RULES AND CONVENTIONS OF SERVICE WRITING INTRODUCTION
This section contains the basic rules and conventions used in Service writing to aid the
clear presentation of facts and discussion. They help:
The Writer - Knowing the rules, the writer automatically conforms to standard layouts
and other conventions and does not waste time devising his own.
The Typist - The typist does not have to adapt drafts to make them suitable for typing.
The Reader - The reader receives a document which conforms to a familiar pattern and
in easy to read. Additional conventions used in correspondence, staff papers and
operational writing are explained in later chapters.
The conventions apply to manuscript and typewritten work but notnecessarily to printed
documents. For instance, the printer commands a wide variety of type styles and sizes
and can vary the spacing of words and letters to align the right-hand margin vertically.
MOST DOCUMENTS HAVE 3 BASIC PARTS:
Superscription - The superscription comprises everything above the salutation, or if
there is no salutation, the subject heading which marks the start of the text.
Text - he text is everything from the salutation, or if there is no salutation, from subject
heading to the last word of the final paragraph.
Subscription - The subscription starts immediately after the text and consists of
everything below the final paragraph of the text.
SECURITY CLASSIFICATION:
The security classification is the category or grade given to the defence information
contained in a document. It indicates the degree of danger to national security that
would result from its unauthorized disclosure, and the protection to be given to guard
against such a disclosure. The 4 security classifications are:
TOP SECRET - The unauthorized disclosure of Information and material which would
cause exceptionally grave damage to the Nation is to be graded TOP SECRET.
SECRET - The unauthorized disclosure of Information and material which would cause
serious injury to the interests of the Nation is to be graded SECRET.
CONFIDENTIAL - The unauthorized disclosure of Information and material which would
damage the interests of the Nation is to be graded CONFIDENTIAL.
RESTRICTED - The unauthorized disclosure of Information and material which would
be undesirable to the interests of the Nation is to be graded RESTRICTED
PRECEDENCE
Letters and papers requiring rapid handling may be given a precedence marking.
There are two degrees of precedence as follows for documents other than signal
messages.
Immediate -
SHORT NOTES
1. DEMI OFFICIAL LETTER
The official letter that contains some personal information along with official
information is known as demi-offical letter. This letter is generally written by compiling
both official and some sort of personal messages. A demi official letter is a
kind of letter that is used for communicating official correspondence as well as personal
use. These letters are known for their informal format, featuring content written in a
somewhat official manner. The purpose of the demi-official letter is to achieve an official
goal through personal connections. The letter has a mixed nature, combining personal
and official aspects.
2. NOTICES
Notice can be defined as a communication or written information given to someone to
provide them with knowledge or awareness of a particular fact, event, or situation. It is a
formal way of informing or alerting individuals about something important or relevant,
often requiring their attention or action. It is written in a very precise language, avoiding
any extra details. It gives important information about something that is about to take
place or has taken place. Basically, notices are a tool for disseminating information
regarding any occasion or issue. Notice can be given in various forms, such as written
letters, emails, official announcements, or public advertisements.
3. SYLLABIFICATION
Syllabification is also known as ‘syllabication’. It is a process of breaking a word into
smaller parts that is known as syllables. syllable is a small unit of a sound of a spoken
or written word. It has at least one vowel sound. Syllable is possible without any
consonant also, but vowel is mandatory.
We use syllabification to,
Simplify the words to read.
Easy to read new words.
Easy to read long words.
It helps to improve reading, speaking and pronunciation of the person who is
learning to read new and long words.
4. COPY NUMBER
The Copy Number is a feature that provides users with an efficient way to manage their
documentation needs. With this tool, you can easily specify how many copies of a
document you wish to create, simplifying your workflow and enhancing productivity.
All SECRET and TOP SECRET documents are to bear individual copy number
5. TITLE
A writing title is the headline or name given to a piece of writing, such as an article, blog
post, or essay. It serves as the first point of contact that readers have with your work.
The title is a “privileged” place in the text, because it draws the reader's most complete
attention. A title chosen early in the writing process can help writers stay on track during
the writing process. Alternatively, creating a title at the end of the writing process can
function as a check for the writer. A strong title indicates to your instructor/marker that
you have understood the question and the concepts.
6. PARAGRAPH HEADING
Headings identify the content within sections of a paper. Although heading and titles are
similar, they are distinct: A title leads the entire document and captures its content in
one or two phrases; a heading leads only a chapter or section and captures only the
content of that chapter or section. A heading is a short phrase that indicates what the
next section of your essay, report or thesis is all about. Headings are used to organise
the presentation of your argument and lead the reader through the paper. Headings
also help the writer of an essay to organise their thoughts and material, lessening
writing time and improving the clarity. Headings and subheadings represent the
key concepts and supporting ideas in the paper.
7. FILE REFERENCE
The file reference is a combination of letters and/or numbers assigned by the originator
to simplify future identification. The file reference consists of two parts:
(a) File number in accordance with references.
(b) File suffix: the draftee's short title designation, in brackets after the file number, i.e.,
0000 - 0 (DS CD).9. Date. The date contains the day, month, and year in that order.
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