<p> TEMPLATE (REMOVE WHEN NOT)</p><p>ACTION/DECISION MEMO</p><p>DD Mmm YYYY</p><p>FOR: COMMANDANT OF MIDSHIPMEN, U.S. NAVAL ACADEMY (ALL CAPS)</p><p>FROM: ORIGINATORS RANK NAME, DEPARTMENT OR DIVISION</p><p>SUBJECT: THE SUBJECT SHOULD ALWAYS IN ALL CAPS, SHORT, AND DIRECT TO THE POINT (2ND SUBJECT LINE FLUSH WITH 1ST SUBJECT LETTER)</p><p>REFERENCE: (a) Having a reference is optional – If no reference is needed, remove entire line. (2ND REF LINE FLUSH WITH 1ST REF LETTER)</p><p>DISCUSSION: The discussion will identify what information is being forwarded and why. If forwarding a support document, identify as TAB A.</p><p>BACKGROUND: The 2nd and subsequent bullets provide additional key points:</p><p> 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.</p><p> b. Five spaces from left margin start with subparagraph a., b., etc.</p><p>(1) Start typing on the 10th space as shown. (Only use sub-sub paragraphs if more than one sub-sub paragraph is needed).</p><p>(2) This example shows the second line of a sub-sub paragraph in an Action/Decision Memo.</p><p>WAY AHEAD: Why it is necessary and/or acceptable for the Commandant to approve or sign the recommended action? </p><p>RECOMMENDATION: Commandant of Midshipmen approves by initialing as appropriate or by signing Attachment 1, etc.</p><p>Approve______Disapprove______</p><p>ATTACHMENT/S: If no attachments, remove entire line. Multiple attachments example below</p><p>Prepared By: Name, Organization, Phone (1 inch from the bottom) NOTES ON FILLING OUT A MEMO: Per OPNAV M-5212.1 Format</p><p>1. Choose Title: Decision or Action Memo and remove other.</p><p>2. Capitalize titles as shown on template. </p><p>3. Date should be in correct format: DD Mmm YYYY</p><p>4. TO: This line should not be modified unless request is going to the Deputy Commandant. </p><p>5. FROM: This line is required to be in all CAPS</p><p>6. SUBJECT: If subject is longer than one line, ensure second line is flush with first line – See example above.</p><p>7. If references are required start with (a), See example</p><p>REFERENCE: (a) USNAINST 5214.1B (b) Example</p><p>8. ATTACHMENT/S: If no attachments, </p><p>9. RECOMMENDATION: This line should not be modified unless </p><p>10. The “Prepared by:” line should always be placed on footer of page.</p><p>11. If there are no Attachments, remove entire line.</p><p>Grammar 1. Do</p><p> a. Put all periods and commas inside quotation marks</p><p> b. Italicize the names of aircraft and vessels i.e. USS RONALD REAGAN </p><p> c. Use two spaces after periods and colons. One space after semicolons and commas. </p><p> d. Do not number the first page, number only succeeding pages. Center at bottom of page.</p><p> e. Ensure document has 1 inch margins all around.</p><p>2. Do Nots</p><p> b. For emphasis, underline instead of bolding</p><p> c. Use “in accordance with” in Navy directives. Instead, use “per,” “by,” “following,” or “under </p><p> 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” </p><p> e. Use the terms “above,” “below,” “as follows,” and “following” when referring to a specific paragraph. </p><p>3. Do – Part Two</p><p> 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 </p><p> 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</p><p> 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);</p><p> d. Use the SNDL plain language address as a guide to determine the appropriate abbreviations</p><p> e. Use normal word order and capitalize every letter in subject of directives</p><p> f. Use acronyms for technical systems, information technology systems, and computer applications even if not used again</p><p> 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”</p><p>4. Do Not – Part Two</p><p> a. Use acronyms in the subject of directives</p><p> b. Identify acronyms as plural i.e. CO not COs. Thereafter, when the meaning is plural, a small “s” should follow the acronym</p><p> c. Capitalize an acronym when defining it unless it is should be capitalized, such as a proper noun</p><p> 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.</p><p>REMEMBER TO BE DETAILED IN YOUR MEMO AND THINK OF WHAT MIGHT BE ASKED </p>