NAVAL CORRESPONDENCE Topic 10 1 TERMINAL OBJECTIVES 31

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 – 1000011000120001300016000 implies 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

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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 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.