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Standard Naval Letter
Speech File

Journalist 3 & 2 - Introduction to Journalism and other reporting practices
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be used for correspondence between individuals within the  Navy  when  the  occasion  calls  for  a  personal approach. Whether  you  are  preparing  a  standard  naval  letter or  a  business  letter,  always  double-space  the  rough  draft to allow for corrections and other notations. More detailed information on naval letters and other types of correspondence may be found in the Yeoman 3 TRAMAN and in the  Navy Correspondence  Manual, SECNAVINST 5216.5 series. ADMINISTRATIVE  AREAS LEARNING   OBJECTIVE:   Identify   the   main administrative areas in a public affairs office. Now  that  you  know  the  basic  formats  of  the  two most common naval letters, we will take a look at the main administrative areas of a public affairs office. FILES The success of any file system can be measured by your ability to file material correctly so that anyone in the office can locate it promptly. Further, your files must be kept current and not allowed to age in the in-basket on your desk. The amount and variety of files maintained in your office depend largely on the mission of the command and the tasks handled by your office. Since information is often needed without warning and without delay, an incomplete file or one without a logical filing order may be as useless as none at all. Your filing system must be uniform and every member of the public affairs office staff should be aquainted with it. You should maintain the following types of files in both small and large public affairs offices: l l l l .0 l l l Command file Media relations file Community relations file Project file Speech file Future file Matters pending file Correspondence and memos file l  Alibi  file l  Clip  file l  Photographic  file l  News  release  file l Fleet Home Town News Program file Command File The   command   file   contains   reference   material concerning   the   command,   including   the   command history and statistics; biographies of the CO, XO, C/MC and other senior people of the command; and records of change  of  command  ceremonies.  These  materials  are used primarily for inclusion in welcome aboard booklets and  media  information  kits.  Additionally,  you  should devote  a  separate  portion  of  the  command  file  to  any appropriate   historical   documents,   such   as   previous command awards or old newspaper clippings. Media Relations File The  media  relations  file  contains  a  listing  of  all media in the local area, including the names, addresses and  telephone/facsimile  numbers  of  military  beat reporters   and   news   directors.   It   also   includes information  regarding  deadlines,  broadcast  times  and special requirements for copy and photographs. Some commands subdivide their media listing to reflect local commercial media and local military media. Community Relations File The community relations file exists to help PAOs plan   effective   community   relations   programs.   It contains the names, addresses and telephone numbers of civic leaders and community groups with which the command maintains contact. The community relations file also should contain a study of the community and pertinent facts. Project File The  project  file  contains  past,  present  and  future public  affairs  projects  involving  the  command.  It concerns   such   special   events   as   general   public visitations,  military  parades  and  ceremonies,  holiday observances  and  dependents’  cruises.  This  file  also contains the planning information (letters, memos, and miscellaneous notes) that pertains to each project. You can  use  information  in  this  file  as  reference  material when a similar event is scheduled at a later date. 16-4







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