Chapter 1

Policies

Overview

Background This information document has been prepared using information from other policy publications. The information contained in these publications will not be repeated except for certain references that are not accessible to many users or contain certain policies that require emphasis.
In this Chapter This chapter covers the following topics:
Topic Page
List of References 1-2
Types of Addressees 1-4
NATO Standardization Agreement (STANAG 2066) 1-5
Federal Identity Progam (FIP) 1-6
Official Languages 1-7
Elimination of Sexual, Racial and Ethnic Stereotyping 1-8
Use of Letterhead and Special Stationery 1-9
Security Markings 1-10
Page 1-2

List of References

References A. NATO Standardization Agreement (STANAG 2066)
B. Federal Identity Program Manual - Treasury Board of Canada, Secretariat
C. QR&O 1.04 -- Words and Phrases -- How Construed
D. QR&O 1.10 -- Communication with Higher Authority
E. CFAO 2-14 Translation, Terminology and Interpretation Services
F. CFAO 2-15 Official Languages
G. CFAO 62-6 Authorization of Special Stationery
H. A-AD-D10-001/AX-000 File Classification Manual, Volume 1 -Instructions, Primaries, and Index
I. A-AD-D10-002/AX-000 File Classification Manual, Volume 2 -Codes
J. A-AD-D10-003/AX-000 File Classification Manual, Volume 3 -Numerical File List
K. A-AD-120-000/AG-000 The CF Official Language Policy
L. A-AD-121-000/AB-001 The Canadian Style, a guide to writing and editing by the Department of the Secretary of State of Canada ISBN 0-919670-93-8
M. A-AD-121-000/AB-002 Guide du rdacteur de l'administration fdrale ISBN 0-660-91030-6
N. A-AD-121-E01/JX-000 Administrative and Staff Procedures, Volume 5 Military Glossary
O. A-AD-121-F01/JX-000 Canadian Forces Manual of Abbreviations
P. A-AD-121-P01/JX-002 Grevisse le bon usage, douzime dition ISBN 2-8011-0588-0
Q. A-AD-121-P01/JX-003 The Little, Brown Handbook First Canadian Edition ISBN 0-7715-5756-6
R. A-AD-133-001/AX-001 Canadian Forces Addresses
S. A-AD-133-003/AG-000 Canadian Forces Message Subject Indicator Codes
T. A-AD-133-004/AG-000 Address Indicating Groups for the Canadian Forces
U. A-DS-100-100/AG-002 Writing, Format and Production Guide to Administrative, Operational and Tactical Publications
V. A-SJ-100-001/AS-000 Security Orders for the Department of National Defence (DND) and the Canadian Forces (CF)
W. NDHQ Instructions ADM PER 7/83 Privacy Act DND Implementation 14 Dec 83
Page 1-4

Types of Addressees

Addressees DND/CF communicate with two types of addressees:

  • NATO/DND/CF; and
  • public.
NATO/DND/CF When we correspond with these addressees, we must follow the standards established in the STANAG 2066. They are the standards we use most often.
Public When we correspond with these addressees, we must follow the standards established in the FIP. They are the standards we use to correspond with the public.
Page 1-5

NATO Standardization Agreement (STANAG 2066)
Layout for Military Correspondence

Aim The aim of this agreement is to standardize for use within NATO the layout of military correspondence and the rules for the use of abbreviations and acronyms.
Agreement In September 1981 Canada agreed to prepare military procedures correspondence and use abbreviations and acronyms in accordance with the procedures contained in this agreement.
Application
Military
Correspondence		 Letters, memoranda, orders, reports, papers
Exceptions Administrative/logistics orders and electronically sent messages.
Abbreviations
and Acronyms		 They normally are not used if it is to be circulated between Allied forces.
IF THEN
an abbreviation or acronym is used: the word or words represented are to be written in full on the first appearance followed by the appropriate abbreviation or acronym in parentheses.
Characters Acronyms are written in capital letters without spaces or punctuation e.g., Supreme Headquarters Allied Powers Europe (SHAPE).
The use of common international abbreviations e.g., ft, kg is permitted.
Page 1-6

Federal Identity Program (FIP)
Policy It is the policy of the Government of Canada that Federal institutions, programs, services and contributions shall be identified in accordance with corporate identity standards.
The equality of status of two official languages shall be projected when applying these corporate identity standards.
Application The FIP standards apply to all correspondence sent to non-DND addressees.
Subject to the FIP are: letterhead, envelopes and typing format.
When appropriate, specific FIP information has been included in this document.
Page 1-7

Official Languages
Policy The CF official languages policy and the implementation plan necessary to achieve the policy's objectives are detailed in references F and K.
Bilingual
Correspondence		 Bilingual correspondence shall be issued simultaneously in both official languages with the English and French versions being of equal quality.
Conventions The conventions are the same for documents produced in English or French.
If a side-by-side layout is used corresponding elements shall begin on the same line.
Order In Canada, the order of the official languages in a side-by-side layout is determined by the official language of the majority of the readers. Thus, English appears to the left in the other provinces and territories or for English language units and French appears to the left in Quebec or for French language units.
Page 1-8

Elimination of Sexual, Racial and Ethnic Stereotyping
Government
Guidelines		 In February 1984 the Government of Canada issued "Guidelines for the Representative Depiction of Visibly and Ethnic Minority and Aboriginal Peoples in Government Communications."
Principle The Guidelines are based on the principle that all groups, irrespective of ancestry and ethnic origin, are and must be portrayed as equally productive and contributing members of Canadian society.
Reference At reference L you will find a list of many of the stereotyping problems in written communication and how those problems can be solved.
Page 1-9

Use of Letterhead and Special Stationery
Cost The practice of using letterhead for interdepartmental correspondence has been found to be costly. The letterhead is 58 per cent more expensive than the standard bond.
Policy Letterhead paper shall be use for correspondence addressed to:
  • foreign military forces;
  • non DND addressees; and
  • other federal offices.
Letterhead paper will not be used for correspondence addressed to DND/CF offices.
Special
Stationery		 Reference G prescribes the policy and procedures governing the entitlement to and provision of special stationery procured at public expense.
Page 1-10

Security Markings
Paper
Version		 Documents requiring security classification or designation markings must be filed.
Electronic
Version		 As a general rule, ADP automated data processing equipment must show the certification to produce designated and classified documents. It would be too cumbersome to list all documents related to the security of staff work. Therefore, throughout the text each time an element of correspondence should bear security markings an example will be given; nevertheless, you must refer to reference V concerning the pertinent explanations.
Table of Contents
Chapter 1
Chapter 2
Chapter 3
Chapter 4

Date modified: 2018-01-22