Chapter 2

Rules for Formatting

Overview

Introduction This chapter explains all the rules commonly used to format any type of correspondence.
In this Chapter This chapter contains the following topics:
Topic Page
Left Justified 2-2
Margins 2-2
Vertical Spacing 2-2
Paragraph and Sub-Paragraph Numbering 2-2
Headings 2-3
Fonts 2-5
Tabular Information 2-5
Page 2-2

Left Justified

Format The format for administrative correspondence is left justification, with minimum punctuation. All lines begin flush with the left margin.
Margins

Letterhead A left hand margin of 1.5 inches and right hand margin of one inch is recommended.
Other
Documents		 Margins are at the discretion of the originator, although one inch is recommended for top, bottom, left and right margins.

Vertical Spacing

Rule Leave at least one blank line between each element of the document.
Paragraph and Sub-Paragraph Numbering

NATO/DND/CF
IF the body contains THEN
one paragraph (if only one paragraph, paragraph not numbered and begins flush with the left margin) the paragraph is not numbered, but any sub-paragraphs are.
two or more paragraphs they are numbered in sequence.
WHEN THEN
sub-paragraphs are used they are identified by alternating letters and numbers.
Security
Marking		 For security marking of paragraph and sub-paragraph see reference V.
Example 1.(PB) ___________________________:
    a.(PB) ___________________________; and
    b.(U) __________________________:
      (1)(U) ___________________________; and
      (2)(U) ___________________________:
        (a)(U) ___________________________; and
        (b)(U) ___________________________.
2.(U) ___________________________

Indentation The degree of indentation recommended is a half inch tab after each paragraph or sub-paragraph number.
Public Paragraphs in correspondence to civilian agencies are not numbered.
Page 2-3

Headings
Rule Headings should stand alone and not form part of the text.
Parts and
Chapter		 Documents that are lengthy or require division for clarity may be divided.
first into PARTS identified by Roman numerals (i.e., PART V) with or without text heading.
then into CHAPTERS identified by Arabic numerals (i.e., CHAPTER 6) with or without text heading.
Group A group heading introduces one or more paragraphs with the same general subject.
They are not numbered.
Paragraph and
Sub-Paragraph		 A paragraph or sub-paragraph heading is used to cover only the subject contained in the paragraph and its sub-paragraphs.
Format Headings are illustrated below.
Typographical
Rule
IF the heading is for a: THEN the heading is
part, chapter or a group capitalized and underlined.
paragraph or sub-paragraph underlined and printed in lower case with the first letter of each major word capitalized.
Continuity The use of headings is optional but once started they should be continued until the next superior division is reached.
Numbering
Sequence		 The use of headings does not change the paragraph numbering sequence, which continues throughout the whole text.
Page 2-5

Fonts
Style The style of font is left to the originator. For readability the minimum size is 12 characters per inch or 10 pt. It is the originator's responsibility to ensure that font style can be read or used by the addressee if the document is transmitted electronically or if the document is to be optically scanned.
Tabular Information
Format Information often can be presented more clearly in tabular form. Tables are an excellent way of handling agenda items and minutes of meetings. To simplify precise reference to items in a table, and to allow the insertion of amendments, lines and columns may be identified as follows:
a. lines (or where appropriate, individual items containing more than one line) will be identified with a serial number (Arabic numeral) in the left hand column. If serials need to be subdivided, sub-serials will be identified in the same way as sub-paragraphs; and
b. columns (including that containing the serial number) will be identified with lower case letters in parentheses, which should be on a separate line below the column heading. The column heading itself need not be repeated on subsequent pages.
Table of Contents
Chapter 1
Chapter 2
Chapter 3
Chapter 4

Date modified: 2017-06-15