Chapter 3

Convention and Layout

Overview

Introduction This chapter introduces the information that needed to prepare correspondence.
All types of correspondence prepared whether it is to a DND or non-DND addressee follow a certain protocol: an address, a date, the text, and signature block to name a few. These parts of correspondence have been grouped under: the heading, the body and the close in accordance with reference A.
In this Chapter This chapter contains the following topics:
Topic Section
The Heading A
The Body B
The Close C
The Address D
Page 3-A-1

Section A

The Heading

Overview

Introduction The heading is composed of all material preceding the text from the letterhead to the subject.
In this
Section		 This section contains the following topics:
Topic Page
Letterhead 3-A-2
Security Marking 3-A-2
Originator's Identification 3-A-2
File Number/Suffix 3-A-2
Date 3-A-3
Priority Post or Registered Mail 3-A-4
Addressee 3-A-4
Subject 3-A-6
Page 3-A-2

Letterhead
See page 1-9.

Security Marking

Format If correspondence requires a security marking the classification or designation shall be typed in uppercase and underlined one inch from the top and bottom of each page.
Example
Originator's Identification

Rule The unit name and address or the position or the name of the person is required.
File Number/Suffix

Format The file reference is a combination of letters and/or numbers assigned by the originator to simplify future identification.
File reference consist of two parts:
  • file number: in accordance with references H, I and J ; and
  • file suffix: the draftee's short title designation, in brackets after the file number.
Example 5000-1 (B Admin O)
Page 3-A-3

Date

Format The date contains the day, month and year in that order.
IF THEN
the month is spelled out the year should be written in full.
the month is abbreviated the year is indicated by the last two digits.
Examples 1 January 1997; or
1 Jan 97
Rules The month is never indicated by a number.
The cipher shall not be used with the dates 1 to 9.
IF THEN
the date of signature is uncertain the space for the day may be left blank, and the information penned in by the signatory when the correspondence is signed.
Page 3-A-4

Priority Post or Registered Mail

Format The word Registered shall be written when a signature is required, otherwise Priority Post shall be written.
Addressee

Definition The addressee is the authority or individual or agency for whom the correspondence is intended.
Rule Addressees shall be identified by appointment and not by name.
Differences exist in the addressee block when sending correspondence to a military or non-military addressee.
The use of
through		 Means of obtaining progressive approval or coordination for use in routine correspondence to military addressees.
Example CO (through Adjt)
Comparative Tables
NATO/DND/CF
IF it is addressed to THEN it is identified
a single addressee in the heading of the document below the date
Example: BGSO or the full address if it is addressed outside of your unit.
multiple addressees in the heading of the document below the date using the statement Distribution List or Dist List.
It shall replace the address with the list of addressees shown after the signature block see page 3-C-8.
Retired
Members
IF it is addressed to THEN it is identified
a former officer or non-commission member; who was honourably released and who served in the CF for not less than ten years by using the rank title held at the time of release, initial, name and decorations followed with the word (Retired) or its abbreviation (Ret'd).
Public
IF it is addressed to THEN it is identified
a single addressee in the heading of the document below the date by writing the full address.
multiple addressees (example at page 3-C-8) below the signature block under the heading c.c.

A multiple distribution list is NEVER used.

Each letter sent should be addressed individually.

Addressees should receive an original of the letter.
Page 3-A-6

Subject

Definition The subject is a brief statement of the general content or a title of the correspondence.
Rule It is used in all correspondence to NATO/DND/CF addressees, and is optional for correspondence to public addressees.
Format A subject heading is typed in upper case letters and is underlined.
IF THEN
it is expressed in two or more lines only the last line is underlined, and the underlining is carried to the end of the longest line.
Security
Marking		 See reference V for security marking of the subject.
Example
Page 3-B-1

Section B

The Body

Overview

Introduction The body includes references and the text of the correspondence.
In this
Section		 This section contains the following topics:
Topic Page
Reference 3-B-2
Salutation 3-B-3
Text 3-B-4
Abbreviations and Acronyms 3-B-4
Page 3-B-2
Reference

NATO/DND/CF
WHEN referring to: THEN the identification shall include:
another document the file number, file suffix and date.

example: 1000-1 (DCA 2-2) 1 Jun 97
a publication the acronym and/or a number.

example: QR&O 16.02
an extract of a document the chapter, article and paragraph number(s), never the page number.

examples:

    "article 103.1b(2)"
    "table 4 A-3" refers to the third
    table of Annex A to Chapter 4
a message the acronym and/or number and the date time group.

example: CANFORGEN 01/97 151400Z JAN 97
Format The term Reference(s) or Ref(s) will be used to introduce the list of referenced document(s) followed by a colon and two spaces.
Each document listed is identified by an uppercase letter, followed by a period and two spaces. If there is only one reference, it is not lettered.
Any reference not available to all addressees shall be suffixed (NOTAL) meaning not to all.
A reference included with the document shall be suffixed (enclosed) or (encl).
Examples References: A. CFAO 26-6 (enclosed)
B. A-AD-D10-002/AX-000 Codes (NOTAL)
C. NDHQ OTTAWA/DCA 2 231410Z JUN 95
Public
WHEN THEN
referring to information found elsewhere you can refer to it in the first sentence of the letter, or in the rest of the body of the text.
IF THEN
it is not convenient to list the reference in the body of the text use: footnotes, endnotes, bibliographies and indexes.
Reference L should be consulted.
Salutation
The salutation is used ONLY in correspondence to civilian agencies.
Example Dear Doctor Roades:
Page 3-B-4

Text

Originator's
responsibility		 The originator shall ensure that the text indicates clearly the reader's responsibility to the written communication.
For example, should the written communication prompt the reader to be informed, take action or provide feedback?
Structure There are many references the originator can consult in order to structure the text in the right style and tone using good grammar, punctuation and spelling. You will find at pages 1-2 and 1-3, the list of approved dictionary, grammar, writing and editing books.
Abbreviations and Acronyms

Abbreviations An abbreviation is usually a shortened form of a word, or may be the initial letter of two or more words. An acronym is usually created from the initial letters of a group of words.
Rule The use of abbreviations and acronyms is encouraged but care should be exercised to avoid possible ambiguity. Reference P states the doctrine and procedure for staff work as it relates to approved abbreviations.
IF THEN
an abbreviation or acronym is used (in a document addressed to Allied forces or civilian addressees) it is recommended that the words or words represented be written in full on the first appearance, followed by the appropriate abbreviation or acronym in brackets (i.e., "National Defence Headquarters (NDHQ)"). Acronyms are written in capital letters without spaces or punctuation.
International
Use		 The use of abbreviations that are in common international use (e.g., m, ft, k, etc.) is recommended.
Page 3-C-1

Section C

The Close

Overview

Introduction The close contains all material below the last line of the body of the communication.
In this Section This section contains the following topics:
Topic Page
Complimentary Closing 3-C-2
Signature Blocks 3-C-2
Annexes and Appendices 3-C-6
Enclosures 3-C-7
Distribution List 3-C-8
Carbon Copy 3-C-9
Page Number 3-C-10
Security Marking 3-C-10
Page 3-C-2

Complimentary Closing
Rule A complimentary closing is used ONLY in correspondence to public addressees.
Example Yours truly,
Signature block

Signature Blocks
A signature block consists of:
COMPONENTS COMMENTS EXAMPLE
Name Indicates the individual responsible for the document. K.W. Parent
Rank Applicable only to military members.

Civilian employees do not write their classification.

 Cmdr
Position or Appointment Indicates the title of the individual. B Comd
Telephone Number If desired. 555-8766
Fax Number If desired. Fax 555-8765
Authority Line The authority line indicates who is accountable. In this example it is the B Comd
Rules
Signature The signature block must always include a handwritten signature on the original. Exceptions to that rule exist for correspondence transmitted electronically.
Space Six blank lines should be left above the signature block to ensure sufficient space for the signature.
Position or
Appointment
Acronyms		 Abbreviations and acronyms can be used for correspondence internal to DND on all formats except the letter. Position or appointment titles must be written in full for correspondence going to a civilian agency or NATO addressee.

English Unilingual and Bilingual Signature Blocks
Type of Signature Block IF it is THEN EXAMPLE
An English unilingual correspondence other than a letter the use of abbreviations and acronyms is allowed. K.W. Parent
Capt(N)
B Comd
555-8766
a letter rank, position or appointment must be written in full. K.W. Parent
Captain (Navy)
Base Commander
A correspondence prepared in side by side bilingual format other than a letter the use of abbreviations and acronyms is allowed. Comdt (B)
Capt (M)

(6 lines)

K.W. Parent
Capt(N)
B Comd
555-8766
letter rank, position or appointment must be written in full. Commandant de la base
Capitaine (Marine)

(6 lines)

K.W. Parent
Captain (Navy)
Base Commander
Signature for and Signature when Filling in a Position as Acting

Rule Normally documents should be signed by the person named in the signature block.
IF THEN EXAMPLE
the document is signed for someone else the named person shall sign their own name and rank for the other person. "A.J. Feene, Maj"
"for" P.A. Dionne
LCol
B Ops O
3833
someone is in an acting position the named person shall use his or her own signature block but replaces the position title by the one he or she is acting in. A.J. Feene
Maj
A/B Ops O
3538
Page 3-C-6

Annexes and Appendices
NATO/DND/CF Annexes and appendices are used only in correspondence to NATO/DND/CF addressees.
Annexes: are supplementary documents that amplify or explain the parent document;

are used when the inclusion of all the detail in the body of the document would be cumbersome;

shall be lettered consecutively in CAPITALS (i.e. A, B, C,) in the order in which they appear in the text;

shall have their own subject headings; and

must be referred to in the body of the correspondence.
A single annex is Annex A.
Appendices: are supplementary documents that amplify or explain the parent annex;

are used when the inclusion of all the detail in the annex would make it cumbersome;

shall be numbered consecutively in Arabic numerals (i.e. 1, 2, 3) in the order in which they appear in the text of the parent annex;

shall have their own subject headings; and

must be referred to in the text of the annex.
A single appendix is Appendix 1.
Format and
Example		 After the signature block the heading "Annex(es):" shall appear, followed by a list of the annexes and appendices.
Annexes:
Annex A Definitions
Annex B Types of Correspondence
Appendix 1 Military Addressees
Appendix 2 Non-Military Addressees
Public Annexes and appendices are rarely used in correspondence to public addressees.
Page 3-C-7

Enclosures
Definition An enclosure is additional material included with a document other than annexes, appendices or references.
Example The following reference was listed in a letter:

Reference: Pictures accident report BGV 1608 (enclosed)

There are three small boxes of pictures.

You may include the following enclosure:

Enclosures: Three boxes (5"x7"x1") pictures.

Page 3-C-8

Distribution List
Rule Correspondence to military addressee(s) shall be identified by position or appointment, not by name.
IF it is distributed to THEN it is identified
a single addressee at the heading of the correspondence.
multiple addressees in a distribution list in the close of the correspondence.
Categorization Addressees shall be categorized as:
  • action; or
  • information
Sequence Each category of action or information addressee shall be listed in a logical sequence.
Examples are:
  • external/internal addressees (titles are not required under distribution list);
  • by seniority (in alphabetical order if they are of equal status); or
  • by geographical or functional grouping.
Example Distribution List

Action

CO 1 PPCLI Calgary

Information

LFCHQ/G1
Adjt

Standard
Distribution
Lists		 Standard distribution lists save time and reduce the human error factor when preparing correspondence.
They are predetermined, regularly occurring lists of addressees.
Examples
List A List A represents all the division heads and COs.
BAdm O
BTSO
BOPS O
CO 425 Sqn
CO 433 Sqn
BCompt
Public Distribution lists are never used in correspondence to public addressees.
Page 3-C-9

Carbon Copy
c.c. c.c. is used only for correspondence sent to non-DND civilian addressees.

The indication c.c. is followed by the names of the recipients of copies of the letter.

It corresponds to the distribution list of documents and lets the recipient know who else is receiving the correspondence.
Example c.c.

Dr. J.K. Plante
Director Agriculture Research Department
Greenthumbs of Canada
416 Main Street
Saskatoon SK S7H 5M5
Page 3-C-10

Page Number
Numbering All pages shall be numbered in sequence using Arabic numerals.
Convention The number shall appear at the bottom left of each page or two lines above the security marking. It is not necessary to number single page of a document, annex or appendix.
Format The number preceding the oblique indicates the page.

The number following the oblique indicates the total page count in the document.

When you have to number the page of an annex or appendix, use the letter and/or number of your annex or appendix followed by a space, the en dash, a space and the page number.
Examples
1/15 Represents page 1 of a document containing 15 pages.
A-3/5 Represents page 3 of Annex A containing 5 pages.
A1-2/4 Represents page 2 of Appendix 1 that contains 4 pages with the appendix belonging to Annex A.
Security Marking
Same as described at page 3-A-2.
Page 3-D-1

Section D
The Address
Overview
Introduction The address is the particulars indicating where an organization is situated for postal purposes.
In this Section This section contains the following topics:
Topic Section
Standards 3-D-2
Placement 3-D-2
Components 3-D-2
Page 3-D-2

Standards
Rule To conform to the Canada Postal Corporation Standards, all lines of the address will be formatted with a uniform left margin. Upper case letters are preferred throughout the address block that appears on the envelope. You are to use as few non-critical punctuation as possible without affecting the comprehension.
Placement
The address shall be placed at least 40 mm from the top of the envelope, at least 19 mm from the bottom, and at least 15 mm from the left and right edges.
Privacy
Markings		 Envelopes shall bear privacy markings appropriate to the level of privacy required. It is mandatory to have correspondence addressed to a specific staff appointment otherwise it will not be delivered. But if the correspondence must be opened only by a specific named person then, for example, medical or security investigations it should indicate "TO BE OPENED BY ..." to the left of, and in line with, the top line of the address. Care should be exercised in addressing by name because no one other than the named person may open an envelope so marked, whereas an envelope addressed by appointment may be opened by any person acting for the principal.
A DND 709 may also be use and placed on the back of the sealed envelope over the flap.
Special
Markings		 No markings shall be placed below the postal code on an envelope. Special markings such as "REGISTERED" or "URGENT" should appear to the left of, and in line with, the top line of the address.
Components
The sequence of components for mail originating in and addressed to a destination within Canada is as follows:
Non-address
Data		 Non-address data appears at the top of the address block.
Addressee
Information		 Addressee information, delivery address information, municipality, province and postal code shall always be the bottom three or four lines of the address block.
Delivery
Address
Information
and Postal
Code		 Except as otherwise noted, address components and elements on the same line will be separated from each other by one space. The number sign (#) or any other punctuation such as commas shall not be used. The postal code shall be separated from the province by two spaces, as demonstrated below. The two letter symbol for a province or state (address element) shall be used rather than the full name (reference R).
Return
Address		 Return address should be indicated:
    on the back of the envelope when 319 and 320 size envelopes are used; and

    at the top left corner for the other size envelopes.

Format The envelope shall be annotated to the left of, and in line with, the top line of the address.
Table of Contents
Chapter 1
Chapter 2
Chapter 3
Chapter 4

Date modified: 2018-01-22