TABLE OF CONTENTS

TABLE OF CONTENTS, Continued

FIGURES

FIGURES, Continued

TABLES

REFERENCES

(a) DoD Directive 5025.1, "DoD Directives System," July 27, 2000

(d) DoD Directive 8910.1, "Management and Control of Information Requirements," June 11, 1993

(e) DoD 8910.1-M, "Department of Defense Procedures for Management of Information Requirements," June 1998

(f) DoD Instruction 7750.7, "DoD Forms Management Program," May 31, 1990

(g) DoD Directive 8320.1, "DoD Data Administration," September 26, 1991

(h) DoD 8320.1-M, "Data Administration Procedures," March 1994

(i) DoD 5200.1-R, "DoD Information Security Program Regulation," January 1997

(j) DoD 5200.1-PH, "DoD Guide to Marking Classified Documents," April 1997

This Manual implements DoD Directive 5025.1 (reference (a)) to identify policies, responsibilities, and procedures for individuals who are preparing, reviewing, coordinating, approving, publishing, and distributing DoD issuances in the DoD Directives System.

C1.2.1.  Administrative Instruction.  A DoD issuance that implements policies and tells the Washington Headquarters Services (WHS) Components and National Capital Region (NCR) agencies how to carry out a policy, operate a program or activity, and assign responsibilities as directed by the Director, WHS.

C1.2.2.  DoD Components.  Referred to as "the DoD Components," are identified as the Office of the Secretary of Defense, the Military Departments, the Chairman of the Joint Chiefs of Staff, the Combatant Commands, the Office of the Inspector General of the Department of Defense, the Defense Agencies, the DoD Field Activities, and all other organizational entities in the Department of Defense.

C1.2.3.  DoD Directive. A DoD issuance that transmits information required by law, the President, or the Secretary of Defense that applies to all branches of the Department of Defense on the way they initiate, govern, or regulate actions.  DoD Directives:

C1.2.3.1.  Establish or describe policy, programs, and organizations.

C1.2.3.2.  Define missions.

C1.2.3.3.  Provide authority.

C1.2.3.4.  Assign responsibilities.

C1.2.3.5.  Do not prescribe one-time tasks or deadline assignments.

C1.2.4.  DoD Directive-Type Memorandums

C1.2.4.1.  These are memorandums issued by the Secretary of Defense, the Deputy Secretary of Defense, or the OSD Principal Staff Assistants (PSAs) that are not published as a DoD issuance because of time constraints.  The Secretary or Deputy Secretary of Defense signs directive-type memorandums that promulgate POLICY.  OSD PSAs sign directive-type memorandums that promulgate PROCEDURES for implementing policy documents.

C1.2.4.2.  The office of primary responsibility shall convert a directive-type memorandum into a DoD issuance within 180 days from the date of signature.  A copy of the signed memo shall be forwarded to the Director, Directives and Records Division, WHS.  See figure C1.F1.

C1.2.4.3.  The originating office determines who shall coordinate on directive-type memorandums.

C1.2.5.  DoD Directives System.  The single, uniform system that consist of DoD issuances and directive-type memorandums that convey DoD policies, responsibilities, and procedures.  It allows the DoD Components to process, review, approve, publish, and distribute DoD issuances efficiently.

C1.2.6.  DoD Instruction.  A DoD issuance that implements policies and tells the user how to carry out a policy, operate a program or activity, and assign responsibilities.

C1.2.7.  DoD Issuances.  DoD Directives, DoD Instructions, DoD Publications, Administrative Instructions (AIs), and their changes.

C1.2.8.  DoD Publication.  A DoD issuance that implements or supplements DoD Directives and DoD Instructions.  DoD Publications provide standard procedures about how users shall manage or operate systems and distribute administrative information.  Publications include Catalogs, Directories, Guides, Handbooks, Indexes, Inventories, Lists, Manuals, Modules, Pamphlets, Plans, Regulations, Standards, and Supplements.

C1.2.9.  National Capital Region (NCR).  Includes the District of Columbia; Montgomery and Prince George's Counties in Maryland; Arlington, Fairfax, Loudon, and Prince William Counties, and the cities of Alexandria, Fairfax, Falls Church, Manassas, and Manassas Park in Virginia.

C1.2.10.  Office of the Secretary of Defense (OSD).  The principal staff element used by the Secretary and Deputy Secretary of Defense to exercise authority, direction, and control over the Department of Defense.  The OSD shall include the:

C1.2.10.1.  Immediate Offices of the Secretary and Deputy Secretary of Defense.

C1.2.10.2.  Under Secretaries of Defense (USDs).

C1.2.10.3.  Director of Defense Research and Engineering (DDR&E).

C1.2.10.4.  Assistant Secretaries of Defense (ASDs).

C1.2.10.5.  General Counsel of the Department of Defense (GC, DoD).

C1.2.10.6.  Inspector General of the Department of Defense (IG DoD).

C1.2.10.7.  Director of Operational Test and Evaluation (DOT&E).

C1.2.10.8.  Assistants to the Secretary of Defense (ATSDs).

C1.2.10.9.  OSD Directors or equivalents who report directly to the Secretary or Deputy Secretary of Defense.

C1.2.11.  Organizational Charter.  A DoD Directive that establishes the responsibilities, functions, relationships, and delegated authorities, as applicable, of a OSD Principal Staff Assistant, Defense Agency, DoD Field Activity, DoD Executive Agent, or other organizational entity in the Department of Defense.

C1.2.12.  OSD Principal Staff Assistants (PSAs).  The Under Secretaries of Defense, the Director of Defense Research and Engineering, the Assistant Secretaries of Defense, the General Counsel of the Department of Defense, the Inspector General of the Department of Defense, the Director of Operational Test and Evaluation, the Assistants to the Secretary of Defense, certain Deputy Under Secretaries of Defense, and OSD Directors or equivalents who report directly to the Secretary or Deputy Secretary of Defense.

C1.2.13.  Other Organizational Entities in the Department of Defense.  Organizations established under the Secretary's authority in 10 U.S.C. 113 or 125 (reference (b)), but excluding those designated under Section 191 of reference (c)).  Those organizations include, but are not limited to, the Uniformed Services University of the Health Sciences (USUHS) and the National Reconnaissance Office (NRO).

C1.2.14.  Washington Headquarters (WHS) Component.  Directors in WHS.

C1.3.1.  A DoD Directives System shall be administered and operated within the Department of Defense that consists of DoD Directives, DoD Instructions, DoD Publications, and Administrative Instructions (hereafter referred to collectively as "DoD issuances").  The DoD Components shall follow the DoD Directives System when writing DoD issuances.

C1.3.2.  DoD Issuances

C1.3.2.1.  DoD Directives require the Secretary or Deputy Secretary of Defense's approval and signature.

C1.3.2.2.  DoD Instructions and DoD Publications require OSD PSA approval.  The OSD PSAs, or designated deputies, shall sign DoD Instructions and the foreword of DoD Publications.  DoD Directives or Instructions shall authorize DoD Publications.

C1.3.2.3.  Administrative Instructions require either the Director of Administration and Management, Office of the Secretary of Defense (DA&M, OSD) or the Director of Washington Headquarters Services (WHS) approval and signature.

C1.3.2.4.  Mandatory Coordination.  All DoD issuances shall be coordinated with the GC, DoD; the IG, DoD; and the DA&M.

C1.4.1.  The Director of Administration and Management, Office of the Secretary of Defense, shall:

C1.4.1.1.  Coordinate on ALL proposed DoD issuances in the timeframe provided on the SD Form 106.

C1.4.1.2.  Prepare organizational charters for the OSD, the Defense Agencies, the DoD Field Activities, DoD Executive Agents, and other organizational entities in the Department of Defense, as required.

C1.4.1.3.  As the Director, Washington Headquarters Services, shall:

C1.4.1.3.1.  Administer and operate the DoD Directives System that includes procedures for preparing, coordinating, approving, publishing, and distributing all DoD issuances; and maintaining and preserving supporting and historical documents.

C1.4.1.3.2.  Establish and maintain standard formats and writing style for DoD issuances.

C1.4.1.3.3.  Review all proposed DoD issuances to ensure that they follow administrative requirements.

C1.4.1.3.4.  Review all final DoD issuances for completed staff work.

C1.4.1.3.5.  Place approved unclassified DoD issuances on the Internet.

C1.4.1.3.6.  Prepare and issue DoD Directives System Transmittals to cancel DoD issuances.

C1.4.1.3.7.  Approve and sign Administrative Instructions to include their changes and cancellations.

C1.4.1.3.8.  Provide operational and administrative services to specified DoD Components and non-DoD activities.

C1.4.1.3.9.  Monitor the 5-Year Review Program to ensure that DoD issuances are current and necessary.

C1.4.1.3.10.  Maintain and preserve the original signatures on the DoD issuances, original coordinating papers, implementation certifications, and internal review certifications.

C1.4.2.  The OSD Principal Staff Assistants shall:

C1.4.2.1.  Develop, coordinate, and prepare DoD Directives for the Secretary or Deputy Secretary of Defense to approve and sign, in accordance with this Manual.  They shall obtain formal replies from DoD officials at the OSD and DoD Component's levels and comments from the Directors of the Defense Agencies who are under their cognizance.

C1.4.2.2.  Prepare, coordinate, approve, and sign DoD Instructions and DoD Publications that are relevant and necessary to accomplish their assigned responsibilities, in accordance with this Manual.

C1.4.2.3.  Ensure that the contents of the DoD issuances for which they are responsible reflect current policy and delegated responsibilities.

C1.4.2.4.  Comment on proposed DoD issuances from the OSD, the WHS, and the DoD Components.

C1.4.2.5.  Change, reissue, and/or cancel DoD issuances, in accordance with this Manual.

C1.4.2.6.  Convert directive-type memorandums into DoD issuances within 180 days and, when applicable, cancel those memorandums.

C1.4.2.7.  Review all DoD issuances under their cognizance for need and currency, and certify by memorandum to the Director, WHS, whether the issuances shall be continued, revised, or canceled.

C1.4.3.  The Heads of the OSD and WHS Components shall:

C1.4.3.1.  Prepare, coordinate, approve, and sign Administrative Instructions and their changes that are essential to administer the functions in their areas of responsibility or to implement a DoD Directive, DoD Instruction, or DoD Publication in accordance with this Manual.

C1.4.3.2.  Ensure that the contents of the Administrative Instructions reflect current policy and delegated responsibilities.

C1.4.3.3.  Review and coordinate on proposed Administrative Instructions that relate to their missions in the timeframe provided on the SD Form 106.

C1.4.3.4.  Change, reissue, and/or cancel Administrative Instructions, in accordance with this Manual.

C1.4.3.5.  Review all Administrative Instructions under their cognizance for need and currency, and certify by memorandum to the Director, WHS, whether the issuances shall be continued, revised, or canceled.

C1.4.4.  The Heads of the DoD Components shall:

C1.4.4.1.  Review and coordinate proposed DoD issuances that relate to their missions in the timeframe provided on the SD Form 106.

C1.4.4.2.  Issue implementing documents, when required by the OSD PSA, consistent with the intent of the DoD issuances.

C1.4.4.3.  Provide copies of implementing documents to the respective OSD PSAs, when applicable.

C1.5.1.  DoD Issuances shall be reviewed every 5 years by the originating OSD PSAs to ensure that the issuances are necessary; currently applicable; and consistent with DoD policy, existing law, and statutory authority.

C1.5.2. The Director, Administration and Management shall provide the OSD PSAs with lists of DoD issuances under their cognizance for review annually during the first quarter.

C1.5.3.  On completion of the review, the PSAs shall certify by memorandum to the Director, Administration and Management, whether the issuances shall be continued, revised, or canceled.  DoD issuances to be continued shall be reissued with a new date and signature.

C1.6.1.  Numbering System of DoD Issuances

C1.6.1.1.  Subject Groups.  The Director, Directives and Records Division, WHS, shall assign numbers to DoD issuances according to subject groups.  The numbering system consists of four digits, representing a major subject group and its subgroup, followed by a decimal point and the sequential number of the subgroup; e.g., for DoD Directive 5025.1, the Directive is in the major subject group "5000," the number "25" represents the subgroup, and the number ".1" indicates that the Directive is the first document assigned to that subgroup.  The major subject groups are as follows:

C1.6.1.1.1.  1000.  Manpower and Personnel, and Readiness (Civilian, Military, National Guard and Reserve).

C1.6.1.1.2.  2000.  International and Foreign Affairs.

C1.6.1.1.3.  3000.  Computer Language, Intelligence, Plans and Operations, Research and Development, Reconnaissance, and Space-Based Matters Surveillance.

C1.6.1.1.4.  4000.  Logistics, Natural Resources, and Environment.

C1.6.1.1.5.  5000.  Acquisition, Administrative Management, Force Protection, Homeland Security, Organizational Charters, Security, Public Affairs, and Legislative Affairs.

C1.6.1.1.6.  6000.  Health.

C1.6.1.1.7.  7000.  Audits, Budget, Finance, and Information Control.

C1.6.1.1.8.  8000.  Information Management/Information Technology (IM/IT).

C1.6.1.1.9.  A listing of subgroups is located on the Directives and Records web site at http://www.dtic.mil/whs/directives.

C1.6.1.2.  Draft versions of newly developed DoD issuances shall carry alphabetic designations following the decimal point; e.g., DoD Directive 8210.aa or 8210.bb.  The suffix "aa" indicates that the DoD issuance is the first draft document in the 8210 subgroup; "bb" is the second draft document in the subgroup.  The Director, Directives and Records Division, WHS, shall assign alphabetical designations.  Do not use the "xx" designation.  If you are unable to determine the subject group or subgroup to use, leave it blank.

C1.6.1.3.  DoD Publications.  Usually, a DoD Publication is assigned the same number of its authorizing DoD Directive or Instruction, followed by a suffix identifying the type of Publication.

C1.6.1.4.  Administrative Instructions (AIs).  AIs are numbered sequentially beginning with the number 1 and do not use subject groups.  When reissuing an AI, use the original AI number.  When creating a new AI, use triple alphabetic designations as place holders.

C1.6.1.5.  Classified DoD Issuances.  An abbreviated security classification of the DoD issuance shall precede the DoD issuance number ("C" for Confidential, "S" for Secret, "TS" for Top Secret).

C1.6.1.6.  For Official Use Only (FOUO).  An "O" for FOUO shall precede the DoD issuance number.

C1.6.1.7.  Reuse of Numbers.  DoD issuance numbers MAY NOT be reused unless the existing DoD Directive, Instruction, Publication, or Administrative Instruction is reissued.

C1.6.2.  Records Management

C1.6.2.1.  The Director, Directives and Records Division, WHS, retires the official case file for each DoD issuance to the Washington National Records Center.  The file constitutes the historical development of the issuance and shall include the following:

C1.6.2.1.1.  The master copy of the DoD issuance.

C1.6.2.1.2.  The signed memorandum.

C1.6.2.1.3.  The signed DoD issuance.

C1.6.2.1.4.  The list of coordinating officials.

C1.6.2.1.5.  The original signed SD Form 106.

C1.6.2.1.6.  The original signed coordination papers.

C1.6.2.1.7.  A copy of the draft DoD issuance sent out for coordination.

C1.6.3.  Request for and Release of Coordination Papers.  The Director, Directives and Records Division, WHS, is not authorized to release coordination papers to requesters without the written consent of the originating OSD, WHS, or the DoD Component official.

C2.1.1.  Headers

C2.1.1.1.  Document Identification.  On the first page, place the Directive number in the upper right corner of the issuance.  Below it, type your organization's abbreviation.

C2.1.1.2.  Page Header.  On page 2 through the last page of the Directive, place the Directive number 1/2 to 3/4 of an inch from the top of the page.  Leave room for the full date after the Directive number on all pages.  Directives and Records Division, WHS staff shall place the date on all pages once the Directive has been signed.  (See header used in this Manual.)

C2.1.1.3.  Directive Number.  The Directives and Records Division, WHS staff shall assign a new Directive a number after the Secretary or Deputy Secretary has signed it.  (See header on this page.)

C2.1.2.  Subject Line

C2.1.2.1.  Type the word "SUBJECT:" in all caps.  Then, state the Directive's title in no more than three lines and in block style.

C2.1.2.2.  Write out the full name of any acronyms or abbreviations used and place the acronym or abbreviation in parentheses.  (See figure C2.F1.)

C2.1.2.3.  Do not use the same subject line for more than one issuance.
 

Figure C2.F1.  Sample of the SUBJECT Line

C2.1.3.  References

C2.1.3.1.  List references in the order they appear in the text.

C2.1.3.2.  Use a maximum of six references on the first page.  If there are more than six, place the first four on the first page and place the remaining references at enclosure 1.  (See figure C2.F2.)

C2.1.3.3.  When a DoD Directive contains more than 26 references, use a double lettering system; e.g., aa - az followed by ba - bz, etc.  Do not use triple letters.  (See figure C2.F2.)

C2.1.3.4.  When you are canceling one issuance with another, place the words "hereby canceled" in parentheses after the date of the document being canceled; e.g., DoD Directive 3990.1, "Verification of Logistical Support," April 1, 1989 (hereby canceled).

C2.1.3.5.  When a reissued DoD Directive continues to authorize a DoD Publication, cite the Publication.

C2.1.3.6.  Do not establish acronyms in the reference listing unless they are an actual part of the title.

C2.1.3.7.  Do not cite Military Department or joint-Service publications in DoD Directives.

C2.1.3.8.  Use a footnote to show readers precisely where to find documents that are not readily available to all users in the DoD Directives System.

C2.1.3.9.  Do not list unpublished material, such as drafts and documents that usually are not available to readers.

C2.1.3.10.  Do not list documents that you are in the process of canceling.

C2.1.3.11.  References as Enclosures.  Do not include any documents you list in the REFERENCES section as an enclosure.

C2.1.4.  Legal Citations (in the reference listing)

C2.1.4.1.  Use a DoD issuance as the reference citation when it has implemented an Executive Order or statute (Public Laws or section of the United States Code (U.S.C.)); e.g., use DoD Directive 5400.7, "DoD Freedom of Information Act Program," May 13, 1988.

C2.1.4.2.  When the DoD issuance implements a section of the U.S.C., list the U.S.C. and its section; e.g., Section 1175 of title 10, United States Code.  You may cite two or more sections; e.g., Sections 10605-10607 of title 42, United States Code.  When more than one section of the U.S.C. is used, identify ALL sections in the reference listing (e.g., Sections 123, 789, 1001, and 4567 of title 10, United States Code).

C2.1.4.3.  If the statute is not included in the U.S.C., list the public law citation and its section when it applies; e.g., Section 999 of Public Law 103-139, "Department of Defense Appropriations Act of 2010," November 11, 2010.  Verify the proper statutory authority with the Office of the General Counsel, Department of Defense (OGC, DoD), during the drafting phase.

C2.1.4.4.  Use the Code of Federal Regulations (CFR) citation when referencing a document that has been published in the CFR (e.g., Title 41, Code of Federal Regulations, Part 101.20, "Management of Buildings and Grounds," current edition).  Use the Federal Register (FR) citation for documents that have been published in the FR but not in the CFR (e.g., 88 CFR 6789).
 

Figure C2.F2.  Samples of the Format for Listing References

C2.1.5.  Guidelines for Sections of DoD Directives.  Develop sections of DoD Directives, as follows:

C2.1.5.1.  REISSUANCE AND PURPOSE.  See figures C2.F3. and C2.F4.  Give the reason for the DoD Directive and identify the following:

C2.1.5.1.1.  State that the DoD Directive reissues, supersedes, or replaces another one.

C2.1.5.1.2.  State that this DoD Directive authorizes (or, continues to authorize) a DoD Publication.

C2.1.5.1.3.  Identify any DoD Executive Agents who receive responsibilities in the Directive.

C2.1.5.1.4.  Identify any boards, panels; etc., that the DoD Directive establishes.
 

Figure C2.F3.  Samples of the Format for PURPOSE Section

C2.1.5.2.  APPLICABILITY AND SCOPE

C2.1.5.2.1.  Identify to whom the Directive applies.  Use the standard wording for the APPLICABILITY section.  (See figure C2.F5.)

C2.1.5.2.2.  The scope must be in a separate paragraph or paragraphs and identifies other Agencies not listed in the standard paragraph in this section.  (See figure C2.F5.)
 

Figure C2.F5.  Samples of the APPLICABILITY and the APPLICABILITY AND SCOPE Section

C2.1.5.3.  DEFINITIONS (if applicable)

C2.1.5.3.1.  Define terms unique to this Directive.

C2.1.5.3.2.  List definitions in alphabetical order.

C2.1.5.3.3.  Use Joint Pub 1-02¹ for military terms.  Inform the Director, Directives and Records Division, WHS, about terms that do not appear in Joint Pub 1-02, but that you feel need to be there.

C2.1.5.3.4.  If terms are less than half a page, list them in this section of the Directive.  Otherwise, list them in enclosure 2, unless you have no more than six references.  Then, make the definitions page enclosure 1.
 

C2.1.5.4.  POLICY.  In DoD Directives, state ideas, goals, or principles of a DoD mission, and define performance mechanisms and other vehicles that shall help the user evaluate the success of the policy.  Directives shall be written clearly to avoid having the DoD Components prepare implementing or supplementing documents.
 

Figure C2.F7.  Sample of the Format for the POLICY Section

C2.1.5.5.  RESPONSIBILITIES

C2.1.5.5.1.  Identify key officials who shall carry out the policy that the DoD Directive identifies.  The originator of the DoD Directive shall identify its organizational responsibilities first.

C2.1.5.5.2.  Identify responsibilities for DoD officials who shall report directly to the Secretary or Deputy Secretary of Defense.

C2.1.5.5.3.  Identify responsibilities for the Directors of the Defense Agencies.  Since the Commanders of the Combatant Commands report to the President and the Secretary of Defense, they may receive direct responsibilities in DoD Directives, in coordination with the Chairman of the Joint Chiefs of Staff.

C2.1.5.5.4.  When a Directive assigns responsibilities for an Assistant Secretary of Defense (ASD), identify the Under Secretary of Defense (USD) who has authority over them, if applicable.  (See figure C2.F8.)
 

C2.1.5.6.  PROCEDURES.  Do NOT outline procedures in a DoD Directive.

C2.1.5.7.  INFORMATION REQUIREMENTS (if applicable)

C2.1.5.7.1.  In this section, identify forms, formats, reporting requirements or record-keeping systems for information that the Agency needs from the user.  Also include statements about canceled information requirements.

C2.1.5.7.2.  Refer to DoD Directive 8910.1 (reference (d)) for policies for managing and controlling information requirements.

C2.1.5.7.3.  Use DoD 8910.1-M (reference (e)) for information on how you shall establish, revise, and cancel information requirements; obtain information from the public, non-DoD Federal Agencies, the DoD Components; and operate reports management programs.  Contact the Director of Information Operations and Reports (DIOR), WHS, for help with information requirements.

C2.1.5.7.4.  Use DoD Instruction 7750.7 (reference (f)) for information on policies for the DoD Forms Management Program.  For help with forms, contact DIOR, WHS.

C2.1.5.7.5.  Use DoD Directive 8320.1 and DoD 8320.1-M (references (g) and (h)) for information on policies and procedures for the DoD Data Elements and Codes Program.  Contact the Office of the Assistant Secretary of Defense for Command, Control, Communications, and Intelligence for help with data elements and codes.

C2.1.5.8.  EFFECTIVE DATE.  Use the phrase, "This Directive is effective immediately," unless you specify otherwise.  (See figure C2.F9.)
 

Figure C2.F9.  Samples of the Format of the EFFECTIVE DATE Section

C2.1.5.9.  Signature.  The Secretary or the Deputy Secretary of Defense signs DoD Directives.  Leave 5 blank line spaces for signature.

C2.1.5.10.  Enclosures

C2.1.5.10.1.  Use enclosures for material that you have not identified in the reference listing, but that you mentioned in the text of the issuance.

C2.1.5.10.2.  They shall be originals or camera-ready copies.

C2.1.5.10.3.  Other DoD issuances SHALL NOT be used as an enclosure.

C2.1.5.10.4.  List the enclosures on the signature page.

C2.1.5.10.5.  Continued references are enclosure 1.

C2.1.5.10.6.  Definitions are enclosure 2.

C2.1.5.10.7.  Align the words "Enclosures - 2" flush with the left margin, indenting the list in increments 1/4 of an inch.

C2.1.5.10.8.  Identify the enclosures using an "E" before the enclosure number.  For example, enclosure 1 is identified using "E1." preceding the title of the enclosure.  (See figure C2.F10.)

C2.1.5.11.  Attachments to Enclosures.  List attachments on the last page of an enclosure in the same manner as listing enclosures at the end of the main body of the Directive.  Attachments shall be originals or camera-ready copies.  (See figure C2.F10.)
 

Figure C2.F10.  Samples of How to List Enclosures and Attachments to a DoD Directive

C2.1.5.12.  Use of "See."  When "see" is used as directional material at the end of the sentence the phrase should be a stand-alone sentence and placed in parentheses.  (See figure C2.F11.)
 

Figure C2.F11.  Sample of the Use of the Word "See"

C2.3.1.  Writing Style

C2.3.1.1.  Write DoD Directives clearly and concisely.  Organize their contents to address what the readers know, what they do not know, what they shall do with the information, and the results they expect to gain.  Apply the following general principles and grammar:

C2.3.1.1.1.  Use short simple words and limit sentences to one thought.  Keep sentences brief (average of 20 or fewer words).

C2.3.1.1.2.  Use parallel construction (the same grammatical structure for similar or related ideas).  (See figure C2.F12.)
 

Figure C2.F12.  Example of Parallel Construction in DoD Directives

C2.3.1.1.3.  Write in the active voice (name an actor with the action immediately after) because it is more direct and forceful; e.g., "The Chair shall forward one information copy of the board meeting minutes to the members."

C2.3.1.1.4.  When possible, use paragraph headings to highlight important concepts so the reader may see at a glance what the paragraph is about.  Avoid long, rambling, disjointed paragraphs, especially those with many subparagraphs.

C2.3.1.1.5.  Helping Verbs.  Use a helping verb to express the degree of obligation, as illustrated in the following table:

Table C2.T1.  Use of Helping Verbs in DoD Directives

C2.3.1.1.6.  Gender-Specific Language.  Use the phrase "he and she," rather than writing "he" or "she" separately as generic pronouns.  (See Appendix 2.)

C2.3.1.1.7.  Personal Pronouns.  Do not use the personal pronouns "I" and "me."

C2.3.1.1.8.  Abbreviations and Acronyms

C2.3.1.1.8.1.  Write out the full name of any acronyms or abbreviations used and place the acronym or abbreviation in parentheses the first time it appears in the text, but only if you use it more than once.  Generally, you should not use the articles "the," "a," and "an" before abbreviations and acronyms; e.g., write "OSD," and "MARS," not "the OSD" and "a MARS" when used as a unit modifier or adjective.

C2.3.1.1.8.2.  Exceptions to subparagraph C2.3.1.1.8.1., above:

C2.3.1.1.8.2.1.  Department of Defense and United States.  When using those terms as adjectives, write the abbreviations without parentheses.  Lower-case the "o" when using the acronym "DoD."  When using them as nouns, spell them out and omit the abbreviations.  For example, "It is DoD policy to rely on the assistance of civilian employees within the Department of Defense.  This policy has been implemented throughout the United States."

C2.3.1.1.8.2.2.  Chairman of the Joint Chiefs of Staff; Joint Chiefs of Staff; or Joint Staff.  ALWAYS use "The Chairman of the Joint Chiefs of Staff" in DoD Directives.  NEVER use the acronyms CJCS or JCS.

C2.3.1.1.8.2.3.  OSD Principal Staff Assistants.  (See subparagraph C1.2.10., above.)

C2.3.1.1.8.2.4.  Always use "the" when referring to "DoD Components."

C2.3.2.  Sources of English Usage.  Use the following order of authority when you have questions on punctuation, capitalization, spelling, numerals, compound words, etc.:

C2.3.2.1.  "List of Preferred Terms Used in DoD Issuances."  (See Appendix 2.)

C2.3.2.2.  "List of Hyphenated Unit Modifiers Used in DoD Issuances."  (See Appendix 3.)

C2.3.2.3.  United States Government Printing Office Style Manual and Word Division Supplement to that Manual² (current editions).

C2.3.2.4.  Webster's New Collegiate Dictionary (current edition).

C2.3.2.5.  The Chicago Manual of Style.³
 
________________

²  Copies may be obtained via the Internet at http://www.access.gpo.gov/styleman

C2.3.3.  Format

C2.3.3.1.  Numbering System

C2.3.3.1.1.  Always use the DoD Directives System numbering system to identify where you are in the Directive, especially when you are looking at the document on a computer screen.  (See section C1.6., above.)

C2.3.3.1.2.  Do not use tabs between section, paragraph, and subparagraph numbers and the text.  Use two spaces.

C2.3.3.1.3.  Do not use the automated feature to generate section, paragraph, and subparagraph numbers in Microsoft Word.

C2.3.3.1.4.  Use the three identifiers in the numbering system of section, paragraph, and subparagraph.  (See figure C2.F13.)
 

Figure C2.F13.  Example of the Numbering System for DoD Directives and Instructions

C2.3.3.1.5.  Indent each paragraph level every other tab, setting the first tab at .25.  Do not use more than six tabs (no lower than the fifth subparagraph level).

C2.3.3.1.6.  Implied Section.  When there is no section heading, use an implied section concept.  The paragraph number always starts at the second level of the numbering system regardless of whether or not you have a section heading.

C2.3.3.1.7.  Enclosure Numbering.  Apply the same numbering structure when identifying sections, paragraphs, or subparagraphs in an enclosure.  Place an "E," showing that the information is in an enclosure, followed by the enclosure number, in front of the identifier.  For example, when numbering an area in enclosure 1, place "E1." before the identifier.

C2.3.3.1.8.  Attachment Numbering.  Use the same numbering structure when identifying sections, paragraphs, or subparagraphs in an attachment to an enclosure.  Place an "E" and the enclosure number plus an "A" showing that the information is in an attachment to an enclosure, followed by the attachment number, in front of the identifier.  For example, when numbering an area in attachment 1 to enclosure 1 place "E1.A1." before the identifier.  (See figure C2.F13., above.)

C2.3.3.2.  Page Numbering

C2.3.3.2.1.  Center the page number 1/2 inch from the bottom of the page, beginning with page 1.

C2.3.3.2.2.  Number the pages consecutively with Arabic numerals from page 1 through the end of the document.

C2.3.3.3.  Underlining

C2.3.3.3.1.  Underline headings of sections, paragraphs, subparagraphs, enclosures, and attachments in DoD Directives.  Do not underline to show emphasis.  Use CAPITAL letters to show emphasis.

C2.3.3.3.2.  Underline definitions and their abbreviations or acronyms (but not the meanings) in the DEFINITIONS section or enclosure 2 (when the list of definitions exceeds a half page).

C2.3.3.3.3.  Underline the titles of key officials in the RESPONSIBILITIES section (but not the word "The" that precedes titles).  (See subparagraph C2.3.1.1.8.2.4., above.)

C2.3.3.4.  Bold Type and Italics.  Do NOT use bold type for emphasis in DoD Directives.  Use CAPITAL letters to emphasize a word or words in the text of Directives.  Do not use italics when issuing or reissuing a DoD Directive.  Italics are only used when indicating changes to the issuance.  (See Chapter 6.)

C2.3.3.5.  Bullets and Dashes.  Do NOT use bullets and dashes in DoD Directives.  All material shall have text or numbered identification.

C2.3.3.6.  Figures, Forms, Graphics, and Tables.  Do NOT use figures, forms, graphics, or tables in the text of a DoD Directive.

C2.3.3.7.  Footnotes and Notes.  Use footnotes to indicate where the reader may obtain the document, if it is not readily available through the DoD Directives System.  Place an Arabic superscript immediately after the material you are footnoting with no intervening space.  Define the footnote at the bottom of the page.  Do not use the term "NOTE:" in DoD Directives.

C2.3.3.8.  Editing Symbols.  Editing symbols are identified in Appendix 4.

C2.3.3.9.  Change Bars.  Use change bars in the margins of pages to identify changes on each line in DoD Directives.

C2.3.3.10.  Companion DoD Instruction and/or Publication.  When there is a companion DoD Instruction and/or Publication being processed during the same time as the DoD Directive, the Directive MUST be signed first.  The DoD Instruction and/or Publication shall be held until AFTER the DoD Directive has been signed.

C2.4.1.  As prescribed by DoD 5200.1-R and DoD 5200.1-PH (references (i) and (j)), a classified DoD Directive shall follow these procedures:

C2.4.1.1.  An abbreviated security classification of the DoD Directive shall precede the DoD issuance number (e.g., DoD Directive C-1234.5).

C2.4.1.2.  The abbreviated security classification of the title is indicated in parentheses after the subject or title.  When the subject or title is unclassified, place "(U)" at the end of it; if classified, use the applicable security classification symbol.

C2.4.1.3.  The security classification is indicated for each section, paragraph, and subparagraph throughout the text.

C2.4.2.  A classified DoD Directive shall be formatted in same manner as an unclassified DoD issuance.

C2.4.2.1.  Place security classification markings at the top and bottom of each page indicating the highest security classification of the page, except page 1, which shall reflect the highest security classification used in the entire issuance.  Use adhesive security classification labels or large type in capital letters, but do not stamp the security classification markings.  You may indicate security markings in the header and footer of the DoD Directive.

C2.4.2.2.  Annotate warning notices and restrictive markings, if necessary.

C2.4.2.3.  Annotate the "Classified By" line and declassification and downgrading instructions at the bottom of the FIRST page of the issuance.

C2.4.3.  For distribution of classified DoD issuances, see of Chapter 8.
 

C3.1.1.  Headers

C3.1.1.1.  Document Identification.  On the first page, place the Instruction number in the upper right corner of the issuance.  Below it, type your organization's abbreviation.

C3.1.1.2.  Page Header.  On page 2 through the last page of the Instruction, place the Instruction number 1/2 to 3/4 of an inch from the top of the page.  Leave room for the full date after the Instruction number on all pages.  Directives and Records Division, WHS staff shall place the date on all pages once the Instruction has been signed.  (See header used in this Manual.)

C3.1.1.3.  Instruction Number.  The Directives and Records Division, WHS staff shall assign a new Instruction a number after the PSA has signed it.  (See header on this page.)

C3.1.2.  Subject Line

C3.1.2.1.  Type the word "SUBJECT:" in all caps.  Then, state the DoD Instruction's title in no more than three lines and in block style.

C3.1.2.2.  Write out the full name of any acronyms or abbreviations used and place the acronym or abbreviation in parentheses.  (See figure C3.F1.)

C3.1.2.3.  Do not use the same subject line for more than one issuance.
 

Figure C3.F1.  Sample of the SUBJECT Line

C3.1.3.  References

C3.1.3.1.  List references in the order they appear in the text.

C3.1.3.2.  Use a maximum of six references on the first page.  If there are more than six, place the first four on the first page and place the remaining references at enclosure 1.  (See figure C3.F2.)

C3.1.3.3.  When a DoD Instruction contains more than 26 references, use a double lettering system; e.g., aa - az followed by ba - bz, etc.  Do not use triple letters.  (See figure C3.F2.)

C3.1.3.4.  When you are canceling one issuance with another, place the words "hereby canceled" in parentheses after the date of the document being canceled; e.g., DoD Instruction 3999.1, "Verification of Logistical Support Operations," April 1, 1989 (hereby canceled).  DoD Instructions may not cancel DoD Directives.

C3.1.3.5.  When a reissued DoD Instruction continues to authorize a DoD Publication, cite the Publication.

C3.1.3.6.  Do not cite Military Department or joint-Service publications in DoD Instructions.

C3.1.3.7.  Use a footnote to show readers precisely where to find documents that are not readily available to all users in the DoD Directives System.

C3.1.3.8.  Do not list unpublished material, such as drafts and documents that usually are not available to readers.

C3.1.3.9.  Do not list documents that you are in the process of canceling.

C3.1.3.10.  References as Enclosures.  Do not include any documents you list in the reference section as an enclosure.

C3.1.4.  Legal Citations (in the reference listing)

C3.1.4.1.  Use a DoD issuance as the reference citation when it has implemented an Executive Order or statute (Public Laws or section of the United States Code (U.S.C.)); e.g., use DoD Directive 5400.7, "DoD Freedom of Information Act Program," May 13, 1988.

C3.1.4.2.  When the DoD issuance implements a section of the U.S.C., list the U.S.C. and its section; e.g., Section 1175 of title 10, United States Code.  You may cite two or more sections; e.g., Sections 10605-10607 of title 42, United States Code.  When more than one section of the U.S.C. is used, identify ALL sections in the reference listing (e.g., Sections 123, 789, 1001, and 4567 of title 10, United States Code).

C3.1.4.3.  If the statute is not included in the U.S.C., list the public law citation and its section when it applies; e.g., Section 999 of Public Law 103-139, "Department of Defense Appropriations Act of 2010," November 11, 2010.  Verify the proper statutory authority with the Office of the General Counsel, Department of Defense (OGC, DoD), during the drafting phase.

C3.1.4.4.  Use the Code of Federal Regulations (CFR) citation when referencing a document that has been published in the CFR (e.g., Title 41, Code of Federal Regulations, Part 101.20, "Management of Buildings and Grounds," current edition).  Use the Federal Register (FR) citation for documents that have been published in the FR but not in the CFR (e.g., 88 CFR 6789).
 

Figure C3.F2.  Samples of the Format for Listing References

C3.1.5.  Guidelines for Sections of DoD Instructions.  Develop sections of DoD Instructions, as follows:

C3.1.5.1.  REISSUANCE AND PURPOSE.  (See figures C3.F3. and C3.F4.)  Give the reason for the DoD Instruction and identify the following:

C3.1.5.1.1.  State that the DoD Instruction reissues, supersedes, or replaces another one.  DoD Instructions MAY NOT cancel DoD Directives.

C3.1.5.1.2.  State that this DoD Instruction authorizes (or, continues to authorize) a DoD Publication.

C3.1.5.1.3.  Identify any DoD Executive Agents who receive responsibilities in the Instruction.

C3.1.5.1.4.  Identify any boards, panels; etc., that the DoD Instruction establishes.
 

Figure C3.F3.  Samples of the Format for the PURPOSE Section

C3.1.5.2.  APPLICABILITY AND SCOPE

C3.1.5.2.1.  Identify to whom the Instruction applies.  Use the standard wording for the APPLICABILITY section.

C3.1.5.2.2.  The SCOPE must be in a separate paragraph or paragraphs and identifies other Agencies not listed in the standard paragraph in this section.  (See figure C3.F5.)
 

C3.1.5.3.  DEFINITIONS (if applicable)

C3.1.5.3.1.  Define terms unique to this Instruction.

C3.1.5.3.2.  List definitions in alphabetical order.

C3.1.5.3.3.  Use Joint Pub 1-02⁴ for military terms.  Inform the Director, Directives and Records Division, WHS, about terms that do not appear in Joint Pub 1-02, but that you feel need to be there.

C3.1.5.3.4.  If terms are less than half a page, list them in this section of the Instruction.  Otherwise, list them in enclosure 2, unless you have no more than six references.  Then, make the definitions page enclosure 1.
 

C3.1.5.4.  POLICY.  DoD Instructions contain brief policy statements which a higher-level document has already authorized.  They shall be no more than one and two paragraphs long.
 

Figure C3.F7.  Samples of the Format for the POLICY Section

C3.1.5.5.  RESPONSIBILITIES

C3.1.5.5.1.  Identify key officials who shall implement the policy and procedures that the DoD Instruction identifies.  The originator of the DoD Instruction shall identify its organizational responsibilities first.

C3.1.5.5.2.  In DoD Instructions, the Principal Staff Assistants (PSAs) assign responsibilities to the Deputy Under or Deputy Assistant Secretaries, the Directors of Defense Agencies, and the Directors of DoD Field Activities.  The originating PSA may assign responsibilities to another DoD Component if a DoD Directive authorizes it.

C3.1.5.5.3.  When an Instruction assigns responsibilities for an Assistant Secretary of Defense (ASD), name the Under Secretary of Defense (USD) who has authority over them.  (See figure C3.F8.)

C3.1.5.5.4.  An originating ASD may not assign responsibilities to a USD who is overseeing them; rather, the USD is responsible for and shall sign the Instruction.
 

C3.1.5.6.  PROCEDURES.  In DoD Instructions, clearly outline procedures step by step, including how the user shall implement the policy.  Be precise and clear so that the DoD Components do not need to prepare implementing or supplementing documents.  (See figure C3.F14.)

C3.1.5.7.  INFORMATION REQUIREMENTS (if applicable)

C3.1.5.7.1.  In this section, identify forms, formats, reporting requirements or record-keeping systems for information that the Agency needs from the user.  Also include statements about canceled information requirements.

C3.1.5.7.2.  Refer to DoD Directive 8910.1 (reference (d)) for policies for managing and controlling information requirements.

C3.1.5.7.3.  Use DoD 8910.1-M (reference (e)) for information on how you shall establish, revise, and cancel information requirements; obtain information from the public, non-DoD Federal Agencies, the DoD Components; and operate reports management programs.  Contact the Director of Information Operations and Reports (DIOR), WHS, for help with information requirements.

C3.1.5.7.4.  Use DoD Instruction 7750.7 (reference (f)) for information on policies for the DoD Forms Management Program.  For help with forms, contact DIOR, WHS.

C3.1.5.7.5.  Use DoD Directive 8320.1 and DoD 8320.1-M (references (g) and (h)) for information on policies and procedures for the DoD Data Elements and Codes Program.  Contact the Office of the Assistant Secretary of Defense for Command, Control, Communications, and Intelligence for help with data elements and codes.

C3.1.5.8.  EFFECTIVE DATE.  Use the phrase, "This Instruction is effective immediately," unless you specify otherwise.  (See figure C3.F9.)
 

Figure C3.F9.  Samples of the Format of the EFFECTIVE DATE Section

C3.1.5.9.  Signature.  The PSAs sign DoD Instructions.  Leave 5 blank line spaces for signature.

C3.1.5.10.  Enclosures

C3.1.5.10.1.  Use enclosures for material that you have not identified in the reference listing, but that you mentioned in the text of the issuance.

C3.1.5.10.2.  They shall be originals or camera-ready copies.

C3.1.5.10.3.  Other DoD issuances SHALL NOT be used as an enclosure.

C3.1.5.10.4.  List the enclosures on the signature page.

C3.1.5.10.5.  Continued references are enclosure 1.

C3.1.5.10.6.  Definitions are enclosure 2.

C3.1.5.10.7.  Align the words "Enclosures - 2" flush with the left margin, indenting the list in increments 1/4 of an inch.

C3.1.5.10.8.  Identify the enclosures using an "E"  before the enclosure number.  For example, enclosure 1 is identified using "E1."  preceding the title of the enclosure.  (See figure C3.F10.)

C3.1.5.11.  Attachments to Enclosures.  List attachments on the last page of an enclosure in the same manner as listing enclosures at the end of the main body of the Instruction.  Attachments shall be originals or camera-ready copies.  (See figure C3.F10.)
 

Figure C3.F10.  Samples of How to List Enclosures and Attachments to a DoD Instruction

C3.1.5.12.  Use of "See."  When "see" is used as directional material at the end of the sentence the phrase should be a stand-alone sentence and placed in parentheses.  (See figure C3.F11.)
 

Figure C3.F11.  Sample of the Use of the Word "See"

C3.2.1.  Writing Style

C3.2.1.1.  Write DoD Instructions clearly and concisely.  Organize their contents to address what the readers know, what they do not know, what they shall do with the information, and the results they expect to gain.  Apply the following general principles and grammar:

C3.2.1.1.1.  Use short simple words and limit sentences to one thought.  Keep sentences brief (average of 20 or fewer words).

C3.2.1.1.2.  Use parallel construction (the same grammatical structure for similar or related ideas).  (See figure C3.F12.)
 

Figure C3.F12.  Example of Parallel Construction in DoD Instructions

C3.2.1.1.3.  Write in the active voice (name an actor with the action immediately after) because it is more direct and forceful; e.g., "The Chair shall forward one information copy of the board meeting minutes to the members."

C3.2.1.1.4.  When possible, use paragraph headings to highlight important concepts so the reader may see at a glance what the paragraph is about.  Avoid long, rambling, disjointed paragraphs, especially those with many subparagraphs.

C3.2.1.1.5.  Helping Verbs.  Use a helping verb to express the degree of obligation, as illustrated in the following table:

Table C3.T1.  Use of Helping Verbs in DoD Instructions

C3.2.1.1.6.  Gender-Specific Language.  Use the phrase "he and she," rather than writing "he" or "she" separately as generic pronouns.  (See Appendix 2.)

C3.2.1.1.7.  Personal Pronouns.  Do not use the personal pronouns "I" and "me."

C3.2.1.1.8.  Abbreviations and Acronyms

C3.2.1.1.8.1.  Write out the full name of any acronyms or abbreviations used and place the acronym or abbreviation in parentheses the first time it appears in the text, but only if you use it more than once.  Generally, you should not use the articles "the," "a," and "an" before abbreviations and acronyms; e.g., write "OSD," and "MARS," not "the OSD" and "a MARS" when used as a unit modifier or adjective.

C3.2.1.1.8.2.  Exceptions to subparagraph C3.2.1.1.8.1., above:

C3.2.1.1.8.2.1.  Department of Defense and United States.  When using those terms as adjectives, write the abbreviations without parentheses.  Lower-case the "o" when using the acronym "DoD."  When using them as nouns, spell them out and omit the abbreviations.  For example, "It is DoD policy to rely on the assistance of civilian employees within the Department of Defense.  This policy has been implemented throughout the United States."

C3.2.1.1.8.2.2.  Chairman of the Joint Chiefs of Staff; Joint Chiefs of Staff; or Joint Staff.  ALWAYS use "The Chairman of the Joint Chiefs of Staff" in DoD Instructions.  NEVER use the acronyms CJCS or JCS.

C3.2.1.1.8.2.3.  OSD Principal Staff Assistants.  (See subparagraph C1.2.10., above.)

C3.2.1.1.8.2.4.  ALWAYS use "the" when referring to "DoD Components."

C3.2.2.  Sources of English Usage.  Use the following order of authority when you have questions about punctuation, capitalization, spelling, numerals, compound words, etc.:

C3.2.2.1.  "List of Preferred Terms Used in DoD Issuances."  (See Appendix 2.)

C3.2.2.2.  "List of Hyphenated Unit Modifiers Used in DoD Issuances."  (See Appendix 3.)

C3.2.2.3.  United States Government Printing Office Style Manual and Word Division Supplement to that Manual⁵ (current editions).

C3.2.2.4.  Webster's New Collegiate Dictionary (current edition).

C3.2.2.5.  The Chicago Manual of Style.⁶

C3.2.3.  Format

C3.2.3.1.  Numbering System

C3.2.3.1.1.  Always use the DoD Directives System numbering system to identify where you are in the Instruction, especially when you are looking at the document on a computer screen.  (See section C1.6., above.)

C3.2.3.1.2.  Do not use tabs between section, paragraph, and subparagraph numbers and the text.  Use two spaces.

C3.2.3.1.3.  Do not use the automated feature to generate section, paragraph, and subparagraph numbers in Microsoft Word.
_______________

⁵  Copies may be obtained via the Internet at http://www.access.gpo.gov/styleman

C3.2.3.1.4.  Use the three identifiers in the numbering system of section, paragraph, and subparagraph.  (See figure C1.F13.)
 

Figure C3.F13.  Example of the Numbering System for DoD Instructions

C3.2.3.1.5.  Indent each paragraph level every other tab, setting the first tab at .25.  Do not use more than six tabs (no lower than the fifth subparagraph level).

C3.2.3.1.6.  Implied Section.  When there is no section heading, use an implied section concept.  The paragraph number always starts at the second level of the numbering system regardless of whether or not you have a section heading.

C3.2.3.1.7.  Enclosure Numbering.  Apply the same numbering structure when identifying sections, paragraphs, or subparagraphs in an enclosure.  Place an "E," showing that the information is in an enclosure, followed by the enclosure number, in front of the identifier.  For example, when numbering an area in enclosure 1, place "E1." before the identifier.

C3.2.3.1.8.  Attachment Numbering.  Use the same numbering structure when identifying sections, paragraphs, or subparagraphs in an attachment to an enclosure.  Place an "E" and the enclosure number plus an "A" showing that the information is in an attachment to an enclosure, followed by the attachment number, in front of the identifier.  For example, when numbering an area in attachment 1 to enclosure 1 place "E1.A1." before the identifier.  (See figure C3.F13., above.)

C3.2.3.1.9.  Figure and Table Numbering.  The same rules apply for figures and tables.  For figures an "F" is used.  For tables a "T" is used.  Place the number and title at the top of the figure or table.

C3.2.3.2.  Page Numbering

C3.2.3.2.1.  Center the page number 1/2 inch from the bottom of the page, beginning with page 1.

C3.2.3.2.2.  Number the pages consecutively with Arabic numerals from page 1 through the end of the document.