCV
Strength str
UNCLASSIFIED UNCIAS
Stretcher Beater SB
Variable Time VT
Support sp
Vehicle veh

32
RESTRICTED
 RESTRICTED
Surveillance surv
Warning wrg
Survey svy
Weapon wph
Tank tk
Wing wg
Target tgt
Work wks
TOP SECRET TOPSEC
Zone Z

33
RESTRICTED
 RESTRICTED
SERVICE
WRITING
PRECIS NO 3

SERVICE CORRESPONDENCE
INTRODUCTION

1. 'Service correspondence' is the general term for correspondence

written by members of the Service in the course of their duties. In line with
all SW conventions, Service correspondence conforms with standard
layout. The layout used depends upon the purpose of the correspondence.
The conventions and rules on Service, correspondence do not cover every
eventuality, nor are they meant to. The application of common sense with
experience is therefore essential. The use of creative imagination is useful
especially when drafting letters to be signed by others.

2. The aim of this précis is to illustrate the various types of letters

which cadets will have to write both in the NDA and as commissioned
officers.

SALIENT POINTS
3. The aim of a correspondence is to communicate. If it is to be
properly understood by its recipients, the contents should be clear and
concise. A good staff officer will not rely on clerks to prepare drafts gather
the essential information to be conveyed by the correspondence.

4. A letter should deal with one subject. Letters containing more than
one subject are difficult to register and file. The subjects may belong to
different files and may also be required to be treated by different staff

34
RESTRICTED
 RESTRICTED
branches. However, letter which in certain circumstances would
inevitably contain several subject, for example, exercise instructions or a
report on unit activity, may be written making liberal use of headings to
aid clarity.
5. The text of correspondence consists of an introduction, a main
body and a conclusion. These headings are seldom used in a letter but the
composition of the text should reflect the following destine phases:
a. Introduction.The introduction gives the purpose of the
letter and summarises any backgrounds information. However,
when replying a letter , it refers to the previous correspondence on
the subject and draws out the main issue which is being responded
to.
b. Main body. The main body presents the case and lists
any argument or problems in a concise and logical sequence.
c. Conclusion. The conclusion summarises the salient
points in the main body and must end by leaving the recipient in no
doubt of the writer's orders, wishes, opinions, problems or
recommendations.
d. Acknowledgment. A letter can be ended with a request
for acknowledgment or a written reply by a certain date. Such an
ending should only be used when necessary.

6. Use of Third Person. Usually, routine letters are written in the

third person. Only letters signed personally by the commander should be
written in the first person. Similarly a personal application by an officer, a
formal letter or a demi-official letter are to be written in the first person
.
TYPE OF CORRESPONDENCE
7. There are 7 types of service correspondence:
a. Commanded letters.
35
RESTRICTED
 RESTRICTED
b. Directed letters.
c. Routine letters
d. Formal letters.
e. Demi-official letter
f. memoranda
g. Loose Minutes
The formats of the above, with the exception of the commanded letter, are
given at Annexes A to H. note that abbreviations, apart from those for
decorations, are not used in commanded, directed, demi-official or formal
letters.

COMMANDED LETTERS
8. Commanded letters are formal letters issued by the Ministry of
Defence in the name of the Defence Council, or one of the service councils
or boards, and are reserved for statements of major policy, directives and
special character. They are normally signed by assistant secretaries or
above according to the nature and importance of the subject. This format is
not subject to the normal rules and no example is therefore given in this
volume.

DIRECTED LETTERS
9. Directed letters are used by the Ministry of Defence and the
services for correspondence at a level between commanded and routine
letters. Staff Officers may be authorized to sign such letters at the
discretion of directors or heads of divisions. An example of a directed
letter is Annex A.

36
RESTRICTED
 RESTRICTED
ROUTINE LETTERS
10 Routine letters are the normal forms of correspondence within and
between the services. A routine letter may therefore be between by a
formation or unit to any other formation or unit, or to the Ministry of
Defence, or by an individual member of the Service on a personal subject.
An example of a routine letter is at Annex B.

11. LETTERS TO CIVILIANS. In correspondence with

civilian authorities and members of the public the layout of the routine
letter, with a salutation and conventional ending, provides the most
generally used framework. Reference to previous correspondence or
documents is made in the text. The style of the letter must be appropriate to
both the subject and the recipient and abbreviations should not be used. An
example is at Annex C.

12. SIGNATORY Routine letters addressed to a superior

authority or to an external agency or organization are signed by or for the
officer commanding the formation or unit. In the Nigerian Navy, letters
are written only by or for the appropriate commander or flag officer and
are signed accordingly.

FORMAL LETTERS
13. The use of formal letters is confined to ceremonial matters and
certain formal submissions. A formal letter is addressed only to a senior or
equal and is signed by the originator.

14. Occasions on which a formal letter might be appropriate are:

a. Writing an application or a formal request or explanation.
b. When making a submission of an exceptional nature or

37
RESTRICTED
 RESTRICTED
forwarding a non routine report to a higher authority.
c. In arranging ceremonial matters with outside authorities.
d. Acknowledging a directive.
e. A commander expressing his personal opinion to higher
headquarters on a matter if importance.

15. A formal letter begins with the salutation 'Sir' and the text start 'I
have the honour to……… “When it concerns a letter of regret, misconduct
of a disciplinary nature; like in the Nigerian Navy Circumstantial letters,
the formal letter should start with “I regret to report the Circumstance
that…’ It is more appropriate to write in such a style.
A formal letter always ends, 'I have the honour to be Sir, Your obedient
officer/ soldier/ rating/ airmen. An example is of a formal letter is at
Annex D.

DEMI-OFFICIAL LETTERS
16. Demi-official (DO) letter permits an informal and more personal
approach to service or civilian addresses. They should be restricted to one
subject and filed in the normal way. The full identity of the originator is
shown at the head of the letter and the salutation 'Dear and the 'Yours' are
inserted in manuscript of the originator.
a. Subject Headline. N o r m a l l y a D O a s u b j e c t
heading such as in the example at Annex E. However, the subject
heading may be omitted from a short letter on an informal or social
topic sent to a recipient whom the writer knows well. An example
is at Annex F.

b. Text: A DO letter is written in the fist person using an

informal conversational style. The formal using heading and

38
RESTRICTED
 RESTRICTED
paragraph numbers should be used for official subject. Personal
letters such as letters of congratulation or condolence should not
use the more formal format.

c. use abbreviations.
(1) Apart from decoration, military symbols, the name
of the service, regiment or corps following an officer's
name, identifying references, PMB. Numbers and
telephone numbers, abbreviations are not normally used
in DO letters. However, exceptions to this rule are
permitted on the grounds of common usage. Once a
common abbreviation has been used in the body of
the letter it must be used consistently throughout.
(2) The abbreviation mane of the service, regiment or
corps following the name and decorations of officers is as
follows
a. Army officers of and below the rank of lieutenant
colonel – not customary in the NA but normally shown in
foreign armies, e.g. R Signals (British Army)
b. Naval officers of the rank of lieutenant and
captain – NN
c. Air Force officers, except MNAFs-

d. Signature. The ending of a DO letter and the signature

are written in manuscript. Normal signature blocks are not used.
The ending is a matter of personal choice but 'Your sincerely' and
'Yours' are the most common. The writer should sign a DO letter
with his first name or nickname, but if the addressee is senior, or
not very well known to him, the nickname is not used.

39
RESTRICTED
 RESTRICTED
MEMORANDA
17. A printed memorandum form may be used for correspondence on
minor matters at all levels and within departments, headquarters or units.
It is designed to save time and is normally written in manuscript.
Abbreviations may be used throughout. An example is at Annex G to this
chapter.

LOOSE MINUTES
18. There may be occasions when a hand written memorandum will
not suffice. Other forms of internal correspondence may than be used.
Loose minutes are used extensively within the Ministry of Defence,
headquarters, and Service units when it is necessary to disseminate
information but inappropriate or inconvenient to circulate a file. An
example of a loose minute at annex H to this chapter. Whatever from an
internal minute may take, if should be filed in the same way as all other
correspondence but should never be distributed outside the originating
headquarters or unit.

A. Example of a Directed Letter.

B. Example of a routine Letter.
C. Example of a Routine letter to Civil Organization.
D. Example of a Formal Letter.
E. Example of a Demi-official letter without Heading.
G. Example of Memorandum.
H. Example of a Loose Minute.

40
RESTRICTED
 RESTRICTED
ANNEX A TO
SERVICE WRITING
PRECIS E NO. 3

EXAMPLES OF A DIRECTED LETTER

STAFF IN CONFIDENCE

Defence Headquarter
DHO/00155/2/M Nnamdi Azikiwe Road
Abuja
09-2345678 Extension 123
Captain PJ Akran(NN) (1)
Commanding Officer
Nigerian Navy Ship OTOBO
LAGOS September,1999
Dear Sir,

DISPOSAL OF NNS OTOBO

1. I am directed by the Defence Council to inform you that the recent
intensive press separation as to the imminent disposal of NNS OTOBO is
entirely without formation.
2. A decision as to her future will be made promulgated by January
2001, but the current plans are that she will remain fully operational unit
the end of 2000.

41
RESTRICTED
 RESTRICTED
3. A press statement to this effect will be released this week, but mean
while you are permitted to divulge this information to your ship's
company.
I am, Sir,
Yours obediently
C OGWA
Captain (NN)
For Chief of Naval Staff.

STAFF IN CONFIDENCE
Mass:
The addressee'/signatory's name and rank ; necessary, Service.

42
RESTRICTED
 RESTRICTED
ANNEX B TO
SERVICE WRITING
PRECIS NO 3

EXAMPLE OF A ROUTINE LETTER

CONFIDENTIAL

HQ 4 Mech Div
Calabar Road
4 DIV/556/G PMB 2245
Kaduna

062-233314 Ext 16

See Distribution Nov 99

FIREPOWER DEMONSTRATION FOR 47 RC CADETS – NOV 99

References:

A. AHQ/767/15/G dated 24 Aug 99

B. NDA/542/G dated 12 Sep 99

1. Introduction. (1) Under the authority of Reference A, the Fire

Power Demonstration for NDA will take place in 22 Nov 99 at Kachia
Ranges. As the new main battle tank will not take part, the demonstration
is classified confidential.

2. Troops Taking Part. It is confirmed that the following units are to

take part.

a. Infantry
(1) 411 Mech Bn
(2) Sp Coy 412 Mech Bn
CONFIDENTIAL
43
RESTRICTED
 RESTRICTED
CONFIDENTIAL

b. Amour
(1) Two companies 41 Tk Bn
(2) One company 4 Recce Bn
1 of 3 (2)

c. Actions.
(1) Tac HQ 4 Any Bde
(2) 41 Ed Any Rgt
(3) Two batteries 44 Med Any Regt.

d. Air Two fighter ground attack (FGA) aircraft from NAF

Kano.

3. Rehearsals: Rehearsals for the demonstrations will place as

CONFIDENTIAL
follows:
a. 19 Nov 99. Inf and armour only.
b. 20 Nov 99. All units less FGA aircraft
c. 21 Nov 99. Dress rehearsals for all taking part.

4. Administration: All units are to be self-contained for

administration. Ammunition scale are contained in Reference B and
ammunition is to be drawn from CAD Kaduna on 16 Nov 99.

5. Programme: The programme is at Annex A (Internationally

omitted)

E. ESSIEN
Col for
GOC
2

CONFIDENTIAL

44
RESTRICTED
 RESTRICTED
CONFIDENTIAL

Annex:

A .Programme for CSC Firepower Demonstration – 22 Nov 99. (Not

attached).

External:

Action:

HQ 41 Mech Bde
HQ 4 Armd Bde
Hq 4 Anty Bde
4 Recce Bin
BAF Kano

Information:

NDA
CONFIDENTIAL
CONFIDENTIAL
412 Mech Bin
413 Mech Bin
E 41 Fd Regt
CAD Kaduna

Internal:

Information:
Sig
Pro

3
CONFIDENTIAL

45
RESTRICTED
 RESTRICTED
Notes:

1. In a simple routine letter paragraph headings would not be used.

2. Page – numbered because it is classified CONFIDENTIAL.

46
RESTRICTED
 RESTRICTED
ANNEX C TO
SERVICE WRITING
PRECIS NO 3

E X A M P L E O F A R O U T I N E L E T T E R TO C I V I L I A N
ORGANIZATION
Nigerian Defence Academy
Private Mail Bag 2109
Kaduna.

NDA/225/A
Bala Milla Entertainment Centre
15 Kabala Costain Close
KADUNA. November, 1999

Dear Sir (1)

OFFICERS' MESS GALA – NIGHT NIGERIA DEFENCE ACADEMY

1. We wish to refer to your letter BME/442 dated 18 October 1999,

and to confirm that your quote of N5,000.00 for the visit of Bala Miller
Entertainment Band to the Nigerian Defence Academy Officers' Mess
Gala- Night on 31 December 1999, is accepted.

2. We confirm that the band should play from 9.00 p.m. on 31

December until 2.30 a.m. On 1 January, with 2 half – hour rest stops at 11
p.m. and 1 a.m. respectively. A mean will be provided for each member of
the band during the evening.

3. Thank you for your assistance in this matter. Our cheque for
N5,000.00 will be forwarded on receipt your invoice.

Yours faithfully

E ESSIEN
Celonel
For Commandant
47
RESTRICTED
 RESTRICTED
Note: 1. When you are writing formally to an individual use the
salutation. “ Dear Sir' or Dear Madam', when letter is addressed to a
company or organization, use the salutation “ Dear Sir'.

48
RESTRICTED
 RESTRICTED
ANNEX D TO
SERVICE WRITING
PRECIS NO 3

AN EXAMPLE OF A FORMAL LETTER

STAFF IN CONFIDENCE

AAA/2/ (1) Headquarters

I Mechanized Division
Nigerian Army
Kaduna.

The General Officer Commanding

I mechanized Division
Nigerian Army
KADUNA. August 1999

Sir,

SPECIAL REPORT
LIEUTENANT COLONEL AA DAMU (N/9999)

1. I have the honour to refer to the report which has been written about
any qualities as a Nigerian Army officer and to make the following reply.

2. The quintessence of the report lies in the complaint that drink too
much and that this has had a detrimental effect on my work and social
behaviour. This charge is founded on opinion rather than fact and, while
admitting that I drink fairly heavy , I deny that this has in any way
impaired my efficiency or made me socially unacceptable . I put forward
the following points to support this:

a. I Seldom drink anywhere but in the mess yet in each of the 3

months before I was told of the report the daily charges book
showed my mess charges for beer, wines and spirits to be lower
than those of some other officers. One officer, senior to me and
49
RESTRICTED
 RESTRICTED
shortly to take up a new post with a grant of acting rank, has
consistently had higher charges that I have

b. The way in which I run my police investigations may be

slightly orthodox, but it achieves results. I agree that I have given
little attention to rendition of reports returns and other paper work,
and have placed that at the bottom of the priority list.

c. The report says that when I have taken drink I am tactless,

rude and aggressive, I contend that this arises from the all too
common tendency to prefer mealy - mouthed politeness to honest
plain speaking. I have always spoken the truth as I saw it and I have
cultivated a forceful way of putting things, thinking this to be
quality of leadership; now it seems to have been mistaken for
rudeness. I would add that this has nothing to do with drinking: I
am always like this, drunk or sober.

3. I submit that the report which is no more than the unsubstantiated

opinion of a few biased indiciduals, is inaccurate and untrue, and should
be withdrawn.
STAFF IN CONFIDENCE

I have the honour to be,

Sir,
Your Obedient Officer (2)

AA ADAMU
Lieutenant Colonel

Notes:

1. Adams has opened his own personal file – AAA/2 Formal letters
originated by a service formation would bear a file reference from the
normal registry series.

2. It can be soldier / rating / airman.

50
RESTRICTED
 RESTRICTED
ANNEX E TO
SERVICE WRITING
PRECIS NO 3

EXAMPLE OF DEMI- OFFICIAL LETTER WITH HEADING

From: lieutenant Colonel EE Bassey MSS psc (+)

DMT /NDA /221/G Directorate of Military Training

Nigerian Defence Academy
Private Man Bag 2109
Kaduna.

Lieutenant Colonel EG Edet MSS psc (+)

Commanding Officer
501 Signal Regimens
KADUNA
October 1999
Dear…………………… (1)

EXERCISE CAMP HIGH – LAND

1. I need your assistance in preparing for the forthcoming Exercise

CAMP HIGHLAND for the 47 Regular Course cadets. I would be grateful
if you could loan us quantity 10 walkies – talkies, the type you gave us
during our last Exercise CAMP KURA. We still have not been able to
collect our from our suppliers.

2. Please let me know if you can help . I will than arrange to send my
hands for collection.

Yours (1)
.......................(2)
Notes:
1. Inserted in manuscript.
2. first name or nickname used if the person familiar or use signature
if the addressee is senior.

51
RESTRICTED
 RESTRICTED
ANNEX E TO
SERVICE WRITING
PRECIS NO 3

EXAMPLE OF A DEMI – OFFICIAL LETTER WITHOUT

HEADING

From Lieutenant Colonel E Essien Mss psc (+)

DO/EE/55 Abyssinia Battalion

Nigerian Defence Academy
Private Mail Bag 2109
Kaduna.
062-232250
Lieutenant Colonel To Akem MSS psc
Commanding Ofiicer
29 Mechanized Battalion
KADUNA.
January 2000
Dear ……………………(1)

I am writing to thank you for forwarding the report on your latest battalion
field training exercise on company advance to contact. The Final year
cadets here have rarely experienced an advance to contact exercise carried
out with troops. The details you have sent will be a most useful source for
prompting discussions.

I am sorry, I could not attend your unit's annual West Social Activity
(WASA) last month. I am told it was well attended and very colourful.
Keep it up

Yours (1)
………(2)
Notes:
1. Inserted Manuscript
2. First name or nickname used if the person is familiar or use
signature if the addressee is senior.
52
RESTRICTED
 RESTRICTED
ANNEX H TO
SERVICE WRITING
PRECIS NO 3

ILLUSTRATION OF A MEMORANDUM

MEMORANDOM

To: So2 (1) From SO2 (1)

Date 2 Jan 93 Tel Ext 41 (3)

Your Ref STG 747 TRG (2) Our Ref STG 702 1 ops (2)

Subject: STG SCHEDULE OF VISITS-1993

Ref:

A. STG 17171 TRG dated 4 Jan 93.

1. The visit of 64 Sqn to LGOS (4) from 2-5 Sep has been cancelled
2. Please amend the STG schedule of visit for 1993 issued under
cover of Ref A.

Rank Sqn Ldr (5) Name (4) LN JOHN

Appointment...................... block letters Signature................

Complete this form in manuscript unless there is special reason for typing

Notes:

1. Appointments are used, not names, unless appointments are not

known

2. This is the reference of the file on which the letter is being written.

3. Only the Extension number is needed when writer and addressee

53
RESTRICTED
 RESTRICTED
are in the same formation.

4. Block letters are used because it is a proper noun in a manuscript

document.

5. No appointment shown because it is already under “ from”

6. A carbon copy of the fite should be made if appropriate. The file

reference would then be under our Ref.

54
RESTRICTED
 RESTRICTED
ANNEX H TO
SERVICE WRITING
PRECIS NO 3

EXAMPLE OF A LOOSE MINUTE

CONFIDENTIAL

NDA/22/2/PMC IMMEDIATE

See Distribution

MESS COMMITTEE – 18 DEC 99

1. The mext Mess Committee meeting will be at 1415 honours on

Dec 99 in the main lounge.
2. Please submit items for inclusion in the agenda to the Mess Sec by
10 Dec, 99. The agenda will be issued 14 Dec 99.

3 Dec 99 NO OJI
Lt Col
Mess Sec
Ext 127

Distribution:

Action:
All Mess Committee Members

Information:

Commandant

Academy Cat Offr

55
RESTRICTED
 RESTRICTED
SERVICE WRITING
PRECIS NO 4

SIGNAL MESSAGE WRITING

INTRODUCTION

1. Service efficiency cannot be achieved without accurate and

efficient communication. One method of communication used is the
signal message. Message writing is an important part of a staff officer's
duties. The rules for writing messages are designed to ensure that they are
handled quickly and arrive at the correct destination without loss of
security. Strict compliance by users with laid – down procedure is vital if
congestion and delay are to be a voided.

AIM

2. The aim of this precis is to explain how to write signal messages

using message forms.

USE OF SIGNAL MESSAGES

3. It is not possible to define precisely the types of communication for

which signal message may be used. a message should not be sent if a letter
or telephone call would be adequate. Message are commonly used for
some of the following purposes.

a. Issuing warming others.

b. Acknowledging operation orders and instructions
c. Notification of casualties.
d. Conveying any information when speed is essential.

GENERAL PRINCIPLES

4. Originators of signal messages must always ensure that:

56
RESTRICTED
 RESTRICTED

a. Communications requiring speedy delivery are normally

prepared for transmission as brief and concise messages.

b. The thought or idea the originator wishes to communicate

is contained in the text of the message. Brevity consistent with
clarity is the essential requirement.

c. The recipient of the message fully understands what the

originator wishes to be conveyed. It is most important that in
seeking brevity, the originator does not leave room for ambiguity
or mis- interpretation of his intentions.

TERMINOLOGY

5. The following terms are in general use:

a. Originator. The originator is the commanding

formation, unit or HQ on whose authority the message is sent

b. Drafter. The drafter is the person who composes the

message for release by the releasing officer.

c. Releasing officer: The releasing officer is the person

who authorizes the transmission of a message for and in the name
of the originator.

d. Delivery Indicator Group (DIG). The DIG is a letter

group that indicates the subject matter of a message. Its purpose is
to facilitate distribution obviating the need to refen to the message
next. This system is however not yet in use in the Nigerian Armed
Force.

e. Date –time Group (DTG). The DTG is the date and time
at which is message is officially released by the originator to a
communications facility for transmission.

57
RESTRICTED
 RESTRICTED
TYPES OF MESSAGE

6. Message any be:

a. Single Address Message. A message for one addressee

only.

b. Multible Address message A message which is destined

for two or more addresses, each of whim must be informed of all
the other addresses. Each addressee must be indicated as an
ACTION or INFORMATION Addressee.

MESSAGE PREPARATION

7. Responsibilities of the Releasing Officer. A formal message

should not be used when a letter or other form of communication will
suffice. The first responsibility of the originator is therefore to determine
if the message is really necessary. If he is satisfied that a formal message is
necessary he must.

a. Ensure that the text is correctly drafted on a message form

and the appropriate DIG is shown.

b. Approved the security classification and any instruction.

c. Confirm the precedence for action and information

addressees.

d. Enter the Date – Time Group.

e. Sign, and thus authorize the message.

f. Dispatch the message for transmission.

8. The Message Form. A message form must always be used this

form is laid out in blocks to avoid omission by originator s of necessary
information such as precedence and security classification. A guide to the
58
RESTRICTED
 RESTRICTED
completion of the message form is at Annex 'A'

a. If possible message should be typed, if not they should be

written in lead pencil. Writing in any medium liable to smudge in
rain must be avoided.
b. All copies must be legible as each copy may be readied by a
different operator. A sheet of tic, or so the other head substance, in
the message pad greatly improves the legibility of carbon copies.
c. Nothing must be written above the thick black line at (the
top of the form. This space is for COMCEN /SIGNAL use
d. Nothing – must be written in the box outlined by a thick
black line and marked “ FOR OPR'S USE “ at the bottom of the
form.

9. PRECEDENCE

a. The precedence allotted to a message by the originator

indicates.

(1) To communication personnel, the order of handling

and delivery, relative to other messages, which the
originator requires.

(2) To the addressee, the order in which he should deal

with the message relative to other messages

b. The degrees of precedence are:

(1) FLASH
(2) IMMEDIATE
(3) PRIORITY
(4) ROUTINE

A guide to the ranks or appointment entitled to use them are given

at Annex B. As junior officer you will normally only send routine
message. In an emergency any officer or soldier may authorized
precedence on a message, but he will be held responsible that his action is
justified by the circumstances.
59
RESTRICTED
 RESTRICTED
c. Multi – address message having both action and
information addresses may be given a dual precedence applying to
all action addresses and a second lower precedence, to all
information addresses.

d. The message form has the word “ROUTINE” printed in the

information precedence space. If the originator wishes the
message for the information addressed to carry a precedence other
than “ROUTINE” he must strike out “ ROUTINE”, and meant the
appropriate degree.

e. Message should be sent “ROUTINE” whenever possible.

“ROUTINE “ messages are normally transmitted during quiet
period of the day.

Date Time Group The DTG is inserted by the released officer n he

signs the message. The DTG is expressed as 6 digits followed by ne zone
suffix and the month represented by the first 3 letters. The 2 figure a
represent the date, the next 2 figures represent the hour and as 2 figure
represent the minutes past the hour.

11. ADDRESS OF MESSAGES

a. The three address spaces on the message from are marked

as follows:

(1) “FROM” In this space is inserted the originator's

unit or unit

(2) “TO” In this space are inserted the information

addressees.

(3) “INFO” in this space are inserted the information

addressees.

b. In completing these spaces the titles of formations and

units must be abbreviated using the approved abbreviations.
60
RESTRICTED
 RESTRICTED
c. In multi- address message, all the addressees must be
written on each copy. Each address is to be written on a separate
line even if it encroaches upon the space allotted to the

The must be no punctuation marks.

Example:

FROM 1 Mech Bn
TO A Coy
C Coy
INFO B Coy

12. MESSAGES INSTRUCTION This is provided for the

releasing officer to give any special handling instructions to
communications staff. There will be no requirement for you to use this
facility at platoon level.

13. SECURITY CLASSIFICATION There are four categories of

Security Classification:

a. TOP SECRET
b. SECRET
c. CONFIDENTIAL
d. RESTRICTED
Abbreviation for these classifications must not be used. A guide to the
ranks and appointments entitled to allot various classifications together
with their definitions is given as SW Precis 2. Messages bearing no
classification should be marked UNCLASSIFIED or with the
abbreviation UNCLAS.

14. Delivery Indicator Group DIGs are used as follows:

a. For messages addressed to command or higher formations,
three letter DIGS are required.
b. At unit level a modified system is used based on single
letters.
61
RESTRICTED
 RESTRICTED
15. Text of the Message. The following rules applied to the
text of the message.

a. Subject. In long messages the text may begin with a

description of the subject matter in one or two words.

b. Reference. References to previous messages consist of

YOUR', MY; or the authorized abbreviated title of a third party
followed by the DIG and the DTG. The year may be added when
necessary to avoid confusion.

e. Content. This must be brief but clear. Unless essential

to prevent ambiguity words like “and”, “in”, and “the” should be
omitted. Clarity is all important.

d. Abbreviation. Authorised abbreviations and short

titles should be used. in addition the following rules apply to
messages.

1. Roman numerals, monetary symbols, and mathematical

signs cannot be telegraphed. Those in common use for yards, feet,
degrees, percentages, plus and minus must be replaced by words or
recognized abbreviations such as “yds” “ft” etc.

2. Fractions are either written as words or figures. If a fraction

is written in figure the word “and” must be inserted between the
whole number, e.g. 2 ½ will be written as “Two and one half” or
as “2 and ½”.

3. Decimal points are indicated by writing the word “point” in

full between the figures. If there is no whole number, “o” is
inserted before the word “point” e.g. 1.15 written as “1 point 5”. 25
written as “0 point 75”.

e. Punctuation. This is not used unless necessary to the

sense of the message. When it is essential to employ punctuation,
the following abbreviations and symbols are authorized.
62
RESTRICTED
 RESTRICTED
Punctuation Abbreviation Symbol

Question mark QUES ?

Hypen -
Colon CLN :
Bracket PAREN ()
Full Stop PD .
Comma CMM ,
Oblique Stroke /
Paragraph para
Quotation Marks QUATE UNQUOTE ““
Semi Colon SMCLN ;

f. Acknowledgments. If acknowledgments is required

from those who has to take action on the message, the
abbreviation “Ack” is Written at the end of the message. If, in
addition, information addressees are required to acknowledge, :
“All Ack” is written. Acknowledgments are sent by the officer
receiving the message.

g. Use of Capitals. Capita; letters are used for every

letter in and outside the text. This rule apples equally to
handwritten and type written messages. When a message is
written in long head the symbols for full stops should be closed in a
circle to make them more conspicuous. E.g

16. Internal Distribution. Internal distributions will only apply

to large headquarters.

17. Page. The number block is always completed on each page.

18. Refers to Message. When the text refers by DTG and DIG – to a
classified message box.

19. File Number. If the message refers to a subject on which a file is

maintained the number of the file is inserted.
63
RESTRICTED
 RESTRICTED
20. Draft's Name. The drafter also release the message provided his
rank, his post or the authority delegated to him allows.

21. Signature A formal message is not accepted for transmission

unless it is signed an officer or other responsible person.

Annex:

A. An Example of a completed message form (to be submitted)

ANNEX A TO
SERVICE WRITING
PRECIS NO 4

64
RESTRICTED
 RESTRICTED
SERVICE WRITING
PRECIS NO 5

APPRECIATION

INTRODUCTION

1. Every problem derives from a “situation”. Its solution involves an

examination of the situation and usually requires a selection of a course of
action.

2. An appreciation, which can be mental, oral or written, is a logical

sequence of reasoning leading to the best solution to an operational,
administrative or even personal problem.

AIM

3. The aim of this precis is to outline the making and setting out of a
written appreciation.

ESSENTIAL INGREDIENTS OF AN APPRECIATION

4. The essence of an appreciation is a sequence of clear thoughts,

critical examination and logical reasoning. The task must be approached.
With open, unprejudiced mind. This is more difficult than it sounds when
the problem seems familiar or the solution appears obvious. Prejudgement
can cause logic to be ignored in a search for arguments that fit the solution
already chosen. This hazard is known colloquially as “ situating the
appreciation” and it claims victims – regularly.

5. A written appreciation must always be concise and complete

leaving the reader in no doubt of the aim and reasons for the recommended
course of action.

65
RESTRICTED
 RESTRICTED
METHOD OF APPRECIATION

6. The problem is broken down into its complete parts so that each
may be examined in details. There are five district stems in writing a full
formal appreciation:

a. The first 2 steps analyses what must be done by:

(1) Studying the existing situation.
(2) Specifying the aim to be attained.

b. In the next 3 steps choose how the aim should be attained

by:
(1) Examining and reasoning out all – the relevant
factors.
(2) Considering all practicable courses.
(3) Deciding the best action to attain the aim.

THE FORM OF THE APPRECIATION

7. The 5 district steps in making a full formal appreciation are broken

down to produce 9 main headings under which to argue the problem:

a. Studying the Existing Situation

1st Heading. Review of the situation.

b. Specifying the Aim to be Attained

2nd Heading: Factors Affecting the selection of the Aim
rd
3 Heading: Aim

c. Examining and Reasoning out All Factors

th
4 Heading: Factors
5th Heading: Enemy Course
th
6 Heading: Enemy's most probable course

d. Considering All Practicable Courses

7th Heading: Own Courses
66
RESTRICTED
 RESTRICTED
e. Deciding on the Best Course of Action to Attain the Aim
8th Heading: Selection of the best Course
9th Heading: Plan.

8. This methodical sequence prevents the writer from leaping ahead

of himself and arriving at a solution without considering all the factors
logically. The layout may appear too formal and the contents may seem to
be laid down too rigidly. This is inevitable because the appreciation is
deliberately designed for use in the most complicated situations where the
mind must be directed along a continuous, comprehensive and logical
channel if the best solution is to be reached.

THE SHORTENED VERSION

9. If the problem is more urgent or less complex the pattern of the full
formal appreciation can be abridged and a shortened version used when
usually only the following headings are included:

a. Aim
b. Factor
c. Own Courses
d. Plan

The aim might include any argument on its selection and the factors would
include enemy course of action.

10. An example of the framework of an appreciation with explanatory

notes is at Annex A.

AIM OF THE APPRECIATION

11. The aim is the crux of the appreciation. Unless the aim is right the
whole appreciation may be worthless. The aim must be positive, clear and
concise. Several things may need to be done at the same time, but there

67
RESTRICTED
 RESTRICTED
must never be more than one aim.

12. The aim is expressed in the infinitive beginning with the word
“to”. The verb such as “Prevent”, “stop”, “delay”, should be avoided
whenever possible because they lack vigour. Other words to avoid in the
aim are “if”, “by” (except as a time limit) and “so as to”, these words
induce a qualification by condition, method and ulterior aim respectively.

13. It is often difficult to decide what should be set down as limitations

to an aim. The rule is that limitations are only those constraints imposed on
you by higher command. They are emphatically not those things which
you decide should limit your actions as a result of consideration of the
relevant factors.

Examples: You may have been told by your commander “I want you to
capture objective A and I want it done by 2300 hours”. This is a clear case
of limitation on your freedom of action and your aim would be written as:

a. To capture objective A by 2300 hours or

b. To capture objective A with the following limitation

This must be done by 2300 hours.

FACTORS

14. The section of factor is the beginning of the main argument. It

consists of factors, opinions or reasonable assumptions and conclusions
deduced from them. All the relevant information must be weighed
critically, not in relation to ourselves but also in relation to the enemy.

15. A factor may be described as “a circumstance, fact or influence

contributing to a result”, and stems from information available to the
writer. Typically factors that may have to be considered in appreciation on
an impending operation are:

68
RESTRICTED
 RESTRICTED
a. Ground
b. Time and space
c. Weather
d. Surprise
e. Security
f. Communication
g. Morale
h. Courses open to the Enemy
i. Assessment of Tasks
j. Logistics

16. The above factors are not necessarily applicable to every

appreciation. Other headings may be considered more appropriate or
other aspect taken into account.

17. Each factor must be discussed in relation to the aim and should
lead to one or more deductions have bearing on the attainment of the aim.
A good test of the deductions is ask “so what?” If the answer is “so
nothing”, the factor should be discarded.

18. Each factor must be examined exhaustively and impartially. It is

not enough to draw one deduction and assume that the factor has been
dealt with adequately. The deduction itself must be examined to see if it
will in turn yield a future deduction and so on. Failure to do this will result
in false deductions. The “so what?” test should be applied after each
deduction. If the answer is “therefore ……..” and it affects the attainment
of the aim, then a further deduction should be drawn. If the answer is
negative, that particular line of argument is exhausted.

19. Ideally, the various factors should be arranged in a logical order

starting with most important or overriding factors so that discussion of one
factor leads naturally to the discussion of the next. There will be situations
where it will be difficult at first sight to establish the priority of the factors
but good planning will help to solve the problem.

20. There is danger of “situating the appreciation” if such weight is

69
RESTRICTED
 RESTRICTED
given to a factor that a conclusion about a course of action is arrived at
before th rest of the factors have been considered. This risk applies
particularly to the space and time factor. Subsequent factors are
unbalanced by such an initial mistake, but the danger can be avoided by
dealing with each factor separately and impartially.

21. Courses Open to the Enemy. The courses open to the enemy
must be considered because they affect the selection of course of action.
They are really factors and should be considered in some exhaustive and
impartial way. If the enemy has the initiative his possible actions should be
considered before deciding upon our possible course. Even if neither side
has the initiative it is at least prudent to do so. However if we have the
initiative, the “enemy course” should be considered as a reaction to “our
own course” before the selection of our best course”.

OWN COURSES

22. It will be rave, and probably wrong, to arrive at this stage of

appreciation with only one course still feasible. The chances are that an
imperative has been used wrongly in deduction from a factor and that this
has led to an over emphatic dismissal of an option. Perhaps “Therefore I
can not attack at night” ought to have been “Therefore to attack by night
will be difficult”.

23. Each course should be examined separately on its own merits and
no attempt should be made to weigh the merit of one course against
another, this comes later. “Course I To, Course II To”. Complicated
courses, and courses similar to one another should be avoided.

24. Each course should be followed by a concise statement of its

advantages and disadvantages, i.e. its chances of attaining or contributing
to the aim. This is usually done by the use of the headings “Advantages”
and “Disadvantages”.

SELECTION OF BEST COURSE

25. This section of appreciation is the culmination of the whole

70
RESTRICTED
 RESTRICTED
argument. In the previous section, the advantages and disadvantages of
each course were stated separately, but one course was not weighed
against the others. Now is the time to do this, and if the previous section
has been fully and clearly argued it should not be difficult to make this
comparison briefly.

26. The more concise and direct the argument, the more convincing it
will be. The comparison between courses should be developed logically
so that the selection of the best course becomes the natural conclusion.

27. This section must end with a definite recommendation of the

course to adopt, expressed in the infinitive.

PLAN

28. The plan must be clear – and definite and written in concise and
forceful English. It should give enough general direction to enable
someone to issue a warning order and with a few minutes thought, to issue
verbal orders. Possible headings are:

a. Mission

b. Execution
1. General outline

2. Tasks

3. Coordinating Instruction (including timings)

REVISION

29. After completing the appreciation, it should be revised and

checked t ensure that it will stand up to the following test:

71
RESTRICTED
 RESTRICTED
a. Is the reasoning valid?
b. Is the sequence logical?

c. Is everything in it relevant to the aim and has anything been

forgotten?

d. Is it free from vagueness ambiguity and prejudice?

e. Is it accurate?

f. Will the plan achieve the aim?

CONCLUSION

30. An appreciation is a sequence of logical thought and sound

reasoning. Whether written or not, it must never be allowed to become a
theoretical process. It should be a flexible means for the orderly and
practical consideration of the factors affecting the solution of any
problem.

Annex:

A. Note on Framework of an Appreciation.

72
RESTRICTED
 RESTRICTED
ANNEX A TO
SERVICE WRITING
PRECIS 5

NOTES ON THE FRAMEWORK OF AN APPRECIATION

1. Layout. The general layout conforms to the normal

conventional way of Service Writing, but the following particular points
should be noted:

a. Subject Heading. The subject heading is normally

written.

“An appreciation of the situation resulting from “or “an

appreciation on “It should specify the subject or existing situation
as clearly as possible, but must not prejudice the aim or any
possible course of action. It must be definite but non-committal.

b. Person Concerned. Those by whom or for whom the

appreciation is written must be stated. This helps to focus the mind
on the level and scope of the appreciation.

c. Time and Finishing. This may be important

subsequently, as it indicates – how up-to-date the situation was
when the plan was determined. Any information received after this
time may necessitate a re-appreciation and a possible change of
plan or even of aim.

d. Time Zone. This is important when the situation covers a

wide area and must be remembered when implementing the plan.

e. Paragraphs. Paragraphs are short and separate paragraphs

are used as factors and the deduction drawn from it.

f. Headings. Main headings are used to each section. Group

and paragraph headings are used as necessary.

73
RESTRICTED
 RESTRICTED
g. Enemy and own courses. Enemy Courses are lettered and
our own courses are identified by Roman Numberings.

2. Phraseology. The argument is expressed in clear, concise and

convincing English and is on a sequence that allows the reader to follow
the line of thought. The following conventions must be observed.

1. The aim is expressed in the affirmative?

2. Under factors as a general rule, the conditional tense
(“would”, “might”, “could”) is used, the present or future tense
(“can”, “will”) being used only when stating definite facts.
3. Own and Enemy Courses are expressed in the affirmative.
4. The plan is expressed in the infinitive.
5. Own forces may be described as “we” and enemy forces as
“the Enemy” “he” or “him”.
6. Cross reference are avoided where possible as they break
the reader's train of thought.

74
RESTRICTED
 RESTRICTED
SERVICE WRITING
PRECIS 6

SERVICE PAPERS

1. Service papers are widely used to present facts, opinions and

arguments leading to either recommendations or decision. They are
divided broadly into:
a. Those which examine a current or future problem and
present solution.

b. Those which survey and analyse past events. Their purpose

and scope may vary from a straightforward statement of fact to the
examination of an evolving problem.

2. Certain problems such as those affecting the employment of armed

forces may be better set out as appreciations (Service Writing Precis 5).
Whereas the layout of an appreciation is specialized and conforms to a
pattern, the method of presenting a service paper is flexible and as the
discretion of the writers. However, the critical and methodical approach
used to extensively in appreciations is equally essential in a service paper.

AIM
3. The aim of this precis is to outline the main rudiments of writing a
service paper.

PREPARATION
4. Before starting to write a Service paper, planning is necessary to
establish the best method of presenting the subject. This may take a long
time, but time spent at this state is never wasted.
75
RESTRICTED
 RESTRICTED
5. The Aim. First select a clearly defined aim, if this is not clear and
precise, subsequent planning and writing of the paper will be jeopardized.
Examine carefully the task or terms of reference, bearing in mind the
purpose of the paper, as opposed to the purpose of any action which the
paper will seek to promote. Frequently, a staff officer will be given the aim
in which case he must ensure that he clearly understands what is required.
Planning cannot continue until the aim is clear.

6. Selection of Material. Secondly, assemble and study all available

related material and note what is strictly relevant. The arrangement of
these notes is in a logical order. Thirdly, decide how best to divide these
materials into sections. Finally, decide whether every aspect of the subject
has been considered and all argument weighed. Then, and only then, can
be writing of a good Service paper start.

CONSTRUCTION
7. Framework. A service paper is usually constructed on a
framework of:

a. Introduction or background
b. Aim
c. Discussion
d. Conclusion(s)

These items are normally used as headings in the paper except that
“Discussion” is replaced by one or more headings relevant to the subject
covered. Within this framework the detail is flexible and other headings
are as required.

76
RESTRICTED
 RESTRICTED
8. Introduction or Background. The introduction defines the
problem. It may include:
a. Terms of reference or, in their absence, the scope of the
paper.

b. A review of the existing situation or a summary of the

background against which the paper is written, bearing in mind the
reader(s) for whom it is intended.

c. Any assumptions that govern all subsequent arguments.

d. If required, titles of authorities consulted during the

preparation of the paper.

9. Aim. The aim which has already have been selected should be a
clear statement of the purpose of the paper.

10. The Discussion Section. The paragraph in this section contain the
relevant facts and arguments. Develop this part of the paper, so that the
reader is led persuasively along the chain of reasoning. In a long and
involved paper, it may be helpful to outline at the beginning how the
subject will be presented and to summarize the main arguments or
deductions at intervals throughout the section. Similarly, it may be
necessary to make further assumptions as the discussion develops.

11. Conclusion. The conclusion should contain.

a. No new material
b. The answer to every requirement stated in the task or terms
of reference of the paper.

77
RESTRICTED
 RESTRICTED
c. A comprehensive yet concise summary of the arguments in
the discussion section of the paper.

12. Recommendations. Recommendations may form part of the

conclusion or be given the separate main or group heading. They should
include any further action required.

REVISION
13. Revision is essential after drafting a service paper. The question to
be answered are:
a. Has the aim been kept in mind throughout?
b. Does the title describe the paper aptly and briefly?

78
RESTRICTED
 RESTRICTED
SERVICE WRITING
PRECIS 7

SECURITY PG DOCUMENT

INTRODUCTION
1. Document security is the protective measures, designed to ensure
that classified information in documentary from is correctly safeguarded
always. Documents in this context include: notes, letters, maps, charts,
drawings, carbons, typing ribbons, films, photographs, sides, vufolls,
recording tapes, printing plates and so on.

AIM
a. The aim of this precis is to acquaint the cadets with guidelines on
security of documents in the Service.

THE NEED TO KNOW PRINCIPLE

3. A fundamental principle of security is that knowledge or
possession of classified materials of any grade should be limited to those
who are both authorized to receive it and need to know if in order to carry
out their duties. Rank and appointment do not of themselves entitle
anyone to the knowledge or possession of classified information. In
particular, material graded TOP SECRET may be made known only to
those who are specifically authorized to receive it.

4. The security of documents is often endangered by such practices

as:
a. Inclusion of unnecessary items of classified information in
papers or in files, for wide circulation.

79
RESTRICTED
 RESTRICTED
b. Issuing documents in accordance with standard
distribution lists, regardless of the 'need to know' principle.

c. Failing to review standard distribution list from time to

time as circumstances change.

d. Giving minutes too wide a distribution in order to keep

colleagues 'in the picture'.

e. Laxity in control of registries and libraries.

THE NEED TO HOLD

5. Classified material should not be retained by an individual officer
once it is no more necessary for the discharge of the officer's duties. The
material should be reviewed at regular intervals, documents prepared for
record purposes should be filed and the rest destroyed immediately or
returned to the originator for disposal.

SECURITY DURING PRODUCTION AND REPRODUCTION

6. Responsibility. The originator of a classified document,
must ensure its safeguard during production or reproduction. He decides
on the total number of copies of document graded confidential or above
and that are needed and ensure only that number is produced. Only
authorized personnel may be employed to produce and reproduce
classified documents.

7. Special Provisions for Top Secret Material. Whenever the

typing or production of top secret material is begun, the completed work
should, if possible, be delivered to the originator before close of work. If
this is impossible, short-hand notes, drafts, carbons, and incomplete
80
RESTRICTED
 RESTRICTED
typescript should be returned to the originator for safe custody (an less
approved facilities for the custody of top secret material are available).
Complete top secret documents, together with any subsidiary material
(e.g. spoiled copies, carbons, drafts and shorthand notes), should be
delivered to the originator for distribution or destruction. The originator is
personally responsible for burning or destroying in an approved shedding
machine all subsidiary material and for ensuring its complete destruction.

8. Security of Typing and Duplicating Offices. Commanding

officers should pay particular attention to those offices where typing,
duplicating or copying is done, emphasizing the need for:
a. Regular and frequent inspections by security officers and
supervisory staff.
b. Briefing on staff precautions to prevent extra copies being
produced either inadvertently, or for unauthorized purposes.
c. Recording transit when production involves a series of
processes in different offices.

9. Security of Equipment and Subsidiary Materials.

a. Tape recorder and Dictating Machines. These equipments

are employed as follows:

(1) Tape recorders and dictating machines can easily be

modified to operate as radio transmitters, the following
safeguards are employed.

(2) Unauthorized person are not allowed access to

speech recording equipment.

81
RESTRICTED
 RESTRICTED
b. When not in use, apparatus is disconnected from the mains;
during out of duty hours it is stored under secure conditions.

c. Their use in rooms where highly classified conversations

regularly take place in restricted as far as possible.

d. When in use, machines are kept as far away from

telephones as possible and, in any case, at a minimum distance of
one metre.

e. Machines are not normally used near communication

security equipment (e.g. cypher machines and teleprinters) but,
where they have to be and there is a possibility that compromised
messages (either electrical or acoustic ) have been recorded, the
take is given the same classification as the traffic being passed and
is not downgraded until the tape is destroyed.

f. At any overseas location which is considered to be a threat

of caves dropping, machines are not allowed to be used in:
i. Rooms in which classified information is
discussed.
ii. Rooms with partition walls, ceiling or
floors.
iii. Cut side rooms near other buildings, which
might be used for the installation of intercept
equipment.

All classified material should be erased from tape as soon as possible but
because erasure all seldom be complete, tapes are treated as follows:

82
RESTRICTED
 RESTRICTED
a. Once classified material has been recorded, the tape
thereafter retains the grading of the highest classified information
ever put on it until it is finally disposed off.

b. The highest grading on the tape is shown on its spool, and

the grading of each item is clearly stated at the beginning and end
of each recording.

c. When no longer required, tape are cut into small pieces and
then disposed off as classified waste

b Photo – coping Machines. There are special risks in copying

classified material by some modem processes. For example: The mofax
copies can acquire information from other documents by contact and may
themselves off-set on to plastic materials; the verifax image can be
transferred to a paper placed in contact with a damp print. Careful
handling is therefore necessary prevent copies being made incidentally.
The issue and custody of photocopying paper should be strictly controlled
so that only those persons detailed to carry out official copy orders have
access to it. After working hours they should be immobilized.

c. Typewriter Ribbons. Impressions on a typewriter ribbon

are normally legible until over – typed several times. Although elaborate
precautions are necessary; the following points should be noted.
(1) A ribbon used for classified work is given appropriate
security protection until it has been through the machine at least 3
times.
(2) Ribbons are removed whenever a machine is sent for
repair, or otherwise leaves the unit.
(3) Certain typewriter ribbons can be used only once; these
ribbons are safeguarded according to the classification of the
material typed on them.
83
RESTRICTED
 RESTRICTED
d. Carbon Papers. When top secret material has been typed, the
carbons together with any incidental matter, are handed to the originator,
who is responsible for then destruction or disposal as top secret waste. All
other carbons used for classified materials are kept in secure containers
out of normal duty hours, and destroyed as classified waste when they
become unserviceable.

e. Shorthand Notebooks. Shorthand notebooks used for

classified information are given the classification of their mest highly
classified item and protected accordingly. Separate books are used for top
secret materials; when a transcript it complete, the notes are removed from
the book and given to the originator for immediate destruction.

f. Subsidiary Materials. In general, all materials used in producing

classified documents, e.g. stencils, plates, trial copies and negatives are
treated as classified matter.

CONTROL OF SPARE COPIES OF CLASSIFIED DOCUMENTS.

10. Space copies of classified documents, letters and minutes require

the same protection as the originals, and the following procedure should
be observed

a. Spare copies of all classified documents are kept to the

minimum; they are reviewed regularly for destruction.
b. Spares are not held loose; but kept in folders or containers
each marked with the appropriate security grading and showing
the number and types of document enclosed.
c. Records are kept of spares issued or destroyed.
d. Circulation copies of classified materials are destroyed as
soon as circulation is complete.
84
RESTRICTED
 RESTRICTED
e. Normally, spare copies of top secret document are not
made. If spare copies produced, they copy numbered and kept
separate from other spares under the appropriate security
safeguard.

TRANSMISSION OF CLASSIFIED DOCUMENTS

11. Transmission on the packaging, dispatch, transmission and receipt
of classified documents are given in the appropriate Service manuals of
security. Classified documents may be passed by hand directly to
personnel entitled to know their contents (e.g. the officer dealing with the
documents or a clerk with appropriate security clearance). When
documents are being passed, they are carried under cover to prevent
unauthorized persons from seeing them. The carriage of classified
documents by hand outside a unit or formation is subject to detailed
control, the regulations for which are given in the relevant Service
manuals.

EXTRACTS AND COPIES

12. Extract from, or copies of top secret and secret documents are
made only on the authority of a responsible officer who is himself entitled
to originate such documents; extracts and copies are kept to the minimum
and copies are copy-numbered in accordance with the rules governing
such material. Extracts or copies of documents graded confidential and
below may be made for official purpose by an officer entitled to handle
such documents, copies bear the security grading of the original, but
extracts are treated as separate documents and graded according to
content.

NATIONAL CAVEAT MARKINGS

13. Contingencies might warrant that certain documents or
instructions be seen only by Nigerian troops or certain other nationals.
Such documents would be appropriately marked, for example, “Nigerian

85
RESTRICTED
 RESTRICTED
only” or “OAU EYES Only”. This may be useful in multi-national
operations.

REGRADING OF DOCUMENTS
14. Single Service. Just as the initial grading of a document is the
responsibility of the originator, so is the decision to regrade. The holder of
a document may, however, ask its originator for authority to regard it. If
the grading cannot be referred to the originator, the following produces are
to be adopted:
a. Document with a single address may be regarded by an
officer's rank and appointment entitle him to originate a similar
document in both the existing and the proposed new grade.

b. Where a document has a wide circulation, it may be

regarded with the sanction of the formation next above that of the
originator, or of the appropriate Service headquarters when
necessary.

15. Documents Originated by Another Service. Documents

originated by a Service other than that of the recipient may not be
downgraded. Without the approval of the originator which should be
obtained through normal channels.

16. Intelligence and Communication Security Material

Intelligence material may be downgraded only with the agreement of the
originator, or , if this cannot be obtained, by reference to the appropriate
Service headquarters. Crytographic materials may not be downgraded
without reference to single Service headquarters.

17. Files. Authority for regarding of files is vested in Service

headquarters and any suggestions for regarding must be submitted to
86
RESTRICTED
 RESTRICTED
those headquarters through normal channels.

18. Annotations of new Grading. When a document is regarded, the

new grading is marked on the document, and the old grading deleted in
ink. The amendment is signed and dated by the officer authorizing the
regarding, and any documentary authority for regarding is noted above the
signature.

19. Notification of Regrading. When a document is regarded, all

recipients and holders are informed immediately.

CLASSIFICATION OF REPRODUCTIONS
20. Reproductions of classified documents are treated as follows:
a. Drawings and Tracings. Classified drawings and
tracings bear their grading at the centre top and bottom so that they
can be reproduced on all mechanically produced copies. In
addition, the security grading is stamped, preferably in red, on both
sides of all reproductions.

b. Photographic Negatives and Prints. Wherever

practicable, a classified negative bears its security grading in such
a position that it will be reproduced on all copies. Negatives in roll
forms bear the classification at the beginning and end of each roll,
according to the highest graded negative in the roll. These, and any
classified negatives whose grading cannot be individually applied,
are kept in approved containers bearing their grading.

c. Maps. Classified maps produced within, or on the order of

the Service bear the appropriate security grading, normally under
the scale and at the top center. Small maps enclosed with other
documents have the grading stamped on their reverse side.
87
RESTRICTED
 RESTRICTED
d. Photocopies. Photocopies of ordinary documents that
have already been correctly graded and stamped need no further
safeguards, provided that the classification is shown clearly on the
copy. However, the blank reverse sides are to be stamped.

DISPOSAL PROCEDURES
21. When disposing off classified material, officers should follow the
detailed instructions given in the appropriate manuals and security
regulations.

CONCLUSION
22. It is essential that documents are handle and stored safely at all
stages. They should be properly preserved and be easily accessible for
retrieval. On the other hand the information they contain need to be
properly safeguarded. These considerations form the basis for document
security within the Armed Forces.

88
RESTRICTED