Template (Remove When Not)

TEMPLATE (REMOVE WHEN NOT)

ACTION/DECISION MEMO

DD Mmm YYYY

FOR: COMMANDANT OF MIDSHIPMEN, U.S. NAVAL ACADEMY (ALL CAPS)

FROM: ORIGINATORS RANK NAME, DEPARTMENT OR DIVISION

SUBJECT: THE SUBJECT SHOULD ALWAYS IN ALL CAPS, SHORT, AND DIRECT TO THE POINT (2ND SUBJECT LINE FLUSH WITH 1ST SUBJECT LETTER)

REFERENCE: (a) Having a reference is optional – If no reference is needed, remove entire line. (2ND REF LINE FLUSH WITH 1ST REF LETTER)

DISCUSSION: The discussion will identify what information is being forwarded and why. If forwarding a support document, identify as TAB A.

BACKGROUND: The 2nd and subsequent bullets provide additional key points:

a. Subparagraphs only exist if there’s more than one subparagraph. If you don’t have more than two subparagraphs, type all information after Background.

b. Five spaces from left margin start with subparagraph a., b., etc.

(1) Start typing on the 10th space as shown. (Only use sub-sub paragraphs if more than one sub-sub paragraph is needed).

(2) This example shows the second line of a sub-sub paragraph in an Action/Decision Memo.

WAY AHEAD: Why it is necessary and/or acceptable for the Commandant to approve or sign the recommended action?

RECOMMENDATION: Commandant of Midshipmen approves by initialing as appropriate or by signing Attachment 1, etc.

Approve______Disapprove______

ATTACHMENT/S: If no attachments, remove entire line. Multiple attachments example below

Prepared By: Name, Organization, Phone (1 inch from the bottom) NOTES ON FILLING OUT A MEMO: Per OPNAV M-5212.1 Format

1. Choose Title: Decision or Action Memo and remove other.

2. Capitalize titles as shown on template.

3. Date should be in correct format: DD Mmm YYYY

4. TO: This line should not be modified unless request is going to the Deputy Commandant.

5. FROM: This line is required to be in all CAPS

6. SUBJECT: If subject is longer than one line, ensure second line is flush with first line – See example above.

7. If references are required start with (a), See example

REFERENCE: (a) USNAINST 5214.1B (b) Example

8. ATTACHMENT/S: If no attachments,

9. RECOMMENDATION: This line should not be modified unless

10. The “Prepared by:” line should always be placed on footer of page.

11. If there are no Attachments, remove entire line.

Grammar 1. Do

a. Put all periods and commas inside quotation marks

b. Italicize the names of aircraft and vessels i.e. USS RONALD REAGAN

c. Use two spaces after periods and colons. One space after semicolons and commas.

d. Do not number the first page, number only succeeding pages. Center at bottom of page.

e. Ensure document has 1 inch margins all around.

2. Do Nots

b. For emphasis, underline instead of bolding

c. Use “in accordance with” in Navy directives. Instead, use “per,” “by,” “following,” or “under

d. Use virgules (“/”) when they can be replaced with “and” or “or.” In the few instances where it can be truly used, write out “either A, or B, or both”

e. Use the terms “above,” “below,” “as follows,” and “following” when referring to a specific paragraph.

3. Do – Part Two

a. Identify all acronyms no matter how well known. The only exception is “U.S.” when used in adjective form such as U.S. Navy and U.S. citizen

b. Consider not using an acronym if it is not cited more than three times NOTES ON FILLING OUT A MEMO: Per OPNAV M-5212.1

c. Use the names of U.S. Government organizations along with their respective organization codes and ship, aircraft and submarine designations, even if only used once. i.e. OPNAV Director, Programming (OPNAV N80);

d. Use the SNDL plain language address as a guide to determine the appropriate abbreviations

e. Use normal word order and capitalize every letter in subject of directives

f. Use acronyms for technical systems, information technology systems, and computer applications even if not used again

g. Identify acronyms and abbreviations that are used for the first time in charts, graphs, tables, etc. by at minimum using a “key” or “legend”

4. Do Not – Part Two

a. Use acronyms in the subject of directives

b. Identify acronyms as plural i.e. CO not COs. Thereafter, when the meaning is plural, a small “s” should follow the acronym

c. Capitalize an acronym when defining it unless it is should be capitalized, such as a proper noun

e. Capitalize titles and positions unless they are preceded by a name i.e. Chief Petty Officer Smith is capitalized while chief petty officer is not.

REMEMBER TO BE DETAILED IN YOUR MEMO AND THINK OF WHAT MIGHT BE ASKED