RESTRICTED

HQ JFC /G7/013

Nov 22

BRIEF FOR CHIEF OF STAFF

BACKGROUND

1. Reference our verbal discussion to your office, you asked me to

revise certain areas on the rudiments of Defence Writing.

GUIDELINES ON WRITING AND STYLE

3. Good written communication is a vital means of getting business

done, but the quantity of the written work produced is not measure of its
quality.

A full statement is at ……………………………………………………….. Flag A

It is almost important to think carefully about when and what you write, but
how you write is just as important. Getting it right means more than just
choosing the appropriate sort of letter or minute and getting the layout right.
It also means thinking about writing style, choosing words carefully and
express yourself clearly and concisely in a logical order.

Further details which you should read is at.………………………………… Side Flag 1

LETTER HEADED CORRESPONDENCES

4. The rules and conventions of defence writing sets out the basic
principles and guidelines for producing good written work within the
RSLAF which will appear in most documents.

Rules and Conventions of Defence Writing is laid out at…………………. Flag B

Most branches or units use letterhead paper for correspondences, often
creating the letterhead on Word Processors. Commanders should set out the
format to be used in their formations and units.

The relevant statement which you must read, is at ………………………… Side Flag 2

PROTECTING AND HANDLING DOCUMENTS

5. The authority to originate classified materials is delegated to
personnel and civilians within the scope of their duties such as ‘TOP
1
RESTRICTED

Side Flag 3
 RESTRICTED
SECRET’ SECRET and ‘CONFIDENTIAL’ and ‘RESTRICTED’.
Originators of classified documents are responsible for applying the
appropriate classification. Over classification is to be avoided

Further details are at ……………………………………………………….

which you should read.

SECURITY CLASSIFICATION AND COPY NUMBERING

6. TOP SECRET and SECRET documents are to bear individual copy

numbers. If a document is copy numbered any covering letter or minute is
also to be copy numbered. When address regular and wide distribution are
made each addressee should receive the same copy number every time.

The relevant details which you should read is at …………………………… Side Flag 4

USE OF HEADINGS IN DOCUMENTS

7. When a document is lengthy or the subject complex, the text is

divided by heading. These assist the writer’s logical development of the
theme and direct the reader’s attention to what follows. In non-operational
that follows.

Further details are at ………………………………………………………… Side Flag 5

which you should read.

RUDIMENTS OF SPACING

8. Consistent horizontal spacing is necessary to achieve a sensible

presentation. It can be metric or imperial measurements may be used.
Further details which you must read, is at …………................................ Side Flag 6

PREPARING TABLES IN DOCUMENTS

9. Where practical and appropriate, figures, diagrams and tables should

be used. Tables should have a single-line border. With double lines being
used to achieve separation between subjects where editorially this seems
sensible. Tables are normally centered on the page, with column headings in
bold.

The relevant statement which you should read, is at ………………………. Side Flag 7

2
RESTRICTED
 RESTRICTED
USE OF ABBREVATIONS

10. In general, there are operational and non-operational writing. The

latter, apart from formal, DO and directed letters followed their own
specialised rules such as ranks and appointments, designated regiments and
corps, designated formations and units and dates which are abbreviated
using the first 3 letters of the day of the week. Thus, operational writing
deals with maximum use of abbreviations except for mandatory paragraph
headings in operational and administrative order.

Further details are at………………………………………………………..

Side Flag 8
which you should read.

WRITING SIGNATURE BLOCK

11. In all Service Writing, other than demo-official letters the identity of
the signatory is to be shown in a signature block together with the title of the
authority on whose behalf the document is signed. The person signing a
document assumes responsibility for its accuracy and correctness.

The relevant statement, which you should read is at ………………………. Side Flag 9

TYPES OF WRITTEN BRIEF

12. Senior officers often rely on briefs to acquaint themselves with a

subject. There are five types of brief namely; information briefs, decision
briefs, meeting briefs, personality briefs and briefs for visits.

A full statement is at ………………………………………………………... Flag C

Further details on the types of brief are at ………………………………….. Side Flag 10

which you must read.

PACKAGING AND INFORMATION BRIEF

13. Simple briefs normally cover the supporting papers. More

complicated briefs, especially those covering a paper to be taken in
committee, are usually placed in a folder together with the supporting
papers. A popular layout is to secure the brief to the left cover, with the
supporting papers opposite. The paper under discussion would be placed as
Flag A on the right, with any additional papers, in the sequence followed in
the brief, underneath.

3
RESTRICTED
 RESTRICTED
Further details are at ………………………………………………………. Side Flag 11

which you may wish to scan.

CONCLUSION

14. The purpose of this information brief is to keep the COS HQ JFC
abreast on the rudiments of Defence Writing Handbook. This includes
guidelines on writing and style, letter headed correspondences, protecting
and handling documents, security classification and copy number, use of
headings and documents, rudiments of spacing, preparing tables in
documents, use of abbreviations, writing signature block, types of written
brief and packaging and information brief.

SC BOKU
Maj
Ag SO1 J7 (Trg)
Ext 3581

List of Flags:

A. Introduction to Defence Writing Chapter1

B. Defence Writing Handbook Chapter 2
C. Defence Writing Handbook Chapter 4.

List of Side Flags:

1. Guidelines on Styles of writing.

2. Letter Headed Correspondences.
3. Protective Markings and Precedence Action.
4. Security Clarification.
5. Copying Number.
6. Heading.
7. Spacing
8. Preparation of Table
9. Use of Abbreviation
10. Types of Brief
11. Packaging Administrative Brief

4
RESTRICTED