NAVAL
CORRESPONDENCE
Topic 10.1
TERMINAL OBJECTIVES
31.0 Identify the proper format and purpose of
Naval Correspondence to include the use
of Standard Subject Identification Codes
(SSIC).
Enabling Objectives
31.1
IDENTIFY the instruction that governs Naval
correspondence.
31.2
STATE the purpose of the Naval Directive and
Memorandums.
31.3
IDENTIFY the instruction and purpose that governs
Standard Subject Identification Codes (SSIC).
31.4
DESCRIBE the various inventories required for the
relief of the Supply Officer.
31.5
LIST the items required to be annotated in the Supply
Officer relieving letter.
Correspondence Manual
The manual that
provides
guidelines and
governs
correspondence:
SECNAVINST
5216.5 series
Purpose of Directives
• A Directive is a written communication
that establishes:
–Policy
–Organization
–Conduct
–Methods of Procedures
There are two
types of Directives
NOTICE
INSTRUCTION
Instructions
• Permanent
reference value
• Issued for one
year or more
• Updated by pen
and ink/page
changes
• In effect until
originator
cancels or
supercedes it
Notices
• Temporary in nature
• One time reference
value
• Usually issued for
less than 6 months,
but no more than
one year
• Not changed
• They are self
canceling
MEMORANDUMS
Provides a formal or informal means of
communication within an activity, or between
activities on routine business.
Plain Paper Memorandum
• Used within the activity.
• Hand typed - provides
more flexibility when
there are multiple
addresses.
Letterhead Memorandum
• Provides more
formality.
• Can be sent outside
the activity.
• Only CO can sign
letterhead
• However, by direction
is authorized
Memorandum-For
• Most formal
• May be used in
writing to Senior
Officials such as
Secretary of Navy,
Secretary of
Defense
Standard Letter
• Official
correspondence with
addresses in DOD.
• More formal than the
memorandum.
• Provides flexibility of
multiple addresses
(both To and Via).
Standard Subject Identification Code
(SSIC)
Purpose: Identification and Filing
• Used to classify Naval correspondence under
13 major subgroups.
• The major categories are further subdivided by
the last three digits in the major subgroups.
• Required on all Navy letters, messages,
directives, forms and reports.
SSIC MANUAL
The manual that
provides guidelines
and governs
Standard Subject
Identification Codes:
SECNAVINST
5210.11 series
SSIC Subgroups
•
•
•
•
•
•
•
•
•
•
•
•
•
•
My
Teacher
Of
Logistics
Gave
Me
F
On
Supply
Good
For nothing
Candy
Apple
Coast guard
*Bold
1000 –
2000 3000 –
4000 5000 –
6000 –
7000 –
8000 9000 –
1000011000120001300016000implies
Military Personnel
Telecommunications
Operations/Readiness
Logistics
General admin
Medicine/Dentistry
Financial MGT
Ordinance
Ship design
General Material
Facilities
Civilian
Aeronautical
Coast Guard
common to Supply
http://neds.daps.dla.mil/
RELIEF OF SUPPLY
OFFICER
Para 1160-1164
Relieving Letter
Sample letter found in P-485 Volume I Par. 1164
The letter will include:
-
Approval for reliving date
-
Statement regarding stock accuracy
-
General condition of Supply department
-
Statement of facts in dispute if there are any disagreements
• Prior to detaching the current SUPPO will perform a JOINT inspection
with their relief of the supply spaces to include:
-Storerooms
-Operating Spaces
-Office Spaces
-Material and Material Handling Equipment
-Personnel, files and records
• All spaces under the supply department will be inspected for:
-Material condition and cleanliness
-Arrangement of material. (Who has custody over what)
-Operating spaces will be inspected for methods and
procedures.
Personnel
• Inspect supply personnel informally while they perform their
assigned duties.
• Relieving Suppo should familiarize himself with supply
personnel by reviewing:
-Division officers notebook
-Service records
• All Supply Department files and records will be jointly inspected such as:
- Availability and currency of required publications and directives
- All applicable letters of authority are on file
- Training program
- Organizational chart (watch, quarter,station Bill)
Inventories and Returns
• A full inventory is not required but a sample inventory and location audit
will be conducted of general stores. The recommended number of
sample inventories:
- 10-15% of total SIM/DBI/POS items
- 1/4-1% of total non-SIM/DBI/POS
- Location audit 1/4-1% of total line items
- 10% of total repairable assets carried
Inventory accuracy rates
• Inventory and locator accuracy rates determined by the
sample inventory will be included in the relieving officers
letter to the CO.
• Inventory accuracy rate of 90%
• Locator accuracy rate of 95%
• The outgoing Suppo will provide relieving Suppo with
inventory schedule reflecting all inventories conducted
during the fiscal year.
Review Stock record Balances
The relieving officer will review stock records to determine items and
money value of allowed repair parts (including substitutes) which are
currently NIS and not on order. Recommended review:
- 100% of the SIM/DBO/POS stock. Record NIS items not on order, and
the funds required to requisition the high limit qty’s.
- Conduct random review (5-10%) of the non-SIM records. Ensure at
least 10% of the items have recorded usage.
-
Maintenance Assistance Modules (MAMS) will be inventoried as
repairable in proportion to total repairable assets, then, custody
transferred to relieving officer.
Officer being relieved will inform new Suppo of:
- The number and status of unfilled requisitions which warrant special
attention
- Number and status of outstanding purchases orders
- Outstanding surveys awaiting CO action
- Unanswered correspondence
- Outstanding loans and OPTAR status
- Circumstances surrounding any unsatisfactory conditions within supply dept,
such as uncorrected discrepancies since last inspection
• Should circumstances prevent a joint inspection, the
reliving SUPPO will make the inspection and prepare
the report within 20 days after reporting onboard.
• The Suppo’s name is automatically printed on many
reports. Update of systems constant file and site
activity table is required.
Enabling Objectives
11.1
IDENTIFY the instruction that governs Naval
correspondence.
11.2
STATE the purpose of the Naval Directive and
Memorandums.
11.3
IDENTIFY the instruction and purpose that governs
Standard Subject Identification Codes (SSIC).
11.4
DESCRIBE the various inventories required for the
relief of the Supply Officer.
11.5
LIST the items required to be annotated in the Supply
Officer relieving letter.