Introduction To Service Writing: by LT Col PR Pathiravithana PSC

INTRODUCTION TO SERVICE
WRITING
By
Lt Col PR Pathiravithana psc
LESSON ONE
INTRODUCTION
AIM
THE AIM OF THIS LECTURE IS TO
DESCRIBE THE RULES AND CONVENTIONS
OF SERVICE WRITING
DEFINITIONS
THE TERM "SERVICE WRITING" COVERS
ALL WRITING ORIGINATED OFFICIALLY
WITHIN THE SERVICES. THERE ARE TWO
FORMS OF SERVICE WRITING ,AS
"OPERATIONAL" AND "NON-
OPERATIONAL" WRITING.
OPERATIONAL WRITING
• OP DIRECTIVES
• SVC SP ORDERS AND DIRECTIVES
• CONFIRMATORY NOTES
• ESTIMATES
• ALL FORMS OF OP REPORTS
• SIG MSGS
• TABLES WHICH ARE CLEARER WITH OP WRITING
NON-OPERATIONAL
WRITING
• THE RULES AND CONVENTIONS OF NON-

OPERATIONAL WRITING ARE USED IN
ALL OTHER SERVICE DOCUMENTS.
CHARACTERISTICS
• ACCURACY
• BREVITY
• CLARITY
• RELEVANCE
• LOGIC
THE APPLICATION OF
RULES/CONVENTIONS
• THE WRITER
• THE TYPIST
• THE READER
CONCLUSION
PRESENTATION OF WORK
LESSON TWO
AIM
AIM OF THIS LECTURE IS TO ACQUAINT
STUDENT OFFICERS ON HOW TO PRESENT
THEIR WRITTEN WORK .
PRESENTATION OF WORK
• MARGINS
• USE OF TEMPLATE
• COVER SHEET
• FASTENING
• SIGNATURE
MARGINS
• THERE IS TO BE 20 MM MARGIN ON THE LEFT HAND SIDE
OF THE PAGE. THE POSITION OF THE FIRST LETTER AT THE
INSIDE EDGE OF THE MARGIN IS REFERRED TO LATER AS
THE "LETTER TAB" THE RIGHT MARGIN IS TO BE AS FOL,
A. BRIEFS. IN WRITTEN BRIEFS THE
MARGIN IS DEFINED BY A VERTICAL LINE T LEAST
40MM FROM THE RIGHT OF THE PAGE.
B. MINUTES. RIGHT MARGIN IS TO BE AT LEAST
25MM WIDE.
C. OTHER WORKS MARGIN IS TO BE AT LEAST
TWO SPACES WIDE.
USE OF TEMPLATE
• A TEMPLATE FOR STUDENTS' HAND WRITTEN
WORK TO BE USED. THE THICK VERTICAL LINE
65MM FROM THE RIGHT HAND EDGE OF THE PAGE
IS REFERRED TO LETTER AS THE "RIGHT TAB". THE
NEXT 2 VERTICAL LINES SHOULD BE USED WHEN
DRAWING MARGINS FOR BRIEFS AND MINUTES,
BUT THEY MAY BE INCREASED TO ALLOW
REASONABLE SPACING OF HAND WRITTEN WORK
IF NECESSARY.
cont..
cont.. SERVICE WRITING TEMPLATE
REAL SECURITY CLASSIFICATION
EXERCISE CLASSIFIC
SECURITY ATION
Page number
EXERCISE CLASSIFICATI
SECURITY ON
REAL SECURITY CLASSIFICATION

COVER SHEET
• STUDENTS ARE TO COMPLETE A COVER SHEET FOR ALL
RED INK CORRECTIONS.
COVER SHEET RED INK CORRECTION
GENERAL.
1. Title……………………………………..
2. Syndicate or sub syn no:……………..
3. DS……………………………………….
4. Student. …………………………………
5. Assumptions made:……………………
DS COMMENTS
CI COMMENTS
COMDT COMMENTS
FASTENING
• PAGES ARE TO BE FASTENED FIRMLY, EITHER
WITH A PIN OR WITH A STRING TAG, IN THE TOP
LEFT CORNER.
SIGNATURE
• STUDENT ARE TO SIGN WORK WITH THERE OWN
NAME OVER THERE OWN SIGNATURE BLOCK.
CONCLUSION
THE RULES AND CONVENTIONS
OF
SERVICE WRITING
LESSON THREE
SERVICE WRITING
THERE IS ONE QUALITY ABOVE ALL WHICH SEEMS TO
ME ESSENTIAL FOR A GOOD COMMANDER, THE ABILITY
TO EXPRESS HIMSELF CLEARLY, CONFIDENTLY AND
CONCISELY, IN SPEECH AND ON PAPER, TO HAVE THE
POWER TO TRANSLATE HIS INTENTIONS INTO ORDERS
AND INSTRUCTIONS WHICH ARE NOT MERELY
INTELLIGIBLE BUT UNMISTAKABLE, AND YET BRIEF
ENOUGH TO WASTE NO TIME.
FIELD MARSHALL EARL WAVELL

WHY DO YOU WANT TO KNOW PROPER SERVICE
WRITING?
• BECAUSE YOU ARE AN OFFICER
• YOU SHOULD KNOW HOW TO PUT THINGS FROM

PEN TO PAPER
• THERE HAS TO BE A UNIFORMITY IN MILITARY

DOCUMENTS
• YOUR SENIORS SHOULD BE ABLE TO

UNDERSTAND YOUR PROCEEDINGS EASILY
• IT WILL EASE OFF YOUR WORK LOAD IN DAY TO

DAY ACTIVITIES
AIM
AIM OF THIS LECTURE IS TO DESCRIBE THE RULES AND
CONVENTIONS OF SERVICE WRITING AND THEIR
APPLICATION IN VARIOUS SERVICE CORRESPONDENCE.
MOST SERVICE DOCUMENTS ARE LAID OUT IN A
SIMILAR MANNER. THEY CONSIST OF 3 PARTS: THE
SUPERSCRIPTION, THE TEXT AND THE SUBSCRIPTION
SUPERSCRIPTION
TEXT
SUBSCRIPTION
IN SIMPLE WORDS, IT IS
JUST LIKE THIS
SUPERSCRIPTION (HEAD)
TEXT (BODY)
SUBSCRIPTION (LOWER
PART)
THINGS IN
SUPERSCRIPTION
• SECURITY CLASSIFICATION
• DESCRIPTORS
• PRECEDENCE
• COPY NUMBERS
• TOTAL PAGES
• ADDRESS OF SENDER
• IDENTIFYING REFERENCE
• ADDRESSEES
• DATE
SECURITY CLASSIFICATION
• THE PROTECTIVE MARKING COMPRISE 4 LEVELS
WHICH SHOW THE VALUE OF A PARTICULAR ASSET.
THIS VALUE IS DETERMINED BY THE DEGREE OF
DAMAGE THAT COULD OCCUR IF AN ASSET WAS
COMPROMISED. THERE ARE 4 PROTECTIVE MARKINGS.
THEY ARE ………….
• TOP SECRET. INFORMATION AND MATERIAL THE
UNAUTHORIZED DISCLOSURE OF WHICH WOULD CAUSE
EXCEPTIONALLY GRAVE DAMAGE TO THE NATION IS TO
BE GRADED TOP SECRET.
• SECRET. INFORMATION AND MATERIAL THE
UNAUTHORIZED DISCLOSURE OF WHICH WOULD CAUSE
SERIOUS INJURY TO THE INTERESTS OF THE NATION
IS TO BE GRADED SECRET.
• CONFIDENTIAL. INFORMATION AND MATERIAL
THE UNAUTHORIZED DISCLOSURE OF WHICH WOULD BE
DAMAGING TO THE INTERESTS OF THE NATION IS TO
BE GRADED CONFIDENTIAL.
• RESTRICTED. INFORMATION OR MATERIAL THE
UNAUTHORIZED DISCLOSURE OF WHICH WOULD BE
UNDESIRABLE IN THE INTERESTS OF THE NATION IS
TO BE GRADED RESTRICTED.
• SECURITY CLASSIFICATION MAY NOT BE
ABBREVIATED
• SECURITY CLASSIFICATION IS PLACED CENTRALLY
AT THE TOP AND BOTTOM OF EACH PAGE IN CAPITAL
LETTERS
DESCRIPTORS(PRIVACY
MARKING)
• IN ORDER TO REINFORCE THE “ NEED TO
KNOW ” PRINCIPLE, WHERE NECESSARY A SYSTEM
OF DESCRIPTORS HAS BEEN INTRODUCED. THESE
DESCRIPTORS ARE AVAILABLE IF REQUIRED TO
SHOW THE NATURE OF THE SENSITIVE MATERIAL.
EG, HONOURS, MEDICAL, ETC.
• DESCRIPTORS WILL NORMALLY BE USED WITH

A PROTECTIVE MARKING AND SHOULD FOLLOW THE
PROTECTIVE MARKING ON THE SAME LINE.
PRECEDENCE
• LETTERS AND PAPERS REQUIRING QUICK
HANDLING MAY BE GIVEN A PRECEDENCE MARKING.
THERE ARE TWO DEGREES.
 IMMEDIATE. PAPERS MARKED

IMMEDIATE TAKE PRECEDENCE OVER ALL
OTHERS IN PREPARATION, DISPATCHING, AND
HANDLING. NORMALLY AUTHORIZED BY A
SENIOR STAFF OFFICERS.
 PRIORITY. PAPERS MARKED PRIORITY

ARE GIVEN FIRST PRECEDENCE AFTER
IMMEDIATE. DISPATCH BY NORMAL POST.
COPY NUMBERS
HOW TO MARK COPY NUMBERS
TOTAL PAGES
• IN ALL COPY NUMBERED DOCUMENTS

INCLUDING THOSE OF SINGLE PAGE, THE TOTAL
NUMBER OF PAGES OF THE ENTIRE DOCUMENT
(INCLUDING ACCOMPANYING ANNEXES AND
APPENDICES, IRRESPECTIVE OF INDIVIDUAL
CLASSIFICATION.
• THE TOTAL IS SHOWN IMMEDIATELY BELOW

THE COPY NUMBER.
ADDRESS OF SENDER
• THE ADDRESS OF SENDER IS SHOWN SO THAT
THE ADDRESSEE CAN REPLY TO OR COMMUNICATE WITH
THE AUTHOR.
• THE ADDRESS STARTS ONE CLEAR LINE BELOW

THE LAST ELEMENT ABOVE IT.
• THE POST TOWN IN ANY ADDRESS IS SHOWN IN

CAPITALS.
• THE COUNTRY MAY ALSO BE SHOWN, EITHER ON

THE SAME LINE AS THE POST TOWN, OR ON A SEPARATE
LINE.
COLOMBO – SRI LANKA
• THE TELEPHONE NUMBER, SHOWN ONE CLEAR

LINE BELOW THE LAST OF THE ADDRESS.
IDENTIFYING REFERENCE
ADDRESSEES
• THE ADDRESSES IS THE PERSON TO WHOM THE

DOCUMENT IS DIRECTED.
• IF THERE IS MORE THAN ONE ADDRESSEES,IT IS

NORMAL AND PREFERABLE TO USE THE CONVENTION
‘SEE DISTR (IBUTION)’.
• THE ADDRESSEE OR ‘SEE DISTR’ IS SHOWN ONE

CLEAR LINE BELOW THE TELEPHONE NUMBER, STARTING
AT THE LEFT TAB.
DATE
• THE DATE IS USUALLY SHOWN OPPOSITE THE

LAST LINE OF THE ADDRESSEE’S ADDRESS WITH
THE FIRST LETTER OF THE MONTH AT THE RIGHT
TAB.
• THE DAY OF THE MONTH IS INSERTED

SUBSEQUENTLY (NORMALLY IN MANUSCRIPT) JUST
INSIDE THE RIGHT TAB, WHEN THE LETTER IS
SIGNED.
• THE EXCEPTION IS IF THE DOCUMENT IS ONE

PRODUCED ON A WORD PROCESSOR WHICH
AUTOMATICALLY INSERTS THE DATE, AND THE
DOCUMENT IS GOING TO BE SIGNED ON THE SAME
DAY.
THE TEXT
THE TEXT CONSISTS OF FOLLOWING
• SALUTATION
• SUBJECT HEADING
• REFERENCES
• MAIN, GROUP AND PARAGRAPH HEADINGS
• TABLES
SALUTATION
SUBJECT HEADING
• WRITTEN IN CAPITAL LETTERS
• NOT NUMBERED
• UNDERLINED
• PLACED ON A LINE OR LINES BY THEMSELVES
• WRITTEN AVOIDING PUNCTUATION IF POSSIBLE.
• NOT FOLLOWED BY A FULL STOP

REFERENCE TO OTHER PAPERS
OR MESSAGES
Reference: References: A.
OR
A. ……………. ………………... B.
…………………
Reference:
A. HQ 4 Div Letter 4 Div/g/Trg (23) Dated 10 Mar 03.
References:
A. Our G/Trg/23(41) dated 9 Mar 03 (NOTAL). B. HQ
Armd Bde G/Ops/1 dated 10 Mar 03 (enclosed). C. Tele
Conversation Saman/Silva dated 03 Mar 03.
REFERENCE TO SIGNAL MESSAGES
Reference:
A. Armd Bde Signal G/Trg/2 Dated 230900 Mar 03.
REFERENCE TO MAPS
A. MAP ABMP Sri Lanka – BATTICALOA, Sheet 45,

Edition 1, 1:50,000.
Note: Series, country, sheet number, edition, scale.
B. MAP ABMP Sri Lanka – CHILAW, Sheet 46, Edition 1,

1:50,000.
• MAIN HEADINGS
• GROUP HEADINGS
• PARAGRAPH HEADINGS
• FURTHER SUBDIVISION
• PARAGRAPH NUMBERS
 PARAGRAPHS ARE NUMBERED IN ARABIC

NUMERALS. THE TEXT OR PARAGRAPH
HEADING STARTS AT THE NEXT INDENTION.
 SINGLE PARAGRAPHS.
 SINGLE SUBPARAGRAPHS.
 SUBDIVISIONS.
 LISTS.
IF YOU ARE TO SELECT A
NEW JOB !
WHAT YOU EVER WANTED AT
A FUTURE EMPLOYER…!!!
SUBSCRIPTION
• SIGNATURE BLOCK
S R PERERA J N SILVA Lt Col

Col Col GS CO 1 GR
AUTHORITY TO SIGN
• EXAMPLES AT BDE HQS ARE:
R PERERA Capt N SILVA Capt

for Comd for BM
R RATNAYAKE Maj S FERNANDO

for Comd Maj BM
S L GODAGE Brig P S FONSEKA

Comd Brig Comd
SUPPLEMENTARY DOCUMENTS AND
ENCLOSURES
 ANNEXES:
• ANNEXES MUST BE:
 REFERRED TO IN THE TEXT OF THE DOCUMENT.
 LETTERED CONSECUTIVELY, IN THE ORDER THEY

ARE REFERRED TO, STARTING WITH A.
 LISTED CONSECUTIVELY, IN THE SUBSCRIPTION IN
THE MANNER ILLUSTRATED. EACH IS FOLLOWED BY
FULL STOP.
 IDENTIFIED IN THE SUBSCRIPTION USING THE
EXACT WORDING OF THEIR SUBJECT HEADING.
 ATTACHED SO THAT THEY CAN BE READ WITHOUT
TURNING THE DOCUMENT.
 ATTACHED SO THAT THEY OPEN CLEAR OF THE

PARENT DOCUMENT IF THE TEXT AND THE ANNEX
NEED TO BE REFERRED TO TOGETHER.
• REFERENCE BLOCK
ANNEX A TO HQ
3 DIV/G/MISC/23 (40)
DATED JAN 03
 APPENDICES
 ENCLOSURES
DISTRIBUTION
Unclassified Document Copy Numbered Document
Distr: Distr: Copy No:
Internal: External:
Action: Action:
4 SLSC HQ 2 Inf Div 1-2

2 ESR Internal:
Info: Info:
4 SLASC 1 Fd SLE 3
Gp Comd Int and Sy IO 4-5
File 6
PAGE NUMBERS
• DOCUMENTS WITHOUT A COPY NUMBER
 SINGLE PAGE DOCUMENTS
 OTHER DOCUMENTS
 ADDITIONAL PAPERS
• COPY NUMBERED DOCUMENTS
 PAGE NUMBER
 PAGES IN EACH SECTION
In a document of 9 pages: ‘1 of 9’ then ‘2,
3…….9 (not 2 of 9)’
In a single page document: ‘1 of 1’
CONCLUSION

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INTRODUCTION TO SERVICE

Lt Col PR Pathiravithana psc

• THE RULES AND CONVENTIONS OF NON-

REAL SECURITY CLASSIFICATION

FIELD MARSHALL EARL WAVELL

• BECAUSE YOU ARE AN OFFICER

• YOU SHOULD KNOW HOW TO PUT THINGS FROM

• THERE HAS TO BE A UNIFORMITY IN MILITARY

• YOUR SENIORS SHOULD BE ABLE TO

• IT WILL EASE OFF YOUR WORK LOAD IN DAY TO

• DESCRIPTORS WILL NORMALLY BE USED WITH

 IMMEDIATE. PAPERS MARKED

 PRIORITY. PAPERS MARKED PRIORITY

• IN ALL COPY NUMBERED DOCUMENTS

• THE TOTAL IS SHOWN IMMEDIATELY BELOW

• THE ADDRESS STARTS ONE CLEAR LINE BELOW

• THE POST TOWN IN ANY ADDRESS IS SHOWN IN

• THE COUNTRY MAY ALSO BE SHOWN, EITHER ON

COLOMBO – SRI LANKA

• THE TELEPHONE NUMBER, SHOWN ONE CLEAR

• THE ADDRESSES IS THE PERSON TO WHOM THE

• IF THERE IS MORE THAN ONE ADDRESSEES,IT IS

• THE ADDRESSEE OR ‘SEE DISTR’ IS SHOWN ONE

• THE DATE IS USUALLY SHOWN OPPOSITE THE

• THE DAY OF THE MONTH IS INSERTED

• THE EXCEPTION IS IF THE DOCUMENT IS ONE

• MAIN, GROUP AND PARAGRAPH HEADINGS

• WRITTEN IN CAPITAL LETTERS

• PLACED ON A LINE OR LINES BY THEMSELVES

• WRITTEN AVOIDING PUNCTUATION IF POSSIBLE.

• NOT FOLLOWED BY A FULL STOP

A. MAP ABMP Sri Lanka – BATTICALOA, Sheet 45,

B. MAP ABMP Sri Lanka – CHILAW, Sheet 46, Edition 1,

 PARAGRAPHS ARE NUMBERED IN ARABIC

S R PERERA J N SILVA Lt Col

• EXAMPLES AT BDE HQS ARE:

R PERERA Capt N SILVA Capt

R RATNAYAKE Maj S FERNANDO

S L GODAGE Brig P S FONSEKA

 LETTERED CONSECUTIVELY, IN THE ORDER THEY

 ATTACHED SO THAT THEY OPEN CLEAR OF THE

Distr: Distr: Copy No:

4 SLSC HQ 2 Inf Div 1-2

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