Chapter 4
Types of Correspondence
Overview
Background Chapter 2 described the layout and the main parts that can be used to prepare all types of correspondence. The Comparative Table at page 4-3 can be referred to as it is an excellent guide.
This chapter covers the approved formats to be used by CF members and DND employees accompanied by additional formatting instructions.
In this Chapter This chapter contains the following topics:
Topic Page
Letter 4-2
Memorandum 4-11
Minute 4-12
Agenda 4-13
Minutes of a Meeting 4-15
Service Paper 4-18
Synopsis 4-20
Page 4-2
Letter
Definition A Letter is the means of corresponding to an addressee external to the originator's establishment.
Addressee Two types of addressees:
    NATO, DND, and CF; and
    Public
are covered in Chapter 1 page 1-4.
Differences The following comparative table will illustrate the differences between the correspondence sent to NATO/DND/CF addressees, and the public addressees.
Comparative Table
CORRESPONDENCE ADDRESSED TO:
Parts of Correspondence NATO/DND/CF
Addressee		 Public Addressee
Heading Security Marking Optional
Letterhead
DND/CF:
Optional		 NATO:
Compulsory
Compulsory
Originator Compulsory
File Number/Suffix
Date
Priority Post Optional
Addressee Compulsory
Subject Compulsory Optional
Body Reference Optional In the text
Salutation Not Used Compulsory
Text
Paragraph Heading Optional Not Used
Paragraph
Numbering		 Compulsory
Close Complimentary Closing Not Used Compulsory
Signature Block Compulsory
Annexes and Appendices Optional Not Used
Enclosure Optional
Distribution List Optional Not Used
Carbon Copy Not Used Optional
Page Number If more than one page: compulsory
Security Marking Optional
Example of a Bilingual Correspondence
5301-2 (DJAG/PER)

21 Feb 96

Dist List

BILINGUAL CORRESPONDENCE

1. __________________________ __________________________.

2. __________________________ __________________________.

3. __________________________ __________________________.



Le JAG
Bgén



B. Champagne
BGen
JAG

Dist List

DGMC
DGCM
 5301-2 (JAGA PER)

21 fév 96

Liste de distr

CORRESPONDANCE BILINGUE

1. __________________________ __________________________.

2. __________________________ __________________________.

3. __________________________ __________________________.












Liste de distr

DGCM
DGRAS
Example of a Letter to the Public

2900-1 (DCA 2-2)

26 May 1996

Registered Mail

Mr. N.V. Church
President
ACME Paper Supply
Ottawa ON K1A 2G6

Dear Mr Church:

As per our telephone conversation on 7 May 1996 ________________________
___________________________________________________________:



I have enclosed the literature ... ______________________________________
__________________________________________________________.



_______________________________________________________________
_______________________________________________________.




1/2

New Page



_______________________________________________________________
_______________________________________________________.


Yours truly,





Signature


R.J. Wolf
Major
Director Corporate Administration 2-2
555-5555
Fax 555-6666

Enclosure: Literature on supply of paper

c.c.

Ms V.I. Terpolee
Director Supply and Services
99 Brandon Street
Ottawa ON K1A 1L1


2/2
Example of a Letter to a NATO, DND, or CF Addressee
 
PROTECTED A

Canadian Forces Base Edmonton
PO Box 10500
Edmonton AB T5J 4J5

1000-1 (BPSO)

15 June 1997

Distribution List

LETTER TO NATO, DND, OR CF ADDRESSEEE (U)

References: A. A-AD-121-C01/FP-000 Staff and Writing Procedures for the Department of National Defence and the Canadian Forces
B. A-AD-121-000/AB-001 The Canadian Style

1.(PA) _______________________________________________________________________
_________________________________.
    a. ______________________________________________________; and

    b._____________________________________________________.
2.(U)_______________________________________________________________________ .

1/2

PROTECTED A
New Page

PROTECTED A


3.(U) ______________________________________________________________________.






S. Bouchard
Base Personnel Selection Officer
333-3333 (if desired)
Fax 333-4444 (if desired)

Annexes:

Annex A This is an annex
Appendix 1 This is an appendix

Enclosures: SCAN seminar material 2 x 1 cu.ft. boxes

Distribution List

Action

Land Forces Western Area Headquarters/GI
Gault Building
10305-152 Ave NW
Edmonton AB T5E 2S2

Information

Director Personnel Policy
BERGER Building
100 Metcalfe St
Ottawa ON K1P 5M1







2/2

PROTECTED A
Example of an Annex


Annex A
1000-1 (BPSO)
15 June 1997

THIS IS AN ANNEX

1.(U) ___________________________________________________________________
___________________________________________________________________________
________________________________________________________________ .


2.(U) ___________________________________________________________________
___________________________________________________________________________
____________________________________________________________________ .
Example of an Appendix

Appendix 1
Annex A
1000-1 (BPSO)
15 June 1997



1.(U) _______________________________________________________:


Table 1-1 Blank Table

2.(U) _________________________________________________________________
_____________________________________________________________ .
Page 4-11
Memorandum
Definition A memorandum is the common form of correspondence within the originator's establishment.
Format The memorandum is prepared like a letter, with the following exceptions:
  • the unit addressee is not shown;
  • short titles are used to identify the addressee(s) and the originator in the signature block;
  • maximum use may be made of abbreviations and acronyms; and
  • the heading "memorandum" may be used at the top of the document if the originator so desires.
Page 4-12
Minute
Definition A minute is addressed comments or a reply made on Form DND 317, Minute Sheet, or made on the free space of the correspondence.
Rule Correspondence shall not be initiated in the form of a minute.
Format A minute may be typewritten or handwritten on the correspondence.
When a minute is written on correspondence, the correspondence is labelled as minute (1) in Arabic numerals in a circle immediately above the appropriate title to whom the minute is addressed and all succeeding minutes are numbered in sequence.
A minute shall be signed. The same signature blocks described at page 3-C-2 must be use.
Example of an Internal Correspondence
(1)
PROTECTED A (unclassified less encl)

2900-1 (MSEO)

7 May 97

CO (through XO)

MEMORANDUM (U)

Refs: A. 1000-1 (XO) 1 Mar 97 (encl)
B. 1000-1 (XO) 9 Mar 97 (encl)

1.(U) ______________________________________________
________________________________________________________.

2.(PA) ____________________________________________
______________________________________________ .

3.(PA) ____________________________________________
____________________________________________.
(2)
C. Gauthier
LCdr
MSEO
211		 XO

Concur, treat with care.

H. Collins
CO
9 May 97

PROTECTED A
Page 4-13
Agenda
Definition An agenda is a list of topics to be discussed at a meeting or conference. Normally an agenda is issued prior to a meeting to provide information to those in attendance.
Format The information in the heading and close of this document is consistent with the pattern for correspondence to military addressees.
For the body two columns have been added:
  • a column (Subject) for a brief description of the item; and
  • a column sponsor at the right of the subject indicates the position responsible to present the topic.
Example of an Agenda
442 (T&R) Sqn
19 Wing
Lazo BC V0R 2K0

1000-1 (UFSO)

4 Jul 97

Dist List

AGENDA FOR A FLIGHT SAFETY MEETING
TO BE HELD IN THE HQ CONF RM AT 0930 HRS 13 JUL 97
TOPIC

1. ________________________________________________________

2. ________________________________________________________

3. ________________________________________________________

SAMEO

UFSO

GSO




D. Lussier
Capt
Secretary
2-1234

Dist List

Action

NDHQ/DFS
AIRCOM/SSOFS
SAMEO
UFSO
GSO
SCWO

Info

List A
Page 4-15

Minutes of a Meeting
 
General Minutes of a conference or meeting are designed to:
  • provide the purpose of the meeting;
  • record discussions and decisions accurately; and
  • record the assigned responsibility for the action required to carry out the decisions.
Format The information in the heading and close of this document is consistent with the pattern for correspondence to military addressees with some exceptions.
Exceptions
List of
participants:		 Members, delegates or representatives are listed between the subject line and the references.
They are listed by rank, name and appointment. Those of equal rank are listed alphabetically. The chairperson is listed first and the secretary last.
Personnel in attendance as non-participants are listed after the secretary.
Action By The use of an "Action By" column indicates the assignment of responsibility by appointment, opposite each discussion item.
Decision A list of decisions is an appropriate tool to use in some cases.
Adjournment The meeting was adjourned at .... hours. The next meeting will be held in (location) at (date and time).
Authority Minutes are signed and approved by the chairperson and signed by the secretary.
IF THEN
approval is required by higher authority the signature block of the approving authority shall follow that of the secretary
 
Example of Minutes of a Meeting
 
CFS Goose Bay

1180-1 (Secy)

13 Jul 97

Dist List



Chair: __________________________________________

Members: ____________________________________________

___________________________________________________

__________________________________________________

_________________________________________________

Secretary: ____________________________________

In Attendance: _____________________________________________

__________________________________________________________

Refs: A. _________________________________________________

B. ____________________________________________



1.____________________________________________________________
_____________________________________________________________ .

2._____________________________________________________________________________
_____________________________________________________________ .

1/2
New Page
Secretary


3. _____________________________________________________________________
________________________________________________________________ .

4. _____________________________________________________________________
______________________________________________________________ .

5. _______________________________________________________________
_______________________________________________________________ .

a. ______________________________________________ ; and

b. ____________________________________________________ .

6. __________________________________________________________
______________________________________________________________ .




Signature Block
Chairperson

Signature Block
Secretary

Signature Block
Approving Authority

Dist List

Action

All members

Info

CO
SCompt



2/2


Chairperson



None Required


None Required






Chairperson
Page 4-18

Service Paper
General The service paper is the most common form of writing for the presentation of matters for staff consideration.
It is used primarily to present an analyses of problems and/or to recommend courses of action.
Composition Service papers are composed as follows:
  • aim;
  • introduction or background;
  • discussion;
  • conclusion; and
  • recommendations.
Group headings in a service paper normally correspond to these sections:
Exception: the exception is the discussion section in which group headings more relevant to the subject matter can be used.
Group
Headings
Aim The document should have one aim, that is an explicit statement of the purpose of the paper.
Introduction or
Background		 It is an introductory treatise on the subject of the paper, and may include:
  • the terms of reference or scope;
  • explanatory or contributory information or circumstances on which the argument in the paper is based (why the paper was written),
  • an outline or brief statement of problems to be solved; and
  • if relevant, the appointments or authorities consulted during the preparation of the paper.
Discussion It is an examination by argument.
Recommendation It contains all essential information extracted from the source files, with reference to relevant documents as necessary. In this section it is appropriate to use headings that clarify the presentation of the argument or discussion.
Conclusion It is the summing-up of an argument. It is appropriate to summarize the preceding discussion before listing conclusions.
Never introduce new material arguments or discussions in the conclusion.
Recommendation It advises a course of action. Recommendations are not always necessary. If the recommendations are long and complicated, this section should contain only a summary of recommendations, and the details should be relegated to annexes.
Page 4-20

Synopsis
Definition The synopsis is a summary, outline or a brief general survey.
Application It is used to consolidate information culled from a number of sources i.e., files, books, speeches.
Purpose It reduces an original to a much shorter version in order to accelerate staff work and relieve superiors of the need to read the entire source information.
Format It contains the essential information from the source, presented in a logical order.
The format should follow that of the original work and should be titled as follows:
  • Synopsis of (reason for the synopsis) and/or (subject of file).
  • Reason for submission: this portion can be structured under the following headings:
  • aim, background, discussion, conclusion and recommendations.
  • Not all headings are appropriate. Other headings can be added, it is left to the originator.
Page 4-20

Example of a Synopsis


5731-1 (DPCA 5-2)

16 Apr 97





_____________________________________________________________________________
___________________________________________________________________________ .



___________________________________________________________________________
______________________________________________________________________________ .



_______________________________________________________________________________
___________________________________________________________________________ .



_______________________________________________________________________________
_____________________________________________________________________________ .



_____________________________________________________________________________
_____________________________________________________________________________ .



Signature Block
Table of Contents
Chapter 1
Chapter 2
Chapter 3
Chapter 4

Date modified: 2018-01-22