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NIGERIAN ARMY SCHOOL OF FINANCE AND

ADMINISTRATION
ARAKAN BARRACKS
APAPA - LAGOS

LECTURE NOTES

ON

SERVICE WRITING

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TABLE OF CONTENTS
CHAPTER TITLE PAGE

1. Introduction to Service Writing 3

2. Service Correspondence 11

3. Military Terms and Definition 22

4. Military Abbreviations 31

5. Signal Message Writing 38

6. Board of Inquiry 46

7. Orders, Instructions and Directives 51

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CHAPTER ONE
INTRODUCTION TO SERVICE WRITING

1. The term ‘Service Writing’ is used to denote standardized rules for the
preparation and layout of paper work within the three services. These rules cannot
in practice cover all eventualities, when this happens, the writer will adopt any
suitable convention to suit the particular circumstance. Service writing facilitates
clear presentation of facts, speed and ease of understanding. It helps each person
concerned in paper work namely:-

a. The Writer. Knowing the rules, the writer conforms to standard

layout and other conventions and does not waste time devising his own.

b. The Typist. The typist does not have to adapt drafts to make it
suitable for typing.

c. The Reader. The reader receives a document which conforms to a

particular pattern and is easy to read.

2. Note that the conventions apply to manuscript and typewritten work and not
necessarily to all printed documents. This is so because the printer has a wider
variety of type styles and sizes and can vary the spacing of words as he wishes.

CONCEPT OF SERVICE WRITING

1. Service Writing was broken into two in the Nigerian Army. This distinction
does not applied to Nigerian Navy and Nigerian Air Force except in the context of
Joint Operations or Exercise. e.g OP SEA DOG. The distinctions were:-

a. Operational Writing. Operational Writing is used by the NA for the

following:-

(1) Operational Directives, Operational Orders and Instructions.

(2) Administrative Orders and Instructions.

(3) Confirmatory Notes.

(4) Appreciations.

(5) All forms of Operational reports.

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(6) Signal Messages.

(7) Memoranda.

(8) Annexes and Appendices which, as a result of the details

contained in them, would be clearer to the reader if Operational
writing technique were used.

(9) Instructions for Exercises.

b. Non-Operational Writing. Non Operational writing covers all other

forms of service writing.

2. Basic Differences. The basic differences between Operational and Non-

Operational writing are:-

a. In Operational writing, maximum use will be made of official

abbreviations except for the mandatory paragraph headings in Operational
and Administrative Orders. Also, the text may be written in ‘note form’.
However, reported speeches should be written as spoken.

b. In Non-Operational writing, the normal rules of English Language

usage are to be followed and the use of abbreviations, restricted to the
following:-

(1) Specified Formations, Corps, Regiments and Units e.g. 3 Mech

Div, NAFC etc.

(2) Dates e.g. 20 Aug 91.

(3) Ranks and appointment e.g. CO/Comdt.

(4) Commonly accepted abbreviations e.g. UN, UK, U.S.A. HQ,

GOC etc.

(5) Postal mail bags and telephone numbers e.g.

(a) Postal Mail Bag - PMB.

(b) Extension - EXT
(c) Number - NO

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CHARACTERISTICS OF SERVICE WRITING

1. Service Writing should obey the rules of good English but, above all,
demands:-

a. Accuracy. The facts and wording must be accurate. Opinions and

deductions must be distinguishable from facts.

b. Brevity. The reader must be informed in the shortest way consistent

with accuracy and clarity. Brevity is achieved by planning and careful
editing.

c. Clarity. Service Writing must be intelligible, reasoned and

unambiguous.

d. Relevance. Any irrelevant word, phrase or idea must be excluded.

The test is ‘if this is omitted, will the argument be affected?’

e. Logic. Deductions must be fully justified and contained in sentences

and paragraphs which flow in a logical sequence related directly to the
argument.

2. Style. Style is the presentation of facts and arguments in a logical sequence

in order to convey the value of an idea or justify a course of action and to tell the
tale plainly. This may preclude the use of forceful, flowing prose in favour of a
straight forward arrangement using short words, short sentences and paragraphs.
There is no excuse, however, for service writing to be dull and lifeless, and the
style should always be sufficiently attractive to sustain reader’s attention. Style
depends in the following conditions:-

a. Choice of Expression. The following helps expression:-

(1) Avoid abstract nouns where verbs or adjectives can be used. e.g
“The present restrictions must continue”. Rather than “The cessation
of the period of restrictions cannot be made”.

(2) Use active rather than passive construction of verb, e.g. “You
saw him”, rather than “He was seen by you”.

(3) Use English words rather than foreign words when the same
idea could be expressed in English.

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(4) Use familiar, simple words rather than obscure ones.

(5) Avoid archaic (no more commonly in use) and flowery

expressions.

(6) Avoid tortuous (twisted) wordings.

(7) Beware of cliches (catchword), which have lost original forces

through over-use and irritates the reader.

(8) Avoid slangs as a general rules.

(9) Avoid jargons and officialese which is unnatural.

b. Choice of Words. The writer must know all wording which he uses
to avoid ambiguity, vagueness and mis-understanding. Short words were
better preferred, and most importantly; right words must be used in the right
context.

c. Construction. A forceful argument could be developed by logical

sequences of paragraphs and sentences. Paragraph may be sub-divided for
clarity but the unity in these paragraphs be preserved. Crisp sentences are
better, but not to be so brief that the whole paper loses its continuity.

d. Punctuation. This is intended to aid clarity, not to alter the meanings.

Commas are to be used sparingly, it can not hide poor constructions of a
sentence.

3. CONCLUSION

Service Writing cannot be turned into attractive prose just by avoiding errors
in the use of language. All the rules in this chapter will help the writer in preparing
his paperwork. No shortcuts to writing straight forward English, the habit is
acquired by studying good prose and by constant practices.

PARTS OF A DOCUMENT

1. Apart from Signal messages and Demi-Offical letters, Service documents

usually consist of 3 parts. The contents of each part may vary with the document
but in all cases the superscription comprises everything above the text and
subscription is everything below the text. For example:-

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a. Superscription. The superscription includes originator’s address,

telephone number, and date on which the document is signed.

b. Text. The text includes the main body of the document which may be
broken into headings.

c. Subscription. The subscription includes signature block, distribution,

page number and security classification.

HEADINGS

2. When a document is lengthy or the subject complex, the text is divided by

headings. These assist the writer’s logical development of the them and direct the
reader’s attention to what follows. Headings should stand on their own and not
form part of any sentence that follows.

a. The Subject Heading. Most documents start with a short statement

of the subject called the subject heading. In a simple document, the subject
heading starts at the left-hand margin, in underlined capitals, and is not
followed by a full stop. In documents involving the use of main headings the
subject heading is treated as a main heading.

b. Main Heading. The main heading is placed centrally over the typed
area, in underlined capitals and not followed by a full stop. In a 2 line
heading, if one is necessarily shorter than the other, the second line is to be
shorter and placed centrally under the first.

c. Group Heading. A group heading is used to introduce all subsequent

paragraphs before the next main or group heading. It occupies a line by
itself beginning at the left hand margin; it is not numbered and is not
followed by a full stop. Group headings are in capitals and underlined.

d. Paragraph Headings. A paragraph heading covers only its own

paragraph and any integral sub-paragraphs. Initial capitals are used for
important words, the heading is underlined and followed by a full stop. Not
every paragraph need have a heading, but once such a heading is used
succeeding paragraphs down to the next main or group heading must have
headings. A paragraph heading may be on a line by itself followed
immediately by sub-paragraphs.
e. Sub-Paragraph Heading. Sub-paragraph headings and those of any
further sub-divisions follow rules similar to those for paragraph headings.

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NUMBERING OF PARAGRAPHS

3. Paragraphs are numbered in Arabic numerals, but a single paragraph is not

numbered. A paragraph can never have a single sub-paragraph. In letters to the
public the writer should be guided by a good taste in deciding whether to number
paragraph; paragraphs in letters of condolence, for example, would never be
numbered.

SUPPLEMENTARY DOCUMENTS AND ENCLOSURES

4. Annexes. Supplementary documents that amplify the parent documents are

called annexes. They are used when the inclusion of all the details in the body of
the parent document would make it cumbersome. They should however;

a. Be referred to in the text of the parent document.

b. Be lettered alphabetically in capitals in the order in which they appear
in the text, single annex being lettered Annex A.
c. Have their own subject headings.
d. Be listed at the close of the parent document, the wording used to
identify them being the same as their subject headings.
e. Show the identifying Reference of the main document, so that annexed
documents can be identified if for any reason they become detached. The
form of wording used, which is normally on 3 lines is:

ANNEX A TO
7DIV/153/G
DATED 4 JAN 91

f. If classified SECRET or above be copy numbered, for example, Copy

No 1 of 20.

Annexes should normally be attached to the document to which the relate but may
be issued separately if circumstances dictate. Distribution of annexes dealing with
specialized matters which do not concern all recipients of the main document may
be restricted to those who require the special information.
5. Appendices. Supplementary documents that amplify an annex are called
appendices. They should:-
a. Be referred to in the text of the parent annex.
b. Be numbered consecutively in Arabic numerals in the order in which
they appear in the text; a single appendix being numbered Appendix 1.
c. Have their own subject headings.

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d. Be listed numerically at the close of the parent annex (but not the main
parent document); the wording used to identify them being the same as their
subject headings.
e. Show the identifying Reference of the main document; the form of
wording used, which is normally on 4 lines, being:

APPENDIX 1 TO
ANNEX A TO
7DIV/153/G
DATED 4 JAN 91

f. If classified SECRET or above be copy numbered accordingly.

6. Enclosure. Complete document which are sent with covering letters

(docus) are called enclosures. Enclosures are listed numerically at the end of the
parent document and called “Enclosure(s)”. If with copy has a copy number, it
will be shown with its headings/titles in the list of enclosures. Enclosures are
listed after annexes at the close of the covering documents e.g. Maps, AFB 2048,
Calendars, and Dictionary etc.

DISTRIBUTION

7. If a service letter has only one addressee, the addressee is normally shown
immediately beneath the identifying Reference Number at the top of the first page.
If there are many addressee, then “See Distribution” will be there in that position
which directs the readers to the “Distribution” below after the signature block on
the left hand side. The whole addressees will be listed under the Distribution in
this order – Action Addressees and Information Addressees.

8. If there are several addressees, it should be in this order:-

a. External Action Addressees.

b. External Information Addressees.

c. Internal Action Addressees.

d. Internal Information Addressees.

9. If more than one document is sent to any addressee, the number of copies
sent; is to be written in brackets, against the said addressee.

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10. External addressees are listed in order of seniority. They are shown in order
of numerical title or alphabetical, if appropriate. In NN, correspondences are
addressed to holder of appts; not to HQ or Unit as done in the NA.

11. For Internal addressees they are listed in order of established practice of the
originating Service or HQ (that is by following thee Distribution List).

12. If necessary that a particular individual see the correspondence; then the
expression “For the attention of………….” Is inserted in brackets beneath the
addressee and the envelope marked so likewise.

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CHAPTER TWO
SERVICE CORRESPONDENCE
Correspondence is the general terms used for all communication by members of the
services during the course of their duty. In common with all Service Writing,
Service correspondence conforms with standard layout. The layout used depends
upon the purpose of the correspondence. We have seven (7) types of
Correspondence, namely as follows:-

a. Commanded Letters.
b. Directed Letters.
c. Routine Letters.
d. Formal Letters.
e. Demi-Official (DO) Letters.
f. Memorandum.
g. Loose Minutes.

1. COMMANDED LETTERS

These are formal letter issued by Ministry of Defence in the name of the
Defence Council or any other Service Council. This Commanded letter has no
format, (and use of abbreviations is not allowed). The letters are usually signed by
the Assistant Secretary of the Council or above depending on the subject matter
(that is; signed by a civilian).

2. DIRECTED LETTERS

These are used by Ministry of Defence as correspondence at a level between

Commanded and Routine letter. Director of Dept or Departmental Head could
direct one of his Staff Officers to sign this letter on his behalf. (Abbreviations are
not allowed to be used except the common ones).
Note: The signatory of a directed letters may be of higher rank than the
addressee’s, but it must still start with Salutation “Sir”. And the complementary
end “Your obedient servant”. See Annex A to this chapter.

3. ROUTINE LETTERS

These are normal form of correspondence between and within the services.
It could originate from Div, Bde, Bn or Regt to any service formations or

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individual members of the service on a certain subject. See Annex B to this

chapter.

a. Letters to Civilians. When writing the civilian public, there should

be Salutation; e.g. “Dear Sir or Madam” and conventional ending of “Yours
truly or faithfully”. There is no Military abbreviation, it should be in the
civilian usage of English. See Annex C to this chapter.

b. Signatory. Letters to Superior authority are to be signed by or “for”

the authority of the person to whom the letter is originating from, e.g.

Military type ! Civilian type

!
OO JAMES ! OO JAMES
Maj ! MAJOR
for GOC ! for General Officer Commanding

4. FORMAL LETTERS

The use of formal letters are confined to ceremonial or certain exceptional

situation, it is written to Superior or equal authority, not below, and to be signed
duly by the originator. Formal letters could be written when:-

a. Writing an application, formal request or explanation.

b. When making a submission of an exceptional nature or forwarding a
non-routine report to higher authority.
c. In arranging ceremonial matters with outside authority.
d. Acknowledging a Directive.
e. Expression of personal opinion to higher Headquarters on matters of
importance by a commander. See Annex D to this chapter.

5. DEMI-OFFICIAL LETTERS

This could be written to both military/civilian friends, it has less official

formats. You will write your name on the top left of the paper, and end it with
“Yours”, and signed it off with your first name or nickname which the addressee
knows, if the person you are writing, don’t know you very well; you sign your full
name and Surname. No signature block. You may use Subject heading, depending
on your personal wish. No abbreviation. See Annex E to this chapter, Annex F.

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6. MEMORANDUM

These are used internally within the HQ for minor matters. Printed memos
may be used but they are different in printed styles. It can not be sent to outside
Units, since it has no address, abbreviations are allowed. In short, it is an internal
correspondence. Annex G to this chapter.

7. LOOSE MINUTES

These are used internally to convey a message to Dept/Branches, G to HQ or

Vise – Visa, within the HQ of a Fmn, when it is inappropriate to pass file. They
are used within the services. Like the Memorandum it can not be sent out to other
units, since it has no address. Signature block will appear with the Ext Number,
abbreviations is allowed. The date on which the loose minutes is sent is written at
the bottom left of the paper. See Annex H to this chapter.

SIGNATURE

1. In service writing, other than Demi-official letters, the identity of the

Signatory is to be shown in the Signature block, together with the title of the
authority of whom he is signing for. The Signature block therefore contains:-

a. The Initials and Name of the Signatory in block Capitals.

b. The Signatory’s rank and service where necessary.
c. The originating authority, whether the signatory’s appt or that of the
superior for whom he is signing, and the word “for” to be typed in the
signature block.
The normal rules are as follows:-

a. A Routine Letter going upwards in the chain of command to be

signed by or ‘for’ the Comd. The one going sideways (e.g. one side to the
other) or downwards chain, is normally signed by or ‘for’ the senior staff
officer at the head of the Branch. Letters of recommendations, opinions and
special request to be signed by the originator personally.

b. Formal Letters are signed by the originator and addressed to seniors

or equals.

c. The ending of a Demi-Official (DO) letters is a matter of personal

choice, but “Yours sincerely” and “Yours” are commonly used. Signing a

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DO letter with your first name or nickname but where the addressee don’t
know you very well or to be your senior, add your Surname.

d. Those signing “Commanded Letters” usually civil servant do so on

their right, and can omit their appt on the signature block. For serving
officers they sign “Directed Letters” on behalf of their branch, showing
their rank, appointment and auth for whom they are signing.

2. The signatory should personally signed all docus going to ‘Action’

addressee(s) or ‘Information’ addressee(s) who are senior to the auth he is signing
for. Other copies could be rubberstamped to show its authenticity. If numerous
copies are to be produced, it is usually accepted for the signatory to sign the stencil
or master copy.

3. When a Comd or senior officer has drafted or approved an urgent policy or

an important docus and unable to sign due to unavoidable absence, another officer
can sign for him on his behalf and “for” to be written alongside the signature block
with an explanation, e.g. ‘Absent on duty’, also in manuscript.

INSERTING THE DATE

4. The signatory of a docus is to insert the day of the month in manuscript at

the time of signing.

DRAFTING AND TYPING

5. Manuscript drafts should be double spaced with a similar layout to the

required format, except that all proper nouns should be in Capitals to assists the
typist. The heading “DRAFT” is to be written at the top of the first page below the
Sy grading or Privacy Marking. Proper Nouns not to be typed in caps, unless in
special circumstances. All drafts must be typed double-lined spacing.

DEFINITION OF SECURITY GRADINGS

6. There are four (4) Sy grades defined below, with examples of materials to
which they may be assigned. These examples were for guidance only, they are not
comprehensive.

a. TOP SECRET. This is information which unauth disclosure would

cause exceptionally grave damage to the Nation. Examples below:-
(1) Higher defence policy and strategy of an Inter-svc nature.

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(2) Policy, Plans and order for major operations projected for the
progress of defence of a vital strategic area.
(3) Highly specialized techniques or tactics to be used in future
operation, and the identity and composition of the units intended to
participate.
(4) Air Staff tgts and ops requirement for advance air craft wpns
systems.
(5) Critical info about major scientific and technical development of
defence interest. Etc.

b. SECRET. This is info which unauth disclosure would cause serious

injury to the interest of the Nation, e.g.
(1) Plans or details of schemes for the defence of an area, other than
vital strategic area, including the plans and particulars of associated
ops, either projected or in progress.
(2) Deployment of air and other forces, fore knowledge of which
will prejudice their success.
(3) Information (apart from TOP SECRET) which reveals the
development and proposed employment of technical eqpts and
systems, particularly during the experimental stage of projects.
(4) Comprehensive info about rates of effort and wastage of the
front line.
(5) Particular of Cryptographic devices and eqpts except being
assigned to a lower grading.

c. CONFIDENTIAL. This is info which unauth disclosure would be

prejudicial to the interest of the Nation, e.g.
(1) Certain routine reports and correspondence. E.g. those on ops
Ex and trg, that does not contain info of great value to a foreign
country.
(2) Information about design and development of new air craft and
eqpt not of major ops sign.
(3) Technical info and made concerning maintenance and
inspection of certain eqpts, wpns or air craft, for trg.
(4) Particulars of aircraft wastage in flying.
(5) Statistics disclosing the cumulative flight safety.

d. RESTRICTED. This is info which unauth disclosure would be

undesirable in the interest of the Nation, e.g.
(1) Instrs manual and orders intended for official use, but does not
merit higher grading.

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(2) Details of layout, disposition and identity of buildings at

operational airfields and establishments, except where it was located at
a place which requires higher grade.
(3) Technical and non-technical remedial action resulting from
flying accidents.
(4) Routine orders, Memos, and other docus that need no higher
grading, which contains defence info and must not be disclosed to the
public without official authority.

AUTHORITY TO ORIGINATE CLASSIFIED MATERIALS

7. Authority is designated to personnel and civilians to originate classified

materials, within the scope of their duty, as follows:-

a. Top Secret. Wg Comdr, Lt Col and above, civilian of equal status,

CO’s of Independent Units, duty Operations and duty Signal officer.

b. Secret and Confidential. All commissioned offrs and civilians of

equal status.

c. Restricted. All commissioned offrs and civilian of equal status, WOs

and SNCOs.

8. PRIVACY MARKINGS

Are documents which does not contain matters that involves national
interests and does not merit Sy protection may, nevertheless, require a degree of
protection or special handling. Docus which affects a personal affairs of a staff
may fall within this category, “IN CONFIDENCE” as privacy marking, or to be
prefix as “STAFF IN CONFIDENCE” or “MEDICAL IN CONFIDENCE”.
Privacy marking are shown at the Top, Bottom, Front and Back of every page and
stamped in red ink. If an “IN CONFIDENCE” has Sy grading, the privacy
marking will appear below the Sy Classification at the Top, and above the Sy
Classification at the bottom of each page.

9. Letters or docus intended exclusively for a particular person or addressee

will be inserted in the inner of two (2) sealed envelopes. The inner envelope to be
clearly marked “To be opened by…………….” Followed by the addressee’s Name
and Appt (if a Svc Subj). In prolonged absence of Privacy Marking is different
from the former one, the essential difference is the marking of “For the attention
of……………”. It may be open and filed by clerks.

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PAGE NUMBERING

10. a. All pages of RESTRICTED docus; other than one page docus are to be
numbered at the bottom centre, immediately above the Sy and privacy
markings. Pages must be numbered consecutively from the first page to the
last page of the whole documents.

b. In other words, one page docus of RESTRICTED has no page no or

total nos. Two or more pages has only the page no, e.g. 1, 2,3,4,5, etc.

c. With Chapter. Docus to indicate chapter.

(1) Chapter number first before the page number as follows: - e.g. 1
– 2 (Page 2 of Chapter 1), or 3 – 4 (Page 4 of Chapter 3), or 5 – 2
(Page 2 of Chapter 5) etc.
(2) You start to read as follows, Page………of Chapter………..

d. With Annex. When numbering the pages of Annex observes as

follows:-
(1) The Annex alphabetical letter will follow the chapter number
before page number e.g. 3A – 4 (page 4 of Annex A to chapter 3).
(2) Annex page number should be self explainable, e.g. 1C – 3
(page 3 of Annex C to chapter 1).

e. With Appendices. When numbering the Appendix to an Annex

observe the followings:-
(1) Appendix fig follow the Annex letter e.g. 3A1 – 4 (page 4 of
Appendix 1 to Annex A to chapter 3).
(2) Appendix to Annex must be clear both in words and letters, e.g.
4B2 – 5 (page 5 of Appendix 2 to Annex B to chapter 4).

11. CONFIDENTIAL AND ABOVE MATTERS

(1) One page number must carry the page number and the total number of
pages, e.g. 1 of 1 SECRET.
(2) Two or more pages must be totalled at the first page as thus: 1 of 2, or
1 of 3.
(3) After the first page, the second and the rest will carry only the page
number e.g. 2, 3,4,5,6, etc as applicable.

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With Annexes. The Annex letter with dash and page number of the total
number of the pages of the Docus are to appear on the first page of the
docus, e.g. A – 1 of 2 (page 1 of 2 of Annex A), A – 1 of 10 (page 1 of 10 of
Annex A). Subsequent pages are number A – 2, A – 3, A – 4, A – 5,
A – 6, etc.

With Appendices. The appendix number with the Annex letter with dash
and page number of the total number of the pages of the docus on the first
page, e.g. A1 – 1 of 2 (page 1 of 2 of Appendix 1 to Annex A), B1 – 1 of 10
(page 1 of 10 of Appendix 1 to Annex B). Subsequent pages from two will
be numbered A1 – 2, A1 – 3, A1 – 4, etc.

COPY NUMBERING

12. All TOP SECRET and SECRET must be copied numbered above on the
right top of the first page of the Document, e.g. “Copy No…….of…….”, and on
each Annex, Appendix or any trace forming part of the docus. All Operational and
Admin/Logistic Orders, whatever their Sy Class are to be given Copy numbered in
the same way. When it is only one copy you will be require to show “Copy No 1
of 2”, second copy for filing.

13. If a docus is copy numbered, accompany covering letter or minute is also to

be copy numbered. The allocation of Copy no, is shown in the Distribution List.
When regular and wide distributions are to be made, each addressee should receive
the same copy number every time. When the copies number are authorized, they
are to be marked ‘REPRODUCTION Copy No……..of……..’.

14. Note that any last copy of Class “SECRET or TOP SECRET” Documents
will be the file copy. No spare copy should be made. For example, if the docus is
going to ten addressees, then eleven copies are to be produced; then the eleventh is
the file copy as “Copy No 11 of 11”.

LETTERS TO OUTSIDE AGENCIES

1. Letters to Civilians. It is polite to follow normal civilian usage of English
and to avoid Military phraseology and abbreviations when writing to them.

2. Letters to Foreign Addressees. If there is an expert interpreter; it is polite

to use the addressee’s own language. It may sometimes be dangerous if the subject
is complicated, discretion should be used.

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LETTERS WITHIN THE SERVICES

3. Uses of the Third Person. Apart from directed, formal, DO and Routine
letters signed personally by the Comd the third person is used. This rule has
liberally interpreted an insistence on the third person sometimes results in stilted
and lifeless prose; “We think that……….” Is more suitable and forceful than “It is
consider that”.

4. Tone. Always achieve correct tone when drafting a letter, word which
exaggerates situation weakens the argument. Always write concisely and
completely possible good simple English.

5. Contents. Letters of two or more separate subject should not be together on

the same docus. If this is done the recipient will probably have to make extra
copies for each relevant file.

6. Style. The drafter of a DO letter for the signature of Comd or senior staff
officer should study or imitates the style of his superior when drafting a letter for
him.

7. Timing. Any letter calling for reply should state the date and time when the
reply is needed. Such phrases as “As soon as possible” or “at your convenience”
should be avoided, because the readers will interpret it in a different ways. When
given time; always give a very reasonable timing, taking into account of Postal
delays and channelling through HQ and research for the reply. If the time is short
and Sy allows, the reply may be through the phone, then the letter will follow. Be
polite to give explanation or detailed reply on the call for the short notice.

8. Capitals. Capital letters are used for all letters of the followings:-

a. Subject Headings.
b. Main and Group Headings.
c. Code Words and Nicknames e.g. MONKEY TAIL, SUNRAY etc.
d. Proper Nouns in Operational writing and all Manuscript writing e.g.
OP LIB etc.
e. Precedence Marking (Signal Msg – FLASH, IMMEDIATE,
ROUTINE etc).
f. The word “DRAFT” at the top of a draft.
g. Security Classification and Privacy Markings.
h. Certain abbreviations, as shown in this précis.
i. Names of individual ships, but not the type, or class of ships, eqpt or
aircraft, e.g. NNS AMBE, NNS ARADU, etc.

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j. The Reference block of Annexes and Appendices.

k. The post town in an addressee.
l. The name of the Signatory in the signature block of a letter.
m. The first three (3) letters of the month in the DTG of a Signal Msgs.
n. All Signal messages texts.

9. In additional to the opening word of a sentence, Capital letters are to be used

for the first letter of:-

a. A proper Noun, or Adjective derived there from, e.g. Nigerian etc.

b. The important words in paragraph and sub-paragraph headings and the
Annex/Appendix titled when listed as specified; in Parent docus
c. The first word of listed items, e.g. Biros, Books, Registers, etc.
d. The principal words in ranks and Appt when referring to a specific
individual or appt, but not when using the term collectively, e.g. Capt, Lt,
Adjt, etc.
e. Words associated with the particular e.g. “Page 1”, “Annex A”, etc.
f. The word “Service(s)” where it is used as a Noun or Adjective; refer
to the Nigerian Armed Forces, e.g. NA, NN, NAF.

10. PUNCTUATION

Normal punctuation is used in the text of service writing lists and sub-
paragraph are introduced by colon, and each sub-paragraph ends with a full stop.
No full stop in or after abbreviations except at the end of a sentence, or are they to
be used between a person’s initials. No commas between the letters of decorations.

11. SPELLING

The auth for spelling is the concise Oxford Dictionary. The first spelling to
be use on alternatives, where it is given.

ABBREVIATIONS

12. Composite Nouns. Only abbreviations the composite Nouns which there is
an auth to abbreviates e.g. mob (mobilization), demob (demobilization).

13. Plurals. Some abbreviations indicates singular and Plural forms and needs
no “s”. But where it is necessary it must be at the end e.g. (Air Officers
Commanding) as AOCs not AOsC this is wrong, while the former is right. Note

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that there should not be any apostrophe between the word abbreviated and the ‘s’.
If it is a Heading then they should all be in capital letters.

14. Ampersand. An ampersand (&) short ‘and’ may be used in stead of ‘and’ in
a title e.g. O&M, R&R, Messers &Mrs Jones, etc but not in abbreviations of unit
titles.

15. Use with Allied Forces and Non-Service Authority. Special care is to be
taken when using abbreviations in any docus; that is going to be read by Allied
Forces and Non-Service authorities, because they might not understand them.

16. Dates and Times. A date should be written in this order: day, month, year.
It is abbreviated by using the first three (3) letters of the month followed by the last
two (2) figures of the year, e.g.
In full:- 1 July 1996.
Abbreviated:- 1 Jul 96.

17. A night is described by both dates over which it extends, e.g. “night 29/30
Sep or “night 30 Sep/1 Oct”.

18. Time is expressed in four (4) figures by reference to the 24 hrs clock, the
first pair of the fig indicates the hr, and the second pair indicates the minutes past
the hour. In Operational writing the four (4) fig are followed by a time Zone
Suffix.

19. The term “midnight” is not used when referring to that precise time. You
will use one minute before or after e.g. “2359 hrs 15 June” or 0001 hrs 16 June”,
one minute past the midnight.

20. While “am” of “pm” would not be use in service writing except while
writing to civilians or invitations to social events.

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CHAPTER THREE

MILITARY TERMS AND DEFINITIONS

GENERAL

1. In all professions and spheres of employment, some words with special

meanings and some terms made up to describe specific and specialized activities
procedures or methods, become generally used in conversation and
correspondence. Sometimes you hear such words and terms referred to as
“jargon”. The army is no exception and uses many such words and terms.

2. Some expressions have developed through popular usage and are not official.
These are used only in conversation such as “adem” for “admin”, “medics” for
“NAMC” and ack and quack for “A & QMG”. Other official words and terms,
because of their pronounceable nature lend themselves readily for use in
conversation e.g. “pol” for Petrol, Oil and Lubricants (POL), org for organization,
‘gas’ for gasoline, info for information and so on.

3. This instructions, however, concerned itself only with the official words and
terms used in correspondence. Generally speaking, a list of definitions of the terms
used in regulations, manuals and pamphlets will be found at the front of the
particular publication concerned, but it is necessary to avoid constant reference to
the various lists, for a clerk to know them and become familiar with their
meanings. This can only be done by hard study.

4. Definition. Military terms are words with special meanings used to describe
mil activities, procedures or method in conversation and correspondence.

5. Military terms can be divided into three groups as follows:

a. General Terms.

b. Non-operational Terms.

c. Operational Terms.

6. GENERAL TERMS

a. Detachment A detachment is part of a unit which is so

separated from the unit to which it belongs that
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the CO of that unit cannot effectively exercise

his disciplinary powers over it.

b. Sub-unit A component part of a unit, e.g. a coy,

squadron, battery, tp, platoon, etc.

c. Unit A military force organized under one offr for

the purpose of local admin and comd.
Normally equipped to a fixed scale. Borne on a
separate establishment and not a component of
a larger unit. Examples are; Bn, Hospital, etc.
Never higher than Bn or equivalent.

d. Formation A formation is a number of units grouped

together under one offr for the purpose of local
administration and command. The smallest
permanent formation is a brigade.

e. Headquarters An HQ is a separate unit, or part of a unit on the

establishment of which is held the commander,
his staff and assistants of all ranks, escorts,
animal, vehicles, etc.

f. Depot An institution in which personnel, animals or

materials are held.

g. Soldier Any Warrant Offr, Non Commissioned Offr,

man or enlisted boy subject to mil law.

h. Subaltern A subaltern is any Lieutenant of 2nd Lieutenant.

i. Field Officer A field offr is any offr, except a general offr,

above the rank of a Capt (Maj – Col).

j. General Officer A Gen offr is an offr of the rank of Brig-Gen

and above.

k. Second-in-Comd The 2ic is the CO’s chief assistant in the

training of the unit and he is usually the senior
Maj in the unit. It should be noted that the 2ic
of a unit should not be the President Regimental

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Institute OIC offrs and Sgts Messes in a unit as

was the case a few years.

l. Offr-in-Charge OIC is the title used to denote an offr who is in

charge of a department or establishment but
carries no power of command.

m. Officer Commanding An OC is an offr appointed to command a small

unit or sub-unit such as an independent field
sqn NAE or a coy of an infantry battalion.

n. Commanding Offr A CO is an offr appointed to comd a unit which

includes a number of sub-units each with its
own OC, e.g. Inf Bn.

o. Command An appt in war or peace involving complete

responsibility for training and leadership of
troops, their efficiency and maintenance. It also
denotes a formation, unit or area under the auth
of a comd.

p. Commander A commander is an offr appointed to take

charge of a fmn. The lowest rank of a comd in
NA is Brig-General.

q. Staff is the name given to selected offrs who have

attended the Staff College and have been graded
as Staff Officers. They are posted to fmn HQ
to assist the commander in his work of admin
and command.

r. Services Are the specialized Corps of the army who are

responsible for the maintenance of the army as
a whole, e.g. NAE, NACST NAOC, NAEME,
etc.

s. Establishment An establishment is the approved number of

men, vehicles and animals which constitute a
unit, depot or formation.

t. Military Law Mil Law is an entirely distinct legal code which

governs all members of the army and regulates

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their conduct at all times and in all places, in

peace and in war.

u. Summary of Evidence The reduction to writing of all the evidence in a

case, recorded in the presence of the accused.
The evidence is taken on Oath.

v. Abstract of Evidence The reduction to writing of all the evidence in a

case, recorded when the accused if NOT
present. The evidence is not taken on Oath.

w. Paymaster The offr responsible for maintenance of the

accounts of offrs and sldrs’ pay and allowances.

x. Cashier The offr responsible for the issue of imprest

funds to duly auth sub-accountants; he is
located at the pay office serving the area in
which the unit is stationed (established).

y. Administration Admin is that function of comd which deals

with the Administration and Quartermaster
(AQ) aspect of the forces, divided into:

(1) Gen Admin - con by Force HQ.

(2) Local Admin - con by the local

comd.

z. Movement Control MC is the org for controlling all movement both

of pers and freight, which require centralized
control and coordination.

aa. Density The spacing of vehicles in convoy on a route. It

is expressed in vehicles per mile abbreviated to
‘VPM’.

bb. Document A document is any form of recorded

information in a file, branch memo, order, instr,
ltr minute, msg, or memo. The minutes of a
meeting, record of a visit of an agreement,
review, summary, report, book, handbook, note,
catalogue or proceedings of any sort. Plan,

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map, photograp, negative sketch, diagram, chart

or graph.

cc. Accountable Document A classified document bearing a code reference

and copy number, for which holders are
required to account at specific interval.

dd. Classified Document A document containing info which must be

safe-guarded in the interest of the nation
security and which bears a security
classification.

ee. Down-grading The alteration of a classification from a higher

to a lower category.

ff. Declassification The removal of a security classification from a

document in order to make it unclassified.

gg. Regrading Cover both above terms.

hh. Vetting Security clearance to protect army from

subversive activity.

ii. Nigerian Home Place The place to which a soldier would naturally
wish to return when spending his leave in
Nigeria. This will be the address recorded in
AFB 200 (Record of Svc).

jj. Date of Birth The date given on first attestation and as such
recorded on an individual’s document.

kk. Family The first wife of a serving sldr and the children
(up to max of 3) under 18 years of age of that
wife and sldr and living with them.

7. NON-OPERATIONAL TERMS

a. Imprest Account Public money held by a unit to meet certain

charges against the public ie, pay and allces.

b. President Regimental The President Regimental Institute is usually a

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Institute senior Major in a unit and his duties includes

handling income from canteen rebate and
paying bills for svcs and goods contracted on
behalf of the troops in the unit. He is virtually
the offr in charge of canteen funds. He keeps
account for the fund. The President Regimental
Institute Account is a regt account and must be
audited quarterly.

c. System of Comd The Comd apportions responsibility amongst

his staff, and ensures by inspection and
supervision that the work is being carried out
efficiently. The duties of running every unit of
fmn fall under two main headings:

In war - fighting and admin.

In peace - training and admin.

d. System of Comd in The 2ic of a bn is the CO’s chief assistant in the

a unit trg of the unit. He is no longer responsible as
he was formerly, for admin work, such as
control of regimental institutes, the Sgts Mess,
etc. The 2ic exercise comd within the unit over
all other offrs serving therein except the CO
himself. To assist in the admin of the unit is
the adjutant, who acts as his staff offr; and his
quartermaster who deals with questions of
supply, ordinance and barracks svcs etc.

e. Accountable Stores These are items of stores, such as tables, chairs,

carpets, bedding, cookery and utensils which
are provided to equip army buildings and
quarters. The stores are provided initially by
NAOC for the NACST (OIC Bks) to make
detailed issues to units and quarters. Issues are
made in accordance with printed bks schedules.
Each type of building normally has a separate
schedule and bears a distinguishing number. In
Nigeria, the responsibilities of Oic bks have
been taken over jointly by public works dept

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and accommodation stores section. Soft

furnishings are not issued to married quarters.

f. Consumable Stores Items of stores which are “used” eg nails,

screws, material for repairs. Issues are
consolidated monthly on a Certificate of Issue
Voucher (CIV).

g. Controlled Stores A range of stores of special value either because

of their cost or due to their scarcity. These
stores are carefully accounted for and separately
reported to HQ NA through the usual channels
at regular intervals.

h. Unit Public Clothing All types of protective clothing, eg Despatch

Rider clothing, airborne, smocks, denim overall,
etc.

i. Issue & Receipt A combined voucher used by the consignors to

Voucher strike items off ledger charge and by the
consignee to receive into his charge (AFB
1033).

j. Debit/Credit Voucher A composite voucher which may be used to

claim a debt owing to the public or to give
credit to a person or unit (AFO 1680).

k. Certificate Issue A voucher used to support an entry in an

Voucher (CIV) account in respect of an issue which is not a
physical issue on for items “used up”.
Deficiencies are sometimes taken to account by
a CIV.

l. Certificate Receipt A voucher used to support an entry in an

Voucher (CRV) account in respect of a “receipt” which is not a
physical receipt, or in respect of a physical
receipt for which a voucher has not been
received. Surpluses are sometimes taken to
account by CRV.

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8. OPERATIONAL TERMS

a. Maintenance In war maintenance is concerned with supply of

field forces with all that they need in men,
materials, animals, and supplies. It is thee
responsibility of the staff and the svcs. Maint is
effected through a system of bases and maint
areas.

b. Administrative Areas Every admin unit or group of units must be

capable of looking after itself in every way
including defending itself. They are formed
into an administrative areas for this purpose.
The main type of admin area is that formed for
the admin group of a Division.

c. Theatre Reserves Reserves of all kinds of stores, materials and

sups held in a theatre of war.

d. Lines of Communication The Line of Communication (L of C) are all

routes, land and air, which connects the
operating mil force with its support arms and
along which materials and ration move.

e. Communication Zone The comm. Zone is the whole geographical area

between army rear boundary and the boundary
of the theatre.

f. Bases Normally consist of a main base and an advance

base. The main base is away from the theatre of
operations whilst the advance base is within the
theatre of ops. Bases held the bulk of the
theatre reserves. The advance base is normally
under GHQ. A forward base is estb when the
distance between fwd troops and the advance
base is extended.

g. Maintenance Areas There are three types of fwd maint areas:

Army Maint Area (AMA) – under Army HQ.

Corps Maint Area (CMA) – under Corps HQ.

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Div Maint Area (DMA) – under Div HQ.

The depots in these area issue bulk supplies to

local units.

h. M Day The day on which general mobilization takes

place.

i. D Day The day of an operation or event selected for

the opening day on which the phasing of a plan
is based.

j. H Hour H Hour is the hour of D Day on which

operations commence.

k. ‘A’ Echelon Transport ‘A’ Echelon transport is that transport needed

during operations for the immediate fighting
efficiency of a unit. It includes such tpt as
tanks, carriers, etc as well as ‘soft’ tpt. It
remains under the control of the unit.

l. ‘B’ Echelon Transport ‘B’ Echelon transport is the remainder of unit

tpt not required by the unit. This tpt is usually
brigaded under the control of the bde comd.
This tpt is usually located in the Div admin
area.

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CHAPTER FOUR

MILITARY ABBREVIATION

1. Abbreviations are approved letter used instead of full words in Military

correspondence and signal message writing. This is intended to achieve speed. It
is essential that all clerks should have a good knowledge of Military abbreviations.

AIM

2. The aim of this abbreviations is to serve space and more importantly, time.
It serves the time not only of the originator but the typist who has to type the
document, thus speeding up the process of transmission.

USAGE

3. Abbreviations can be use throughout a correspondence where necessary or

not to be used at all. They are an integral part of signal message writing.
4. The temptation on using an authorize abbreviations on every occasion should
be restricted, especially when it involves joint Service correspondence and when
writing to a Civilian establishment.

5. Never guess an abbreviation.

EXPRESSION ABBREVIATION

1. Defence Def
2. Fire Service FS
3. Secretary Sec
4. Administrative Officer AO
5. Adjutant Adjt
6. Infantry Inf
7. Paragraph Para
8. Transport Officer TO
9. Military Secretary MS
10. Military Assistant MA
11. Commandant Comdt
12. Commander Comd
13. Craftsman Cfn
14. Sapper Spr

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15. Trooper Tpr

16. Air Defence Wing ADW
17. Administrative Wing Admin Wing
18. Chief of Army Staff COAS
19. Chief of Defence Staff CDS
20. Motor Transport Officer MTO
21. Quarter Master QM
22. Provost Marshal PM
23. Internal Security IS
24. Work Study WS
25. Public Relation PR
26. Policy Pol
27. Armoured Armd
28. Artillery Arty
29. Education Edn
30. Engineer Engr
31. Intelligence Int
32. Security Sy
33. Transport Tpt
34. Training Trg
35. Armament Armt
36. Classification Cl
37. Dropping Zone DZ
38. Available Aval
39. Enemy en
40. Above Sea Level ASL
41. Accommodation Accn
42. Acknowledge Ack
43. Additional Addl
44. Advance Adv
45. Anti Tank ATK
46. Attach Att
47. Assembly Assy
48. Authority auth
49. Barracks Bks
50. Battalion Bn
51. Brigade Bde
52. Casualty cas
53. Chemical Warfare CW
54. Civilian Civ
55. Detachment Det
56. Depot Dep

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57. Department Dept

58. Ministry of Defence MOD
59. Armed Forces Institute of Nigeria AFIN
60. Armed Forces Command and Staff College AFCSC
61. Nigerian Defence Academy NDA
62. Central Ammunition Depot CAD
63. Base Petroleum Reserve Depot BPRD
64. Nigerian Army Nursing Service NANS
65. Nigerian Army Legal Service NALS
66. Central Medical Stores CMS
67. Base Vehicle Depot BVD
68. Army Public Relation Directorate APRD
69. Army Children School ACS
70. Army Account Inspectorate AAI
71. Warrant Officer WO
72. Master Warrant Officer MWO
73. Army Warrant Officer AWO
74. Lieutenant Colonel Lt Col
75. Sergeant Major SM
76. Bombardier Bdr
77. Lance Bombardier Lbdr
78. Bandsman Bdsm
79. Cadet cdt
80. Second Lieutenant 2Lt
81. Brigadier General Brig-Gen
82. Major General Maj-Gen
83. Lieutenant General Lt Gen
84. Driver Dvr
85. Drummer Dmr
86. Guardsman Gdsm
87. Gunner Gnr
88. Musician Musn
89. Pioneer Pnr
90. Private Pte
91. Rifleman Rfn
92. Signalman Sigm
93. Chief of Administration COA
94. Chief of Operations COP
95. Chief of Logistics COLOG
96. Artificer Art
97. Brigade Ordnance Warrant Officer BOWO
98. Chief Imam of Forces CIF

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99. Chief Instructor CI

100. Department of Army Operations DAOPS
101. Directorate of Army Training DTRG
102. Directorate of Chaplaincy Service (Roman Catholic) DCS (RC)
103. Directorate of Chaplaincy Service (Protestant) DCS (P)
104. Intelligence Officer IO
105. Liaison Officer LO
106. Mechanical Transport Officer MTO
107. Director of Personnel Service (Army) DPS (A)
108. Director of Movement Army ‘D’ Mov (A)
109. Director of Staff Duties DASD
110. Director of Procurement DAP
111. Defence Attachee, Defence Adviser DA
112. Personal Assistant PA
113. Finance Officer FO
114. Commanding Officer CO
115. Officer Commanding OC
116. Second In Command 2ic
117. Chaplain Chap
118. Operations Ops
119. Provost Pro
120. Airborne AB
121. Airborne Early Warning AEW
122. Aircraft ac
123. Air Observation Post AOP
124. Ammunition Point AP
125. Anti Aircraft AA
126. Amphibious Amph
127. Assault assult
128. Assistant asst
129. Attention attn
130. Aviation avn
131. Boundary bdry
132. Biological Warfare BW
133. Beyond Repair BR
134. Clerk clk
135. Command Post Exercise CPX
136. Communication Comm
137. Company coy
138. Composite Comp
139. Confidential confd
140. Confirm(ed) cfn

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141. Control con

142. Cross Road Xrd
143. Date, Time, Group DTG
144. Demi Official DO
145. Effective eff
146. Element elm
147. Extention ext
148. Field fd
149. Formation fmn
150. Forming Up Place FUP
151. Forward(ed) fwd
152. Frequency Freq
153. General Gen
154. Heavy hy
155. Helicopter hel
156. Hospital hosp
157. Hour hr
158. Hygiene hgy
159. Independent Indep
160. Interrogation Intg
161. Intermediate Intmed
162. Joint Jt
163. Joint Operational Centre JOC
164. Key Point KP
165. Kilogramme(s) kg
166. Knot(s) K
167. Labour Lab
168. Leader ldr
169. Letter ltr
170. Logistic(s) Log
171. Machine Gun MG
172. Maintain(ed) Maintenance Maint
173. Main Supply Route MSR
174. Necessary nec
175. Night ni
176. Notice to move NTM
177. Number no
178. Objective obj
179. Observation Post OP
180. Obstacle(s) Obs
181. Oral Order OO
182. Order of Battle ORBATT

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183. Patrol Ptl

184. Personal Pers
185. Ration Point rat P
186. Reconnaissance Reconnoite Recce
187. Platoon Pl
188. Reference ref
189. Regulate, Regulation reg
190. Request req
191. Road rd
192. Supply sup
193. Survey svy
194. Surveillance surv
195. Tactical tac
196. Tank tk
197. Target tg
198. Telephone tel
199. Traffic tfc
200. UNCLASSIFIED UNCLASS
201. Utility ut
202. Variable Time VT
203. Very High Frequency VHF
204. Vulnerable Point VP
205. Vehicle per Kilometre V/km
206. Warning Wng
207. Warning Order Wng O
208. Weapon wpn
209. Withdrawal wdr
210. Workshop wksp
211. Beyond Economic Repair BER
212. Communication Centre COMCEN
213. Civil Defence CD
214. Counter Insurgency COIN
215. Counter Intelligence CI
216. Counter Measure CM
217. Gallon gal
218. Estimate est
219. Estimated Time of Arrival ETA
220. Estimated Time of Completion ETC
221. Estimated Time of Departure ETD
222. Estimated Time of Return ETR
223. Garrison gar
224. General Duty GD

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225. Medical Med

226. Maximum Max
227. Mounted Mtd
228. Missile Msl
229. General Purpose Machine Gun GPMG

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CHAPTER FIVE

SIGNAL MESSAGE WRITING

INTRODUCTION

1. Service efficiency cannot be achieved without accurate and efficient

communication. One method of communication is signal message and message
writing is an important aspect of a Staff Officer’s duties. The rules for writing
messages are designed to ensure that they are handled quickly to arrive at the
correct destination without loss of security. The communication system provides a
service, and strict compliance by users with laid down procedures is vital if
congestion and delay are to be avoided.

USE OF SIGNAL MESSAGES

2. It is impracticable to define precisely the type of communication for which

signal messages may be used. A message should not be sent if a letter or telephone
call would be adequate. Some purpose for which messages are commonly used are
as follows:
a. Issuing of warning orders for movement or operation.

b. Acknowledging Operational Orders/Instructions or other important

letters.

c. Notification of casualties (NOTICAS).

d. Conveying any information when speed is essential.

MESSAGE FORMS

3. A message form in use is NA/Sig/1. However, there is a newly designed

form to cater for common use by all the services. It is laid out in blocks or boxes to
avoid the omission of any necessary information by the originator.

USE OF CAPITAL LETTERS

4. Capital letters are used for every letter in and outside the text. This rule
applies equally to hand written or typed-written messages.

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TEMINOLOGY

5. a. Originator. The originator is a commander of HQ of a formation or

unit on whose authority the message is sent.
b. Drafter. The drafter is the person who composes the message for
release by the originator. He is to complete the boxes showing his name,
Branch and Telephone extension.
c. The releasing officer. He is responsible for:
(i) Auth the transmission of the message for and in the name of the
originator.
(ii) Confirming that the message is necessary.
(iii) Ensuring that the text is correctly drafted.

(iv) Approving the security classification and any message

instructions.

(v) Confirming the precedence for action information addressees.

(vi) Inserting the date-time-group.

(vii) Ensuring that “reference to message” box has been completed
where applicable.
(viii) Signing and thus authorising the message.

(ix) Sending the message to the COMMUNICATION CENTRE for

transmission.

ITEMS OUTSIDE THE TEXT

6. The absolute accuracy of content, layout and spelling of items outside the
text of a message is essential for the quick and correct transmission and subsequent
distribution of the message.

PRECEDENCE
7. There are 4 degrees of precedence given to messages:

a. FLASH - (Code Z).

b. IMMEDIATE - (Code O).

c. PRIORITY - (Code P).

d. ROUTINE - (Code R).
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The precedence determines the relative order in which messages are to be handled.
It also indicates to:

a. The Originator. The urgency of the message and the speed of

delivery to be required by him.

b. Communication Staff. The relative order of handling and delivery to

be used.
c. Recipient. The relative order in which the recipient should note the
message.

Note: The precedence of the message is determined by the subject matter and the
time factor involved. The precedence is not intended to indicate how
quickly the addressee should react or what precedence should be assigned to
the reply. If such instructions are necessary they are included in the body of
the text.
8. a. Selection of precedence. The recognised precedence together with
examples of subjects appropriate to each and the ranks and appointments of
officers who may authorise them. To prevent abuse, authorisation of
precedence higher than ROUTINE is limited to specific ranks and
appointments.
b. However, in operational Emergency any releasing officer may
authorises any precedence. But he will be held responsible that his action is
justified by the circumstance.
c. If so the releasing officer will add the words “Notwithstanding
existing instructions”.

d. Also a duty officer may issue any precedence within the authority of
the officer he is representing.
9. Communication Staff Responsibilities. He is responsible for checking the
use of precedences and advising releasing officers accordingly. Persistent or
flagrant misuse of precedences are normally reported to the senior operations staff
officer.

10. Precedence Action. The precedence placed in the precedence Action box
refers to action addressee only. Similarly the precedence place in the precedence
Info box refers to precedence info only and must be lower than that of the action
addressee usually ROUTINE.

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11. Fixed Precedence. As a general rule fixed precedence should not be allotted
to signal messages. The main exception is messages notifying casualties
(NOTICAS), concerning very seriously ill, dead, or missing service men, which are
to be allotted IMMEDIATE precedence.

12. Delivery. Messages bearing precedence higher than Routine must be

delivered at once to the addressee irrespective of time, while Routine messages
received at Signal Centres outside working hours may be despatched the following
day.

DATE TIME GROUP

13. This consists of 3 pairs of digits representing the date, the hour and the past
the hour, followed by a Time Zone Suffix letter. The first 3 letters of the month
and the last numerals of the year. This is inserted by the releasing officer when
signing the message.

TIME-ZONE
14. Local time may be used on messages within or affecting only one time Zone.
GMT (Z) is used for messages:
a. Which pass from one time zone to another.
b. When the text relates to other time zones.

c. Which includes any addressee in another country.

MESSAGE INSTRUCTION
15. The message instructions’ box enables releasing officers to give any special
instructions to the communications staff. Internationally agreed message
instructions included:

a. Book. A book message is one that is sent to 2 or more addressee,

none of whom needs to know of the others. The word “BOOK” is inserted
in the message instruction box on the message form. Distributed copies are
marked “Book Message”. The aim is to avoid transmitting the whole list of
addressee to each addressee thus saving transmission time.
b. Noduf. The NODUF procedure is used in peace-time training
exercises for the transmission of “real” as opposed to exercise message.
NODUF indicates that the transmission and contents of the message are not
part of the exercise. The word NODUF is entered in the message

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instructions box and also at the beginning of the text. The appropriate
security classification is still required.

SPECIAL HANDLING INSTRUCTIONS

16. The message instruction Box is also used for special handling instructions
which require the communications staff and the addressees to handle the message
in a certain manner. Special handling instructions must be repeated at the
beginning of the body of the text. Which, includes the following types:

a. Exclusive. When a message is to be seen by specified appointment or

individuals ‘EXCLUSIVE’ is to be written in thee box and used to start the
text followed by for…….. from…… eg EXCLUSIVE for GOC 7 Div
From… COAS. The use of for….. from after Exclusive is mandatory. Such
messages must be classified RESTRICTED or higher, they are coded and
handled in the same way as TOP SECRET messages. Only a specially
cleared communication staff handle the plain language versions. The use of
this system may be auth by Lt Cols or above and officers in command of
Independent Units.

HANDLING OF EXCLUSIVE MESSAGES

17. Sufficient copies for all addressees are enclosed in a new sealed enveloped
which is marked on both sides as follows:

a. Exclusive message for despatch.

b. Security classification of the enclosed message.

c. The precedence allotted to the enclosed message.

d. 2 skeleton copies of the message are made identical with those
enclosed in the sealed envelope but excluding all the text after the word
exclusive FOR…… FROM…….
e. The skeleton copies of the message are enclosed with the sealed
envelope and despatched to the signal centre in the normal way.

f. One of the skeleton copies is returned by the signal centre as a receipt

for the message, the other is kept in the signal centre for record purposes.

g. In certain circumstances and only at the discretion of the staff

‘Exclusive’ message may be passed direct to the cipher office by the
Originator and/or direct to the addressees cipher office.

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DELTEX (Delicate Text)

18. If the contents of a message is particularly delicate and requires special
safeguards in handling and distribution, the privacy marking DELTEXT is written
in the message instruction box and used to start the text. Deltext message must be
classified RESTRICTED or higher. The authorization and handling procedure for
Deltext messages are similar to those for Exclusive messages.

PERSONAL FOR MESSAGES

19. These are messages to be seen by a particular individual or appointment.
The message will start with the words “Personal for” followed by name of appt
concerned. These may be followed by the word from……. showing the name or
appt of the originator. Messages thus marked are classified accordingly.

SECURITY CLASSIFICATION
20. a. The category of grades assigned to defend info or material to indicate
the degree of danger to National Security that would result its unauthorised
disclosure.

b. The standard protection required to guard against unauth disclosure.

c. The security classification appropriate to the contents of the message
is written in full in the security classification box on the form. Classified
messages are handled in the same way as other classified documents. The
classification and the officers who may auth their use are:

(1) TOP SECRET - Lt Col and above including civil

service equivalent.
(2) SECRET - Any Commissioned Officer or
civil service equivalent.

(3) CONFIDENTIAL - Any Commissioned Officer or

civil service equivalent.

(4) RESTRICTED - Any Commissioned Officer,

WO or civil service equivalent.
21. The security classification box is to be completed in accordance with the
following rules:

a. The classification is to be written in full using BLOCK CAPITALS.

b. The classification will appear on each page of a multi page msg.
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c. During active Operations a message of any classification (except TOP

SECRET) may be transmitted in clear over any circuit provided the
following factors are apply:

(1) The delay involved in coding and decoding of the message

cannot be accepted.

(2) It is considered the enemy will have no time to take effective

action on the message if they intercept it.

(3) The information revealed regarding our plans and depositions is

of wholly local character.

(4) No reference is made to any previous coded message.

REFERENCE TO CLASSIFIED MESSAGE

22. a. A reply or reference to a message or document graded unclassified,
restricted or higher may be given a lower security grading than that of the
original message or document if the text permits, but it must be classified at
least Restricted.

b. Message referring to documents, letters or papers graded not higher

than Restricted may be sent UNCLASSIFIED provided they make only brief
reference to the document, such as quoting only the reference number and
date.

PRIVACY MARKING
23. The privacy markings eg STAFF IN CONFIDENCE, MEDICAL IN
CONFIDENCE, CONTRACT IN CONFIDENCE etc, showing that the message
requires careful handling as distinct from protection for security reasons. The
terms are not security classifications and so, they are not written in the security
classification box but at the beginning of the text. If the content of a message
bearing a privacy markings, also requires a security safe guard the appropriate
classification must be given as well.

TEXT
24. Methods. Two methods are used to compose the text of signal message in
the Nigerian Armed Forces. These are continuous text and indented text.
a. Continuous Text. The body of the message is written continuously
without indentation of paragraphs. This is the method applicable in the NA
and NAF. It is preferred for Joint Service Writing.

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b. Indented Text. Each paragraph of the body of a signal message,

written in indented text starts on a new line. They are numbered with Arabic
numerals in sequence and are followed by a full stop. This is the practice in
the NN and allied forces which the Nigerian Armed Forces may serve with
during multi-national military engagements.

25. General Rules

a. The text must be unambiguous and concise with no unnecessary
words.

b. Commonly used conjunctions, prepositions and articles such as ‘and’,

‘for’, ‘in’, ‘on’, and ‘the’ are not used unless essential to the meaning.

c. Formal phrases such as ‘please inform me’ should be omitted, and

expressions such as ‘it is requested that’ shortened to ‘request’ or ‘grateful’.
26. Format. The message text should normally be prepared in modified letter
format as follows:

a. Titles, headings and references are included only if essential.

b. Single-line spacing is used throughout.

c. Paragraphs start on a new line and are numbered with numerals and
full stop, as in a letter. In the NA, the text of signal messages runs
continuously with paragraphing.

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CHAPTER SIX
BOARD OF INQUIRIES GENERAL
1. Board of Inquiry means purely a domestic investigating body convened for
the purpose of collecting and recording evidence to assist the auth in arriving at a
conclusion regarding the subject on which it is necessary for the unit to be
informed. It is not open to the public and the press are not allowed to be present,
no civilians are invited except with an auth from the unit that is convening the
Board, or the provision by Army rules or Regimental Inquiry Regulations. Inquiry
General are divided into two:

a. Board of Inquiry (BOI).

b. Regimental Inquiry (RI).

2. BOI – This is normally convened by Div HQ and Bde HQ or equivalent or
higher formations. The law guiding it were from:

a. Armed Forces Decree 105 of 1993 (Amended) Section 172 and 173.
b. BOI and Related Subject 1981.

c. Manual of military Law (MML) 1956 page 705 and 706.

3. RI – This is convened at Bn level and equivalents. The law guiding it were

from:

a. RI in Armed Forces Decree 105 of 1993 (Amended) Section 172 and

173.
b. RI Regulations.
c. Manual of Military Law (MML) 1961 page 716 – 724.

4. These books provide for the following matters:

a. Duty of BOI and RI.

b. Expression of opinion by such Board.

c. Matters for Reference.

d. Deferring and staying of proceeding (situation that warrant stopping or

continuing of proceedings).

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e. Convening.

f. Assembly and Procedure.

g. Constitution.

h. Witness (Person who are affected in the findings).

i. Evidence.

j. Oath and Affirmation.

k. Exhibit.

l. Record of Proceeding (on AF A2).

m. Entries of Report in Service Book (in case of absence).

5. WHEN A BOI SHOULD NORMALLY BE CONVENED

a. Suspected Arson – Death of offrs and sldrs in action.

b. Loss or damage to public or service properties exceeding N200.00.

c. Loss or damage sustained by a Local auth, Company, Firm or person
that may attract compensation from WD (War Dept).

d. Death of or injury(ies) to offrs, sldrs other than by enemy, where:

(1) Injuries resulted to death.

(2) Injuries are likely to cause permanent disability.

(3) Injuries may have been self-afflicted.

e. In peace-time when an offr or sldr is missing, kidnapped etc.

f. The escape of enemy Prisoner of war (POW).

g. When MOD civilian employee is killed during the cause of his/her

employment.
h. Loss of small Arm/Ammo.

i. Accident involving a MOD marine craft or Military air-craft.

j. Loss of Classified document(s).

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k. Barracks damage (in accordance with QR 1961 para 1194).

6. WHEN A BOI MUST BE CONVENED - Board of Inquires must be

convened for the following reasons:

a. Absence for over 21 days of someone under Mil Laws.

b. The capture of any person who is under Mil Law by the enemy.

c. The death of a serving personnel on outside country’s duty (foreign

mission) but can not be inquired by the civil auth.

d. BOI can be convened on matters already investigated by RI. Any

other matters requiring investigations can be considered, either for BOI or
RI. These are based on matters of importance. BOI can be convened, if RI
findings were not satisfactorily acceptable by the Higher Authority.
7. WHEN A RI SHOULD BE CONVENED
a. The accident nor dealt with by BOI when:

(1) A driver drives without authority, or off his auths route.

(2) Loss or damage due to accident might be attributed to neglect or

carelessness.

(3) There is possibility of substantial claim against the MOD,

(compensation).

(4) If there is conflict of evidence.

b. Injuries other than enemy action, of a minor nature where there is

doubt as to:

(1) The cause.

(2) Whether the injury is from other person(s).

(3) Whether he/she was on/off duty during the time of injury.

c. Accident to MOD animals eg Horses, Sniffer Dogs, etc.

d. Loss of Regtl Conduct sheet (AFB 120).

e. Loss of Registered letter or Postal Packets.

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CONVENING
8. The convening of inquiries is dealt with in BOI (Army) Rules, rule 6, and
Regimental Inquiry (RI) Regulations rule 6. This orders are lengthy in detailed and
must include the following:

a. Place, time and date of Assembly - When and Where.

b. Details of subject for investigation - For what.

c. Appts of Board members by name, ie President and members – who

are to do the investigation.

(1) Direction whether evidence will be on Oath or not, (evidences

before BOI must be on Oath).
(2) Individual are to be present or represented.
(3) Specific matters to be reported on.

(4) Whether the inquiry will express an “opinion” or not.

(5) List of Mil witnesses to attend.

(6) Instrs for disposal of copies of proceeding.

(7) Instrs for preparation of room, stationery etc.
(8) List of manual and regulations available to the Board.

CONSTITUTION
9. A BOI should not be less than three offrs, subject to Mil Law. In case of
absence, one of them may be a WO (Warrant Officer).

10. A RI should not be less than two members, subject to Mil Law, one must be
an offr and the offr should be the President.

Note: The number for above constitution may be more than these in para 9 and 10
but should not be less than that.
11. RECORDING. Both the BOI and RI’s proceedings are reported on AF A2
unless the convening orders states to the contrary.

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12. Where the terms of references are lengthy, a copy of the convening orders
must be attached to the record of proceedings.

RESPONSIBILITIES OF THE CHIEF CLERK

13. The composition of the convening order and the completion of the
recording of proceedings are the responsibilities of the offrs concerned. The
chief clerk, must have a good knowledge of the procedure and must prepare, room,
furniture, stationery and necessary regulations and manuals for the Boards.

14. The stationery will include:

a. Blotting paper.

b. Writing paper.

c. Biro and Pencils.

d. Ruler.
e. AF A2.

f. Pins and Paper clips.

15. The regulations and manuals, etc will include:

a. Manual of Military Law (MML).

b. BOI and Related subjects.
c. Queen Regulations 1961 (QR).

d. Holy Bible and Quoran.

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CHAPTER SEVEN
ORDERS INSTRUCTIONS AND DIRECTIVES
INTRODUCTION
1. The Armed Forces are launched into action through the issuance of orders.
It is best for a Commander to give orders for an operation himself. By so doing he
can impress his will on his subordinates and inspire them. He can ensure that his
directives are understood fully by clearing all doubts. However, it is often more
expedient to reduce orders into writing and despatch them to subordinates through
appropriate means.

2. Orders, Instructions and Directives are the various means by which a

Commander issues tasks to subordinate elements. Each is applied as follows:
a. Orders. Operational Orders are used by a Commander to direct and
co-ordinate the actions of forces in operations or in operational exercises.
Orders require definite action to be taken to achieve a certain intention. The
Orders specify the mission and the method of fulfilling it. The Commanders
exercise control of the situation but without prejudice to initiative and local
knowledge of his subordinates. The subordinate Commander is however
bound to comply with the mission and method specified in orders. Operation
Orders, Warning Orders and Administrative Orders are examples of Orders.

b. Instructions. An Instruction is issued to convey the general intention

of a Commander, leaving the detailed course of action to the subordinate
Commander. More specially, instructions are normally issued instead of
Orders in the following circumstances:
(1) When a Commander is tasked with an independent mission.
(2) Where the likely speed of movement or lack of initial
information make specific orders impracticable or undesirable.

(3) Communicate further intentions or to influence events when

detailed written orders cease to be appropriate.
(4) When a Commander wishes to meet contingencies that can be
only practically foreseen, such as natural disaster on internal security
Operations.

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c. Directives. Directives give the Commander’s policy for planning,

logistics, tactical doctrine and so on. They provide the staff and subordinates
with a guide and framework for their activities.

3. Orders are issued either in writing or orally. When in writing, they may be
issued as formal orders. Messages or confirmatory notes after oral orders. They
must be issued in sufficient time to allow subordinates at all levels to prepare for
and carry out the action required of them. The method selected for issuing
operation orders will depend on their length and complexity and the time available.

WRITTEN OPERATION ORDERS

4. a. Formal Operation Orders. When much detail has to be included and
time allowed. The standard layout is to be used.
b. Signal Messages. Signal messages provide a quick method os issuing
orders or changes to previous orders.
c. Oral orders are used more often in the Army than in the other 2
services.

d. When possible a Commander issue his orders in person to his

subordinate Commanders as he is then able to inspire confidence and
enhance morale. When there is no opportunity for all subordinate
Commanders to be together, the Commander can issue his orders by Radio
or telephone. Only as a last resort should a Commander delegate the
responsibility to staff or liaison officers.
e. Confirmatory notes are necessary when Oral Orders are issued in case
some who need to know cannot be present and in case some of those
attending become casualties. These notes are also of considerable help to the
staff or subordinate Commanders when they, in turn, draft their
Commander’s orders.

CONTENTS
5. An Operation Order must contain a complete picture of the Commander’s
overall intentions as well as clear directions to his subordinate Commanders in
enough details to enable them to issue their own orders and to ensure co-ordination.
The details of how supporting and specialized units are the carry out their
particular tasks form the subject of their own orders.

6. All Operation orders, at whatever level they are given and however issued,
comprise 5 mandatory sections, the first or which contains 3 mandatory sub
sections:
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a. SITUATION

(1) Enemy Forces.

(2) Friendly Forces.

(3) Attachments and Detachments.

b. MISSION

c. EXECUTION
d. SERVICE SUPPORT

e. COMMAND AND SIGNAL

ESSENTIAL CONTENTS
7. Operation Orders contains the following:
a. Sufficient information to enable the recipient to carry out the task
allotted to him.

b. No reasonable doubt as to the Commander’s intentions.

c. A brief outline of the plan, set out clearly and in sequence exactly
where they fit in.
d. A clear statement to each recipient as to task without impairing his
initiative in matters which he can or should arrange himself.

e. (1) That everyone in the office is informed.

(2) Arrive in time.

WARNING ORDER
8. When time is short, or the issue of a full order is likely to be delayed, a
warning order may be sent. This gives a Commander valuable time in which to
start preparing forces. The order should contain sufficient relevant information to
enable the assigned units/formation to start preparation while the detailed operation
order is being prepared.

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9. Warning order is normally sent as a signal message and must, therefore

conform to the conventions.

DRILL FOR THE PRODUCTION OF WRITTEN OPERATION ORDERS

10. A good Chief Clerk will have a ‘drill’ laid down to ensure that Operation
Orders are issued as quickly as possible. This drill will vary in different offices but
the following points are a guide:

a. Warning. As soon as it is known that an Operation Orders is to be

sent out, the Chief Clerk will ensure:

(1) That everyone in the office is informed.

(2) That Signallers are warned to clear circuits and have the DRS
standing by.
(3) That the Typist puts a stencil in his machines and types the
necessary headings down to the first paragraph.

(4) That Draughtsmen are available for traces, diagrams.

(5) That Despatch Clerk prepare envelopes and despatch books.

(6) That one Clerk prepares the duplicator.

(7) That one Clerk prepares AFS A16.

(8) That one Typist prepares a distribution list.

b. After Typing. Each stencil or sheet must be carefully checked

particular attention paid to grid references, time group and to any corrections
made.
c. After Signature and Duplication. A final check must be made after
printing before the operation orders is handed over for despatch. Ensure that
sheets are in correct sequence and that no blank sheet are pinned up.

ANNEXES TO ORDERS
11. Annexes contain matters of detail when their inclusion in the text of the
orders would impede its logical progression and make it unacceptably long; they
also allow addressees to be given additional copies of specialised information, eg
movement tables.

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12. Most annexes provide information to fighting Commanders but some also
give direction to supporting and administrative Commanders. Although annexes
are an integral part of an order, the information and direction given in the parent
document may have to be repeated if an annex is given a different distribution from
that of the order.

13. An annex or appendix may be a written document or an outlay, over-printed

map, sketch plan or table and conforms to the normal conventions of service
writing. Annexes issued separately from the main order are, in addition to contain
a superscription, signature of Commander or his representative or other
authentication, acknowledgement instructions and a distribution list.

INTELLIGENCE ANNEX
14. The format of an intelligence annex to an operation order is more
comprehensive than that of other annexes. It may well be issued before the
operation order.

15. Purpose of the Intelligence Annex. The intelligence annex:

a. Disseminates information on enemy forces which is essential to the

conduct of operations.
b. Instructs subordinate Commanders to acquire information necessary to
the conduct of an operation but which can only be obtained immediately
before or during the operation.

c. Give other miscellaneous intelligence orders or guidance for an

operation.
The intelligence annex is not intended to serve as a substitute for intelligence
collection plans.

16. Content and Format. The intelligence annex should be kept brief and
clear, by reference where possible to Supplementary Intelligence Reports
(SUPINTREPS) and Standing Operating Procedure (SOPs). Material of limited
interest or containing much material should be included in Appendices and Annex.

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STANDARD LAYOUT FOR A FORMAL OPERATION ORDER

(Numbers in brackets refer to amplifying notes)

SECURITY CLASSIFICATION
(Changes from Oral Orders, if any had been given)

Copy No…… of…….

Issuing HQ

TYPE AND SERIAL NO OF OPO Place of Issue

(may be in code)
DTG of Signature
Message Ref No
Refs:

Maps, Charts and relevant documents.

Time Zone Used Throughout the Order

1. SITUATION - give briefly the general picture so that subordinate
Commanders will understand the current situation, under the following headings:

a. En Forces. Composition, disposition, location, movements, estimated

strengths, identification and capabilities.
b. Friendly Forces. Information concerning friendly forces other than
those covered by the operation order with which may directly affect the
action of subordinate Commanders.
c. Attachments and Detachments. List here, or in an annex, units
attached to or detached from, the issuing formation/unit together with the
time they are effective.

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2. MISSION. A clear concise statement of the task of the Command and its
purpose. This paragraph is not to be sub-divided.

3. EXECUTION. The EXECUTION paragraph is laid out to suit the

requirements of the particular operation. Normally, the first sub-paragraph is
headed ‘General outline’ and gives a summary of the plan for the intended
operation. Subsequent sub-paragraphs assign specific tasks to each element of the
command charged with the execution of tactical duties and give details of co-
ordination and the grouping Institutions applicable to 2 or more elements of the
command may be placed in a final sub-paragraph headed ‘Co-ordinating
instructions’.

4. SERVICE SUPPORT. The ‘SERVICE SUPPORT’ paragraph contains a

statement of the administrative and logistics arrangements to support the operation
of primary interest to the units and formations being supported. It is also to give
the Commander’s direction to service Commanders. If lengthy or not ready for
inclusion in the operation order, this detail may be issued separately and referenced
here, but matters of immediate concern should be given together with such
references. At higher formations this paragraph will probably state ‘See
Administrative/Logistic Order’. At the lower levels of Command this paragraph or
the service support annex may eliminate the need for an Administrative/Logistics
order.

5. COMMAND AND SIGNAL. The ‘COMMAND AND SIGNAL’

paragraph contains the headquarters location and movements, liaison arrangements,
recognition and identification instructions and general rules concerning the use of
communication and other electronic equipment.

6. Acknowledgement Instruction.

Signature of Commander

Name of Commander

Rank

Appointment

Authentication: Signature of Staff Officer

Name of Staff Officer

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Rank

Appointment

Annexes:

Appendix:

Distribution:
1. Amplifying Notes to standard Layout for a formal operation order.

SECURITY CLASSIFICATION

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ANNEX A TO
CHAPTER 5
RECEDENCE GIVEN TO SIGNAL MESSAGES
Serial Precedence Definitions, Use and Examples Authority Required for the Allocation of Precedence
NA NN NAF
(a) (b) (c) (d) (e) (f)
1. FLASH FLASH precedence is reserved for 1. Members of the 1. Members of the Navy 1. Members of the
initial enemy contact messages or Army Council. Board. Air Force Council.
operational combat messages of extreme
urgency. Brevity is mandatory. 2. The Flag or Commanding 2. Commanders of
Officer may depute officers to major formations.
Examples are: 2. GOCs. release messages for him and
may issue instructions 3. All Officers in
a. Initial enemy contact reports. 3. Commanders concerning the release of charge of HQ
specially designated messages bearing certain Nigerian Air Force
b. Recall or diversion of friendly by 1 or 2 above. degrees of precedence Staff Branches.
aircraft about to bomb targets
unexpectedly occupied by friendly 3. Specimens of these officers 4. Commanders
forces or messages initiating emergency 4. Commanders or signatures are given to the specially designated
action to prevent conflict between operational units CONCEN and cryptographic by 1 or 2 above.
friendly forces. directly affected. office. Before dispatch a
message is checked to ensure it 5. Authority may be
c. Warning of imminent large scale has been authorized by such delegated by those
attack. officer. holding it to anyone
whose duty it is to
d. Extremely urgent intelligence 4. Certain messages such as report enemy activity.
messages. maneuvering and alarm
messages may be authorized
verbally.

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(a) (b) (c) (d) (e) (f)

2. IMMEDIATE IMMEDIATE is the precedence 1. 1. Commanding Officers of shore 1. Staff Officers not
reserved for very urgent messages Commanders establishments of the rank of Cdr below the rank of Wg
relating to situation which gravely affect not below the and above. Cdr, station
the security of national/allied forces or rank of Lt Col. commanders and COs
populace, Examples are: 2. Commanding Officers of ships. of units operating
2. Staff independently.
a. Amplifying reports of initial enemy Officers and 3. Staff Officers of the rank of Cdr Authority may be
contact. heads of and above. delegated to:
services not
b. Reports of unusual major movements below the rank a. Officers of
of military forces of foreign powers in of Brigadier. operations rooms.
time of peace or strained relations.
b. Duty Officers.
c. Messages which report enemy
counter attacks or which request or
cancel additional support.

d. Attack orders to commit a force in

reserve without delay.

e. Messages concerning logistics

support of special weapons when
essential to sustain operations.

f. Reports of wide-spread civil

disturbance.

g. Reports of warning or grave natural

disaster (earthquake, flood, storm etc).

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(a) (b) (c) (d) (e) (f)

2. IMMEDIATE h. Request for or directions concerning
distress assistance.

i. Urgent intelligence messages.

j. Aircraft movement reports (e.g.

messages relating to requests for news
of aircraft in flight, flight plans and
cancellation messages to prevent
unnecessary search and rescue action.
3. PRIORITY PRIORITY is the precedence reserved 1. Commanders of 1. COs of shore 1. All Officers of the
for messages concerning the conduct of units and establishments below the rank staff of a commander
operations in progress and for other establishments. of Cdr. or group HQ.
important and urgent matters when
ROUTINE precedence will not suffice. 2. All Staff 2. Captain’s secretaries. 2. The CO of a
Examples are: Officers. station or unit and his
deputy.
a. Situation reports on the position of a 3. Adjutants.
front where attack is impending or 3. On the authority
where fire and air support will soon be of a CO of a station
placed. or unit, those officer
whose duties
b. Orders to aircraft formations or units necessitate the
to coincide with ground or Naval frequent release of
operations. PRIORITY
messages. The CO is
c. Messages concerning immediate to ensure that the
movement of Naval, air and ground COMMCEN holds a
forces. list of such

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authorized officers.

(a) (b) (c) (d) (e) (f)

4. ROUTINE ROUTINE is the precedence to be used Any Officer or Any Officer authorized by the Any Officer or
for all types of messages which justify Warrant Officer formation/establishment Warrant Officer
transmission by rapid means but are not authorized to commander. authorized to release
of sufficient urgency and importance to release messages. messages.
require higher precedence. Examples
are:

a. Messages concerning peace-time

military operations, plans and projects.

b. Messages concerning stabilized

tactical operations.

c. Operational plans concerning

projected operations.

d. Periodic or consolidated intelligence

reports.

e. Troop movement messages except

when factors dictate the use of a higher
precedence.

f. Supply and equipment requisition and

movement messages, except when time
factors dictate the use of a higher
precedence.

g. Administrative, logistic and

personnel matters.
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ANNEX
B TO
CHAPTER 5

NA MESSAGE FORM
NA/SIGS/1/LARGE
CYPHER MESSAGE FORM
FOR SIGCEN
USE______________________________________________________

PRECEDENCE: PRECEDENCE: DATED TIME GROUP COUNT

ACTION INFO GROUP GR

63
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 RESTRICTED

FOR
OPR’S R RAT TIME SYSTEM OPERATOR D DATE TIME SYSTEM OPERATOR
USE E

64
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