Medical and Public Health Law Site
DoD Directives

TABLE OF CONTENTS

Page
FOREWORD 2
TABLE OF CONTENTS 3
FIGURES 5
TABLES 6
REFERENCES 7

 
CHAPTER 1 - GENERAL INFORMATION 8
  C1.1.  REISSUANCE AND PURPOSE 8
  C1.2.  DEFINITIONS 8
  C1.3.  POLICY 11
  C1.4.  RESPONSIBILITIES 12
  C1.5.  INTERNAL REVIEW 17
  C1.6.  NUMBERING SYSTEM AND RECORDS MANAGEMENT 17

 
CHAPTER 2 - DoD DIRECTIVES 20
  C2.1.  HOW TO PREPARE DoD DIRECTIVES 20
  C2.2.  CHARTERS 33
  C2.3.  STYLE AND FORMAT 33
  C2.4.  CLASSIFIED DoD DIRECTIVES 38

 
CHAPTER 3 - DoD INSTRUCTIONS 48
  C3.1.  HOW TO PREPARE DoD INSTRUCTIONS 48
  C3.2.  STYLE AND FORMAT 60
  C3.3.  CLASSIFIED DoD INSTRUCTIONS 65

 
CHAPTER 4 - DoD PUBLICATIONS 71
  C4.1.  HOW TO PREPARE DoD PUBLICATIONS 71
  C4.2.  STYLE AND FORMAT 79
  C4.3.  CLASSIFIED DoD PUBLICATIONS 85

 
CHAPTER 5 - ADMINISTRATIVE INSTRUCTIONS (AIs) 86
  C5.1.  HOW TO PREPARE AIs 86
  C5.2.  STYLE AND FORMAT 99
  C5.3.  CLASSIFIED AIs 104

TABLE OF CONTENTS, Continued

CHAPTER 6 - CHANGES AND CANCELLATIONS TO DoD ISSUANCES 116
  C6.1.  CHANGES DoD ISSUANCES 116
  C6.2.  CANCELLATIONS 117

 
CHAPTER 7 - COORDINATION AND SUBMISSION OF FINAL ISSUANCES FOR SIGNATURE 127
  C7.1.  COORDINATION 127
  C7.2.  SUBMISSION OF FINAL ISSUANCE FOR SIGNATURE 130
  C7.3.  FINAL REVIEW AND SIGNATURE ON DoD DIRECTIVES 132
  C7.4.  FINAL REVIEW AND SIGNATURE ON DoD INSTRUCTIONS, PUBLICATIONS, AND
              ADMINISTRATIVE INSTRUCTIONS
133
  C7.5.  RETENTION OF COORDINATION 134

 
CHAPTER 8 - PRINTING AND DISTRIBUTION 141
  C8.1.  UNCLASSIFIED DoD ISSUANCES 141
  C8.2.  CLASSIFIED AND SENSITIVE 141

 
APPENDICES
  AP1.  Appendix 1, SAMPLES OF FORMAT AND STYLE OF REFERENCE CITATIONS
              FREQUENTLY USED IN DoD ISSUANCES
144
  AP2.  Appendix 2, LIST OF PREFERRED TERMS USED IN DoD ISSUANCES 146
  AP3.  Appendix 3, LIST OF HYPHENATED UNIT MODIFIERS USED IN DoD ISSUANCES 161
  AP4.  Appendix 4, EDITING SYMBOLS 162

FIGURES

Figure Title Page
C1.F1. Directive-Type Memorandum Issued by the Secretary or Deputy Secretary of Defense 15
C1.F2. Directive-Type Memorandum Issued by a Principal Staff Assistant 16
C2.F1. Sample of the SUBJECT Line 20
C2.F2. Sample Formats for Listing References 23
C2.F3. Samples of the Format for the PURPOSE Section 25
C2.F4. Samples of the Format for the REISSUANCE AND PURPOSE Section 26
C2.F5. Samples of the Format for the APPLICABILITY AND SCOPE Section 27
C2.F6. Samples of the Format for the DEFINITIONS Section 28
C2.F7. Sample of the Format for the POLICY Section 29
C2.F8. Samples of the Format for the RESPONSIBILITIES Section 30
C2.F9. Samples of the Format of the EFFECTIVE DATE Section 31
C2.F10. Sample of How to List Enclosures and Attachments to a DoD Directive 32
C2.F11. Sample of the Use of the Word "See" 33
C2.F12. Example of Parallel Construction in DoD Directives 34
C2.F13. Example of the Numbering System for DoD Directives and Instructions 36
C2.F14. Sample DoD Directive 40
C3.F1. Sample of the SUBJECT Line 48
C3.F2. Samples of the Formats for Listing References 51
C3.F3. Samples of the Format for the PURPOSE Section 52
C3.F4. Samples of the Format for the REISSUANCE AND PURPOSE Section 53
C3.F5. Samples of the APPLICABILITY and the APPLICABILITY AND SCOPE Section 54
C3.F6. Samples of the Format for the DEFINITIONS Section 55
C3.F7. Samples of the Format for the POLICY Section 56
C3.F8. Samples of the Format for the RESPONSIBILITIES Section 57
C3.F9. Samples of the Format of the EFFECTIVE DATE Section 58
C3.F10. Sample of How to List Enclosures and Attachements to a DoD Instruction 59
C3.F11. Sample of the Use of the Word "See" 60
C3.F12. Example of Parallel Construction in DoD Instructions 60
C3.F13. Example of the Numbering System for DoD Instructions 63
C3.F14. Sample DoD Instruction 67
C4.F1. Parts of a DoD Publication 72
C4.F2. Sample DoD Publication Cover 73
C4.F3. Sample DoD Publication Foreword 75
C4.F4. Sample DoD Publication Table of Contents 76
C4.F5. Example of the Numbering System for DoD Publications 82
C5.F1. Sample of the Subject Line 86
C5.F2. Samples of the Format for Listing References 89
C5.F3. Samples of the Format for the PURPOSE Section 90
C5.F4. Samples of the Format for the REISSUANCE AND PURPOSE Section 91
C5.F5. Samples of the Format for the APPLICABILITY AND SCOPE Section 92

FIGURES, Continued

Figure Title Page
C5.F6. Samples of the Format for the DEFINITIONS Section 94
C5.F7. Samples of the Format for the POLICY Section 95
C5.F8. Samples of the Format for the RESPONSIBILITIES Section 96
C5.F9. Samples of the Format for the EFFECTIVE DATE Section 97
C5.F10. Samples of How to List Enclosures and Attachements to an AI 98
C5.F11. Sample of the Use of the Word "See" 98
C5.F12. Example of Parallel Construction in an AI 99
C5.F13. Example of the Numbering System for AIs 101
C5.F14. Sample AI 105
C6.F1. Cover Memorandum for an Administrative Change to a DoD Directive 118
C6.F2. Cover Memorandum for a Substantive Change to a DoD Directive 119
C6.F3. Cover Memorandum for the Cancellation of a DoD Directive 120
C6.F4. Cover Memorandum for an Administrative Change to a DoD Instruction or Publication 121
C6.F5. Cover Memorandum for a Substantive Change to a DoD Instruction or Publication 122
C6.F6. Cover Memorandum for the Cancellation of a DoD Instruction or Publication 123
C6.F7. Cover Memorandum for an Administrative Change to an Administrative Instruction 124
C6.F8. Cover Memorandum for a Substantive Change to an Administrative Instruction 125
C6.F9. Cover Memorandum for the Cancellation of an Administrative Instruction 127
C7.F1. Action Memorandum for a DoD Directive 135
C7.F2. Action Memorandum for a DoD Instruction or Publication 136
C7.F3. Action Memorandum for an Administrative Instruction 137
C7.F4. Sample of an SD Form 106, "DoD Directives System Coordination Record 138
C7.F5. Sample of a List of Coordinating Officials for DoD Instruction 1234.5 140
C8.F1. Sample SD Form 120 142
C8.F2. Sample Distribution List for S-0101.50 143

TABLES

Table Title Page
C2.T1. Use of Helping Verbs in DoD Directives 34
C3.T1. Use of Helping Verbs in DoD Instructions 61
C4.T1. Types of DoD Publications 71
C4.T2. Use of Helping Verbs in DoD Publications 80
C5.T1. Use of Helping Verbs in AIs 99
C7.T1. Abbreviations for Frequently Used Ranks in the Services                                    132

REFERENCES

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

(b) Sections 113 and 125, et seq. of title 10, United States Code

(c) Section 191 of title 10, United States Code

(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

C1.  CHAPTER 1

GENERAL INFORMATION

C1.1.  REISSUANCE AND PURPOSE

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.  DEFINITIONS

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.  POLICY

It is DoD policy that:

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.  RESPONSIBILITIES

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.


Figure C1.F1.  Directive-Type Memorandum Issued by the Secretary or Deputy Secretary of Defense


Figure C1.F2.  Directive-Type Memorandum Issued by a Principal Staff Assistant

C1.5.  INTERNAL REVIEW

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.  NUMBERING SYSTEM AND RECORDS MANAGEMENT

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.  CHAPTER 2

DoD DIRECTIVES

C2.1.  HOW TO PREPARE DoD DIRECTIVES

DoD Directives are limited to a maximum of eight pages (INCLUDING ENCLOSURES).  Organize DoD Directives as follows:

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


Figure C2.F4.  Samples of the Format for the REISSUANCE AND 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.
 


Figure C2.F6.  Samples of the Format for the DEFINITIONS Section

_______________
1   Copies may be obtained, via Internet at http://www.dtic.mil/doctrine/jel/doddict/index.html

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.)
 


Figure C2.F8.  Samples of the Format for the RESPONSIBILITIES Section

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"

C2.2.  CHARTERS

The Director of Organizational and Management Planning (O&MP), in the Office of the DA&M, OSD, develops charters in coordination with the Principal and staff of the organization being addressed in the charter, or with the OSD PSA with oversight responsibility for the Agency, Activity, DoD Executive Agent, or other entity being addressed.  Charters are published as DoD Directives and describe the management arrangements of OSD PSAs, Defense Agencies, DoD Field Activities, DoD Executive Agents, and other organizational entities, as required.  Organizational charters define missions, functions, responsibilities, relationships, and authorities.  Additionally, charters for boards, councils, and committees address administration and operations.

C2.3.  STYLE AND FORMAT

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

Helping Verbs Degree of Restriction
Shall Action is mandatory.
May Action is optional.

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

3  Copies may be obtained via the Internet at http://www.bkstor.com

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.  CLASSIFIED DoD DIRECTIVES

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.
 


Figure C2.F14.  Sample DoD Directive

C3.  CHAPTER 3

DoD INSTRUCTIONS

C3.1.  HOW TO PREPARE DoD INSTRUCTIONS

Organize DoD Instructions as follows:

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


Figure C3.F4.  Samples of the Format for the REISSUANCE AND 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.)
 


Figure C3.F5.  Samples of the APPLICABILITY and the APPLICABILITY AND SCOPE Section

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.
 


Figure C3.F6.  Samples of the Format for the DEFINITIONS Section

___________
4  Copies may be obtained, via Internet at http://www.dtic.mil/doctrine/jel/doddict/index.html

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.
 


Figure C3.F8.  Samples of the Format for the RESPONSIBILITIES Section

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.  STYLE AND FORMAT

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

Helping Verbs Degree of Restriction
Shall Action is mandatory.
May Action is optional.

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

6  Copies may be obtained via the Internet at http://www.bkstor.com

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.

C3.2.3.3.  Underlining

C3.2.3.3.1.  Underline headings of sections, paragraphs, subparagraphs, enclosures, attachments, figures, and tables in DoD Instructions.  Do NOT underline to show emphasis.  Use CAPITAL letters to show emphasis.

C3.2.3.3.2.  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).

C3.2.3.3.3.  Underline the titles of key officials in the RESPONSIBILITIES section (but not the word "The" that precedes titles).  (See subparagraph C3.2.1.1.8.2.4., above.)

C3.2.3.4.  Bold Type and Italics.  Do NOT use bold type for emphasis in DoD Instructions.  Use CAPITAL letters to emphasize a word or words in the text of Instructions.  Do NOT use italics when issuing or reissuing a DoD Instruction.  Italics are only used when indicating changes to the issuance.  (See Chapter 6.)

C3.2.3.5.  Bullets and Dashes.  Do NOT use bullets and dashes in DoD Instructions.  All material shall have text or numbered identification.

C3.2.3.6.  Figures, Graphics, and Tables.  When figures, graphics, or tables are used:

C3.2.3.6.1.  Place small figures, graphics, or tables on the same page close to the text they support.  If a large figures, graphics, or tables are used in the issuance, place them on self-contained pages.

C3.2.3.6.2.  Label, number as a figure or table, and refer to the figures and tables in the text.

C3.2.3.6.3.  Photographs, other graphics, and artwork for DoD Instructions shall be submitted with the final DoD Instruction for publishing.  Photographs smaller than 8 1/2- by 11-inches shall be affixed to pages as page layouts.

C3.2.3.6.4.  Figures, graphics or tables shall NOT contain color.

C3.2.3.7.  Forms.  Camera-ready copies of DD and SD forms and good quality copies of other forms shall be submitted for publishing.  Camera-ready copies of DD and SD forms are available from the DIOR, WHS.  When a form is used as a graphic illustration, fill it out as an example to show how it shall be used.  Use the most recent edition of the form.

C3.2.3.8.  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 Instructions.

C3.2.3.9.  Editing Symbols.  Editing symbols are identified in Appendix 4.

C3.2.3.10.  Change Bars.  Use change bars in the margins of pages to identify changes on each line in DoD Instructions.

C3.2.3.11.  Companion DoD Directive.  When there is a companion DoD Directive being processed during the same time as the DoD Instruction, the Directive MUST be signed first.  The DoD Instruction shall be held until AFTER the DoD Directive has been signed.

C3.3.  CLASSIFIED DoD INSTRUCTIONS

C3.3.1.  As prescribed by DoD 5200.1-R and DoD 5200.1-PH (references (i) and (j)), a classified DoD Instruction shall follow these procedures:

C3.3.1.1.  An abbreviated security classification of the DoD Instruction shall precede the DoD issuance number (e.g., DoD Instruction C-1244.5).

C3.3.1.2.  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.

C3.3.1.3.  The security classification is indicated for each section, paragraph, and subparagraph throughout the text.

C3.3.2.  A classified DoD Instruction shall be formatted in same manner as an unclassified DoD issuance.

C3.3.2.1.  The 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 Instruction.

C3.3.2.2.  Annotate warning notices and restrictive markings, if necessary.

C3.3.2.3.  Annotate the "Classified By" line and declassification and downgrading instructions at the bottom of the FIRST page of the issuance.

C3.3.3.  For distribution of classified DoD issuances, see Chapter 8.
 


Figure C3.F14.  Sample DoD Instruction

C4.  CHAPTER 4

DoD PUBLICATIONS

C4.1.  HOW TO PREPARE DoD PUBLICATIONS

C4.1.1.  Types of DoD Publications.  The DoD Directives System identifies DoD Publications by letter suffixes.  (See table C4.T1.)

Table C4.T1.  Types of DoD Publications

Type Suffix Definition
Catalog -C A detailed listing that describes or indexes a collection of information.
Directory -D A list of information, such as addresses, functions, affiliations, usually in alphabetical order or by class.
Guide -G A DoD Publication that explains "how to" perform a certain task.
Handbook -H A concise reference book on technical, factual, or instructional material about a particular subject that is not likely to change.
Index -I An optional cross-reference tool that lists material to guide the user.
Inventory -INV A list that itemizes related material(s) or activities in a group.
List -L An itemized record or catalog of information.
Manual -M A document that outlines procedures and usually contains examples to help users perform specific tasks.
Module -MOD Specific learning objectives and activities that are self-instructional and self-paced.  It may contain charts, graphs, fill-in blanks, and examples as learning aids.
Pamphlet -PH A DoD Publication having no more than 64 pages.
Plan -P A document that presents military details to prepare users in advance for an operation.
Regulation -R A document that implements, interprets, or prescribes procedures.
Standard -STD A DoD Publication containing technical directions and regulatory material.

C4.1.2.  Organization of DoD Publications.  Prepare DoD Publications, as follows.  (See figure C4.F1.)

C4.1.2.1.  Cover

C4.1.2.1.1.  The originating OSD Component designs the cover.  (See figure C4.F2.)

C4.1.2.1.2.  Insert the following information:

C4.1.2.1.2.1.  The DoD seal.

C4.1.2.1.2.2.  The DoD Publication number (in the upper right corner).  A DoD Publication carries the prefix "DoD" followed by its authorizing Directive or Instruction number, then a dash, and, finally, the capital letter identifying the type of DoD Publication; e.g., "DoD 5025.1-M."  When you need to issue a Publication that has no authorizing issuance, an existing Directive or Instruction shall be changed to authorize it.

C4.1.2.1.2.3.  A brief title in 10 words or less.  Do not use the same title as the DoD Directive or Instruction that authorizes it.

C4.1.2.1.2.4.  The date (month/day/year) the DoD Publication is signed.

C4.1.2.1.2.5.  The name of the responsible OSD Component centered at the bottom of the cover.

C4.1.2.1.2.5.1.  Use the title of the PSA signing the foreword on the cover.

C4.1.2.1.2.5.2.  If a designated Deputy Under Secretary or Deputy Assistant Secretary signs the foreword, use the name of the Office of the PSA; e.g., Office of the Assistant to the Secretary of Defense for Public Affairs.

C4.1.2.1.2.5.3.  If officials from different organizations sign the foreword, the names of their organizations shall appear on the cover.
 


Figure C4.F1.  Parts of a DoD Publication


Figure C4.F2.  Sample DoD Publication Cover

C4.1.2.2.  Front Matter.  Use this to introduce the main parts of a DoD Publication.  Type the Publication number on the first line in the upper right corner, 1/2 inch from the top of the page, with the date that is on the cover directly beside it (e.g., DoD 5025.1-M, October 1, 2001).  Insert both on each page beginning with the front matter throughout the Publication.  Number the pages consecutively throughout the Publication, beginning with page two, the foreword.

C4.1.2.2.1.  Foreword.  The PSAs or the designated Deputy Under Secretary or Deputy Assistant Secretary shall prepare the foreword on letterhead, and date (with month, day, and year) and sign it.  (See figure C4.F3.)  The cover shall have the same date as the foreword.  (See figure C4.F2.)  Use plain bond if officials from different organizations sign the foreword.  In the foreword, you shall:

C4.1.2.2.1.1.  Identify the authorizing DoD Directive or Instruction and state the purpose of the Publication.

C4.1.2.2.1.2.  Include a cancellation statement if the DoD Publication reissues or incorporates other material, such as a DoD Instruction, or supersedes other documents.  DoD Publications may not cancel or imply that they are canceling a DoD Directive.  A DoD Publication may cancel and replace a DoD Instruction if the PSA who is responsible for the DoD Instruction signs the foreword.

C4.1.2.2.1.3.  Include an applicability statement.

C4.1.2.2.1.4.  Include an effective date.

C4.1.2.2.1.5.  Identify a mailing address where users may send comments or recommended changes.

C4.1.2.2.1.6.  Identify the Internet address where the DoD Publication is available.  Also identify secondary distribution of the Publication, such as the Defense Technical Information Center or National Technical Information Service (when applicable).  (See section C4.3., below, and Chapter 6.)
 


Figure C4.F3.  Sample DoD Publication Foreword

C4.1.2.2.2.  Table of Contents.  List the title and beginning page number of each part of the Publication.  The table of contents shall not include title headings below the section level (unless there is no section level; in such case go no lower than the first main paragraph level).  (See figure C4.F4.)
 


Figure C4.F4.  Sample DoD Publication Table of Contents

C4.1.2.2.3.  Figures (if applicable).  List the titles of diagrams and illustrations that appear in the Publication on the figure page and their page number.  (See figure C4.F4.)

C4.1.2.2.4.  Tables (if applicable).  List the titles and page numbers for tables on the table page.  (See figure C4.F4.)

C4.1.2.2.5.  References

C4.1.2.2.5.1.  List references in the order they appear in the text.  All documents mentioned in the text shall be cited in the reference listing.

C4.1.2.2.5.2.  When you are canceling one issuance with another, place the words "hereby canceled" in parentheses after the date of the document; e.g., DoD Instruction 3999.1, "Verification of Logistical Support Operations," April 1, 1998 (hereby canceled)."  A DoD Publication may cancel a DoD Instruction or another DoD Publication.  It is not authorized to cancel a DoD Directive.

C4.1.2.2.5.3.  Do not cite Military Department or joint-Service publications in DoD Publications.  If they implement a DoD issuance you may refer to them in the text of DoD Publications.

C4.1.2.2.5.4.  Use a footnote to show readers precisely where they may find documents that are not readily available to all users in the DoD Directives System.

C4.1.2.2.5.5.  Do not list unpublished material, such as drafts and documents that usually are not available to readers.

C4.1.2.2.5.6.  Do not list documents that you are in the process of canceling.

C4.1.2.2.5.7.  References as Appendices.  Do not include any documents you list in the reference section as an appendix.

C4.1.2.2.6.  Legal Citations (in the reference listing)

C4.1.2.2.6.1.  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.

C4.1.2.2.6.2.  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).

C4.1.2.2.6.3.  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.

C4.1.2.2.6.4.  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).
 

C4.1.2.2.7.  Definitions (if applicable)

C4.1.2.2.7.1.  Define terms unique to this Publication.

C4.1.2.2.7.2.  List terms appearing in the DoD Publication with their meanings in alphabetical order.

C4.1.2.2.7.3.  Use Joint Pub 1-02 for military terms.  Inform the Director, Directives and Records Division, WHS, about terms that do not appear in the Joint Pub 1-02, but that you feel need to be there.

C4.1.2.2.7.4.  When 1 page or less, include in the front matter.  When more than 1 page, include as an appendix.  For specific guidelines, see subparagraph C2.1.5.3., above, and figure C4.F4.

C4.1.2.2.8.  Abbreviations and/or Acronyms (if applicable).  When the Publication has a large number of abbreviations and/or acronyms, create an alphabetical list that identifies them.  (See figure C4.F4.)

C4.1.2.2.9.  Introduction (if applicable).  You may include an introduction in the front matter if similar information does not appear in the foreword or the main body of the text.  Include any introductory information within the first main body of the Publication (e.g., chapter, section, or part) rather than a separate entity in the front matter.

C4.1.2.2.10.  Preface.  Use a foreword instead of a preface.

C4.1.2.2.11.  Acknowledgments.  Do not include acknowledgments.

C4.1.2.2.12.  Copyright Material.  Only use copyright material with the copyright owner's written consent.  You shall provide a copy of this to the Director, Directives and Records Division, WHS, before they may publish the DoD Publication.

C4.1.2.2.13.  Disclaimers.  Do not use disclaimers.

C4.1.2.3.  Main Body.  Divide this part into chapters followed by sections, each with subject headings.  You may divide sections into paragraphs and subparagraphs.

C4.1.2.4.  Back Matter

C4.1.2.4.1.  Appendices.  List appendices at the end of the table of contents.  (See figure C4.F4.)

C4.1.2.4.2.  Bibliographies.  Only use bibliographies when you need to refer users to documents for additional reading.  Do not refer to bibliographic entries in the text or list them as cited references.  Do not include bibliographies as appendices.

C4.1.2.4.3.  Index.  Use an index to list key words in a DoD Publication with references to their section, paragraph, or subparagraph number.  Include the heading, subheadings, cross-references, and their section, paragraph, or subparagraph numbers in each index entry.  Identify the index at the end of the table of contents.

C4.2.  STYLE AND FORMAT

C4.2.1.  Writing Style

C4.2.1.1.  Write DoD Publications 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:

C4.2.1.1.1.  Use short simple words and limit sentences to one thought.  Keep sentences brief (average of 20 or fewer words).

C4.2.1.1.2.  Use parallel construction (the same grammatical structure for similar or related ideas).

C4.2.1.1.3.  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."

C4.2.1.1.4.  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, and disjointed paragraphs, especially those with many subparagraphs.

C4.2.1.1.5.  Helping Verbs.  Use a helping verb to express the degree of obligation, as shown below in table C4.T2.

Table C4.T2.  Use of Helping Verbs in DoD Publications

Helping Verb Degree of Restriction
Shall Action is mandatory.
May Action is optional.

C4.2.1.1.6.  Gender-Specific Language.  Use the phrase "he and she," rather than writing "he" or "she" separately as generic pronouns.  (See Appendix 2.)

C4.2.1.1.7.  Personal Pronouns.  Do not use the personal pronouns "I" and "me."

C4.2.1.1.8.  Abbreviations and Acronyms

C4.2.1.1.8.1.  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, do 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.

C4.2.1.1.8.2.  Exceptions to subparagraph C4.2.1.1.8.1., above:

C4.2.1.1.8.2.1.  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."

C4.2.1.1.8.2.2.  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 Publications.  NEVER use the acronyms CJCS or JCS.

C4.2.1.1.8.2.3.  OSD Principal Staff Assistants.  Identify those OSD officials who are Presidential appointments, Assistants to the Secretary of Defense, and OSD Directors or equivalents who report directly to the Secretary or Deputy Secretary of Defense.

C4.2.1.1.8.2.4.  ALWAYS use "the" when referring to "DoD Components."

C4.2.1.1.9.  Policy.  DoD Publication may contain a brief policy statement that is no more than one or two paragraphs long, which a higher-level document has already authorized.

C4.2.2.  Sources of English Usage.  Use the following order of authority when you have questions about punctuation, capitalization, spelling, numerals, and compound words, etc.:

C4.2.2.1.  "List of Preferred Terms Used in DoD issuances."  (See Appendix 2.)

C4.2.2.2.  "List of Hyphenated Unit Modifiers Used in DoD Issuances."  (See Appendix 3.)

C4.2.2.3.  United States Government Printing Office Style Manual7 and Word Division Supplement to that Manual (current editions).

C4.2.2.4.  Webster's New Collegiate Dictionary (current edition).

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

C4.2.2.5.  The Chicago Manual of Style.8

C4.2.3.  Format

C4.2.3.1.  Numbering System

C4.2.3.1.1.  Always use the DoD Directives System numbering system to identify where you are in the DoD Publication, especially when you are looking at the document on a computer screen.  (See figure C4.F5.)

C4.2.3.1.2.  Do not use tabs between section, paragraph, and subparagraph numbers and the text.  Use two spaces.

C4.2.3.1.3.  Do not use the automated feature to generate section, paragraph, and subparagraph numbers in Microsoft Word.

C4.2.3.1.4.  Use the three identifiers in the numbering system of section, paragraph, and subparagraph shown in figure C4.F5., below.
 


Figure C4.F5.  Example of the Numbering System for DoD Publications

C4.2.3.1.5.  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).

C4.2.3.1.6.  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.

________________
8  Copies may be obtained via the Internet at http://www.bkstor.com

C4.2.3.1.7.  Appendix Numbering.  In DoD Publications, apply the same numbering structure when identifying sections, paragraphs, or subparagraphs in an appendix.  Place an "AP" showing that the information is in an appendix, followed by the appendix number, in front of the identifier.  For example, when numbering an area in Appendix 2, place "AP2." before the identifier.

C4.2.3.1.8.  Attachment Numbering.  Use the same numbering structure when identifying sections, paragraphs, or subparagraphs in an attachment to an appendix.  Place an "AP" and the appendix number, plus an "A" showing that the information is in an attachment to an appendix, followed by the attachment number, in front of the identifier.  For example, when numbering an area in Attachment 1 to Appendix 1, place "AP1.A1." before the identifier.  (See figure C2.F5., above for sample attachment numbering.)

C4.2.3.1.9.  Figure and Table Numbering.  The same rules apply for figures and tables.  For figures an "F" is used.  For tables a "T" is used.  (See figure C4.F4., above for examples of figure and table numbering in a table of contents.)  Place the number and title at the top of the figure or table.

C4.2.3.2.  Page Numbering

C4.2.3.2.1.  Center the page number 1/2 inch from the bottom of the page, beginning with page 1.  For DoD Publications, the cover is numbered as page 1.

C4.2.3.2.2.  Number the pages consecutively with Arabic numerals from page one through the end of the document.

C4.2.3.3.  Underlining

C4.2.3.3.1.  Underline headings of chapters, sections, paragraphs, subparagraphs, appendices, figures, tables, and attachments in DoD Publications.  Do not underline to show emphasis.  Use all CAPITAL letters to show emphasis.

C4.2.3.3.2.  Underline definitions and their abbreviations or acronyms (but not the meanings).

C4.2.3.3.3.  Underline the titles of key officials in the RESPONSIBILITIES section (but not the word "The" that precedes titles or the abbreviation that follows).

C4.2.3.4.  Bold Type and Italics.  Do not use bold type for emphasis in DoD DoD Publications.  Use CAPITAL letters to emphasize a word or words in the text of Publications.  Do not use italics when issuing or reissuing a DoD Publication.  Italics are only used when indicating changes to the issuance.

C4.2.3.5.  Bullets and Dashes.  Do NOT use bullets and dashes in DoD Publications.

C4.2.3.6.  Figures, Graphics, and Tables.  When figures, graphics, or tables are used:

C4.2.3.6.1.  Place small figures, graphics, or tables on the same page close to the text they support.  If large figures, graphics, or tables are used in the issuance, place them on self-contained pages.

C4.2.3.6.2.  Label, number as a figure or table, and refer to the figures and tables in the text.  (See subparagraph C4.2.3.1.9.)

C4.2.3.6.3.  Photographs, other graphics, and artwork for DoD Publications shall be submitted with the final DoD Publication for publishing.  Photographs smaller than 8 1/2- by 11-inches shall be affixed to pages as page layouts.

C4.2.3.6.4.  Figures, graphics or tables shall NOT contain color.

C4.2.3.7.  Forms.  Camera-ready copies of DD and SD forms and good quality copies of other forms shall be submitted for publishing.  Camera-ready copies of DD and SD forms are available from the DIOR, WHS.  When a form is used as a graphic illustration, fill it out as an example to show how it shall be used.  Use the most recent edition of the form.

C4.2.3.8.  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.  (See subparagraph C4.2.2.3., above, for an example.)  Do not use the term "NOTE:" in DoD Publications.

C4.2.3.9.  Editing Symbols.  Editing symbols are identified in Appendix 4.

C4.2.3.10.  Change Bars.  Use change bars in the margins of pages to identify changes on each line in DoD Publications.

C4.3.  CLASSIFIED DoD PUBLICATIONS

C4.3.1.  As prescribed by DoD 5200.1-R and DoD 5200.1-PH (references (i) and (j)) a classified DoD Publication shall follow these procedures:

C4.3.1.1.  An abbreviated security classification of the DoD Publication shall precede the DoD issuance number (e.g., DoD C-1244.5-R).

C4.3.1.2.  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.

C4.3.1.3.  The security classification is indicated for each section, paragraph, and subparagraph throughout the text.

C4.3.2.  A classified DoD Publication shall be formatted in same manner as an unclassified DoD issuance.

C4.3.2.1.  The 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 Publication.

C4.3.2.2.  Annotate warning notices and restrictive markings, if necessary.

C4.3.2.3.  Annotate the "Classified By" line and declassification and downgrading instructions at the bottom of the FIRST page of the issuance.

C4.3.3.  For distribution of classified DoD issuances, see Chapter 8.

C5.  CHAPTER 5

ADMINISTRATIVE INSTRUCTIONS (AIs)

C5.1.  HOW TO PREPARE AIs

Organize AIs as follows:

C5.1.1.  Headers

C5.1.1.1.  Document Identification.  On the first page, type the words "ADMINISTRATIVE INSTRUCTION NO." in capital letters and the number as the first line of the issuance.

C5.1.1.2.  Page Header.  On page 2 through the last page of the AI, place the AI number 1/2 to 3/4 of an inch from the top of the page.  Leave room for the full date after the AI number on all pages.  Directives and Records Division, WHS staff shall place the date on all pages on the AI has been signed.  See header used in this Manual.

C5.1.1.3.  The Directives and Records Division, WHS staff shall assign a new AI a number after the AI has been signed.

C5.1.2.  Subject Line

C5.1.2.1.  Type the word "SUBJECT" in all caps.  Then, state the AI's title in no more than three lines and in block style.  (See figure C5.F1.)

C5.1.2.2.  Write out the full name of any acronyms or abbreviations used and place the acronym or abbreviation in parentheses.

C5.1.2.3.  Do not use the same subject line for more than one issuance.
 


Figure C5.F1.  Sample of the Subject Line

C5.1.3.  References

C5.1.3.1.  List references in the order they appear in the text.

C5.1.3.2.  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 C5.F2.)

C5.1.3.3.  When an AI 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 C5.F2.)

C5.1.3.4.  When you are canceling one AI with another, place the words "hereby canceled" in parentheses after the date of the document being canceled; e.g., Administrative Instruction 99, "Verification of Logistical Support," April 1, 1989 (hereby canceled).  AIs may not cancel DoD Directives.

C5.1.3.5.  Use a footnote to show readers precisely where to find documents that are not readily available to all users in the DoD Directives System.

C5.1.3.6.  Do not list unpublished material, such as drafts and documents that usually are not available to readers.

C5.1.3.7.  Do not list documents that you are in the process of canceling.

C5.1.3.8.  References as Enclosures.  Do not include any documents you list in the reference section as an enclosure.

C5.1.4.  Legal Citations (in the reference listing)

C5.1.4.1.  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.

C5.1.4.2.  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).

C5.1.4.3.  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.

C5.1.4.4.  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 C5.F2.  Samples of the Format for Listing References

C5.1.5.  Guidelines for Sections of an AI. Develop those sections of an AI as follows:

C5.1.5.1.  REISSUANCE AND PURPOSE.  (See figures C5.F3. and C5.F4.)  Give the reason for the AI and state that the AI reissues, supersedes, or replaces another one.  AIs may not cancel DoD Directives.
 


Figure C5.F3.  Samples of the Format for the PURPOSE Section


Figure C5.F4.  Samples of the Format for the REISSUANCE AND PURPOSE Section

C5.1.5.2.  APPLICABILITY AND SCOPE

C5.1.5.2.1.  Identify to whom the AI applies.

C5.1.5.2.2.  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 C5.F5.)
 


Figure C5.F5.  Samples of the Format for the APPLICABILITY AND SCOPE Section

C5.1.5.3.  DEFINITIONS (if applicable)

C5.1.5.3.1.  Define terms unique to this AI.

C5.1.5.3.2.  List definitions in alphabetical order.

C5.1.5.3.3.  Use Joint Pub 1-029 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.

C5.1.5.3.4.  If terms are less than half a page, list them in this section of the AI.  Otherwise, list them in enclosure 2, unless you have no more than six references.  Then, make the definitions page enclosure 1.
 

_____________
9  Copies may be obtained, via Internet at http://www.dtic.mil/doctrine/jel/doddict/index.html
 


Figure C5.F6.  Samples of the Format for the DEFINITIONS Section

C5.1.5.4.  POLICY.  AIs contain brief policy statements that are no more than one and two paragraphs long, which a higher-level document has already authorized.
 


Figure C5.F7.  Samples of the Format for the POLICY Section

C5.1.5.5.  RESPONSIBILITIES

C5.1.5.5.1.  Identify key officials who shall implement policy and procedures that the AI identifies.  The originator of the AI shall identify its organizational responsibilities first.

C5.1.5.5.2.  In AIs, the Principal Staff Assistants (PSA) assigns responsibilities.  The PSA may assign responsibilities to another DoD Component if a DoD Directive authorizes them to do so.

C5.1.5.5.3.  When an AI assigns responsibilities for an Assistant Secretary of Defense (ASD), identify the Under Secretary of Defense (USD) who has authority over them.  (See figure C5.F8.)
 


Figure C5.F8.  Samples of the Format for the RESPONSIBILITIES Section

C5.1.5.6.  PROCEDURES.  In AIs, 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.

C5.1.5.7.  INFORMATION REQUIREMENTS (if applicable)

C5.1.5.7.1.  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.

C5.1.5.7.2.  Refer to DoD Directive 8910.1 (reference (d)) for policies for managing and controlling information requirements.

C5.1.5.7.3.  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.

C5.1.5.7.4.  Use DoD Instruction 7750.7 (reference (f)) for information on policies for the DoD Forms Management Program.  For help with forms, contact DIOR, WHS.

C5.1.5.7.5.  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.

C5.1.5.8.  EFFECTIVE DATE.  Use the phrase, "This Administrative Instruction is effective immediately," unless you specify otherwise.
 


Figure C5.F9.  Samples of the Format of the EFFECTIVE DATE Section

C5.1.5.9.  Signature.  The Director of Administration and Management or the Director, WHS, signs AIs.

C5.1.5.10.  Enclosures.  Use enclosures for material that you have not identified in the reference listing, but that you mentioned in the text of the issuance.  They shall be originals or camera-ready copies.  Other DoD issuances SHALL NOT be used as an enclosure.  List the enclosures on the signature page.  Continued references are enclosure 1, and definitions are enclosure 2.  Align the words "Enclosures - 2" flush with the left margin, indenting the list in increments 1/4 of an inch.  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 C5.F10.)

C5.1.5.11.  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 AI.  Attachments shall be originals or camera-ready copies.  (See figure C5.F10.)
 


Figure C5.F10.  Samples of How to List Enclosures and Attachments to an AI

C5.1.5.12.  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 parenthesis.  (See figure C5.F11.)
 


Figure C5.F11.  Sample of the Use of the Word "See"

C5.2.  STYLE AND FORMAT

C5.2.1.  Writing Style

C5.2.1.1.  Write AIs 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:

C5.2.1.1.1.  Use short simple words and limit sentences to one thought.  Keep sentences brief (average of 20 or fewer words).

C5.2.1.1.2.  Use parallel construction (the same grammatical structure for similar or related ideas).  (See figure C5.F12.)
 


Figure C5.F12.  Example of Parallel Construction in an AI

C5.2.1.1.3.  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."

C5.2.1.1.4.  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.

C5.2.1.1.5.  Helping Verbs.  Use a helping verb to express the degree of obligation, as illustrated in the following table:

Table C5.T1.  Use of Helping Verbs in AIs

Helping Verbs Degree of Restriction
Shall Action is mandatory.
May Action is optional.

C5.2.1.1.6.  Gender-Specific Language.  Use the phrase "he and she," rather than writing "he" or "she" separately as generic pronouns.  (See Appendix 2.)

C5.2.1.1.7.  Personal Pronouns.  Do not use the personal pronouns "I" and "me."

C5.2.1.1.8.  Abbreviations and Acronyms

C5.2.1.1.8.1.  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.

C5.2.1.1.8.2.  Exceptions to subparagraph C5.2.1.1.8.1., above:

C5.2.1.1.8.2.1.  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."

C5.2.1.1.8.2.2.  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 AIs.  NEVER use the acronyms CJCS or JCS.

C5.2.1.1.8.2.3.  OSD Principal Staff Assistants.  See paragraph C1.2.10., above.

C5.2.1.1.8.2.4.  ALWAYS use "the" when referring to "DoD Components."

C5.2.2.  Sources of English Usage.  Use the following order of authority when you have questions about punctuation, capitalization, spelling, numerals, compound words, etc.:

C5.2.2.1.  "List of Preferred Terms Used in DoD Issuances."  (See Appendix 2.)

C5.2.2.2.  "List of Hyphenated Unit Modifiers Used in DoD Issuances."  (See Appendix 3.)

C5.2.2.3.  United States Government Printing Office Style Manual and Word Division Supplement to that Manual10 (current editions).

C5.2.2.4.  Webster's New Collegiate Dictionary (current edition).

C5.2.2.5.  The Chicago Manual of Style.11

C5.2.3.  Format

C5.2.3.1.  Numbering System

C5.2.3.1.1.  Always use the DoD Directives System numbering system to identify where you are in the AI, especially when you are looking at the document on a computer screen.

C5.2.3.1.2.  Do not use tabs between section, paragraph, and subparagraph numbers and the text.  Use two spaces.

C5.2.3.1.3.  Do not use the automated feature to generate section, paragraph, and subparagraph numbers in Microsoft Word.

C5.2.3.1.4.  Use the three identifiers in the numbering system of section, paragraph, and subparagraph.  (See figure C5.F13.)
 


Figure C5.F13.  Example of the Numbering System for AIs

C5.2.3.1.5.  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).
_____________

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

11  Copies may be obtained via the Internet at http://www.bkstor.com

C5.2.3.1.6.  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.

C5.2.3.1.7.  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.  (See figure C5.F10., above.)

C5.2.3.1.8.  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 C5.F10., above.)

C5.2.3.1.9.  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.

C5.2.3.2.  Page Numbering

C5.2.3.2.1.  Center the page number 1/2 inch from the bottom of the page, beginning with page 1.

C5.2.3.2.2.  Number the pages consecutively with Arabic numerals from page 1 through the end of the document.

C5.2.3.3.  Underlining

C5.2.3.3.1.  Underline headings of sections, paragraphs, subparagraphs, enclosures, attachments, figures, and tables in AIs.  Do not underline to show emphasis.  Use CAPITAL letters to show emphasis.

C5.2.3.3.2.  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).

C5.2.3.3.3.  Underline the titles of key officials in the RESPONSIBILITIES section (but not the word "The" that precedes titles).  (See subparagraph C5.1.5.5., above.)

C5.2.3.4.  Bold Type and Italics.  Do not use bold type for emphasis in AIs.  Use CAPITAL letters to emphasize a word or words in the text of AIs.  Do not use italics when issuing or reissuing an AI.  Italics are only used when indicating changes to the issuance.  (See Chapter 6.)

C5.2.3.5.  Bullets and Dashes.  Do NOT use bullets and dashes in AIs.  All material shall have text or numbered identification.

C5.2.3.6.  Figures, Graphics, and Tables.  When figures, graphics, or tables are used:

C5.2.3.6.1.  Place small figures, graphics, or tables on the same page close to the text they support.  If a large figures, graphics, or tables are used in the issuance, place them on self-contained pages.

C5.2.3.6.2.  Label, number as a figure or table, and refer to the figures and tables in the text.

C5.2.3.6.3.  Photographs, other graphics, and artwork for AIs shall be submitted with the final AI for publishing.  Photographs smaller than 8 1/2- by 11-inches shall be affixed to pages as page layouts.

C5.2.3.6.4.  Figures, graphics or tables shall NOT contain color.

C5.2.3.7.  Forms.  Camera-ready copies of DD and SD forms and good quality copies of other forms shall be submitted for publishing.  Camera-ready copies of DD and SD forms are available from the DIOR, WHS.  When a form is used as a graphic illustration, fill it out as an example to show how it shall be used.  Use the most recent edition of the form.

C5.2.3.8.  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 AIs.

C5.2.3.9.  Editing Symbols.  Editing symbols are identified in Appendix 4.

C5.2.3.10.  Change Bars.  Use change bars in the margins of pages to identify changes on each line in AIs.  (See Chapter 6.)

C5.3.  CLASSIFIED AIs

C5.3.1.  As prescribed by DoD 5200.1-R and DoD 5200.1-PH (references (i) and (j)) a classified AI shall follow these procedures:

C5.3.1.1.  An abbreviated security classification of the AI shall precede the DoD issuance number (e.g., AI C-124).

C5.3.1.2.  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.

C5.3.1.3.  The security classification is indicated for each section, paragraph, and subparagraph throughout the text.

C5.3.2.  A classified AI shall be formatted in same manner as an unclassified DoD issuance.

C5.3.2.1.  The 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 AI.

C5.3.2.2.  Annotate warning notices and restrictive markings, if necessary.

C5.3.2.3.  Annotate the "Classified By" line and declassification and downgrading instructions at the bottom of the FIRST page of the issuance.

C5.3.3.  For distribution of classified DoD issuances, see Chapter 8.
 


Figure C5.F14.  Sample AI

C6.  CHAPTER 6

CHANGES AND CANCELLATIONS TO DoD ISSUANCES

C6.1.  CHANGES TO DoD ISSUANCES

C6.1.1.  A change amends an existing DoD issuance.  A published change implies that the entire issuance is current as of the date of the change.  After five published changes, the DoD issuance shall be reissued.  Interim changes or letter and memorandum notices of changes are not authorized for DoD issuances.

C6.1.2.  Types of Changes

C6.1.2.1.  Substantive Change.  Amends an essential portion of a DoD issuance, such as policy, applicability, responsibilities, purpose, procedures, information requirements, and implementation.

C6.1.2.2.  Administrative Change.  Amends non-substantive portions of a DoD issuance, such as dates of references and organizational symbols.

C6.1.3 How to Make Changes.  The originating office shall:

C6.1.3.1.  Use the most current version of the basic DoD issuance (with past changes incorporated, if applicable).

C6.1.3.2.  Insert changed information into the existing DoD issuance using the editing tools in their word processing program.

C6.1.3.3.  Indicate the changed information using red italics.

C6.1.3.4.  Indicate changed and/or removed information with marginal change bars.

C6.1.3.5.  Indicate deleted information with a strike through during the coordination process.  Once the issuance has been finalized and processed for web publishing, users shall only see a change bar where information has been deleted.

C6.1.3.6.  Forward the changed issuance for coordination and processing according to this Manual.  The SD Form 106 shall be used to coordinate substantive changes.  A memorandum for the Director, WHS, signed by the PSA or Director (for Administrative Instructions), is used to coordinate administrative changes.

C6.2.  CANCELLATIONS

Cancellation of a DoD issuance shall be done in same manner as the issuance of the document.  (See also section C6.1.)

C6.2.2.  An Action Memorandum shall be prepared.  The memorandums shall include:

C6.2.2.1.  The reason for the cancellation.

C6.2.2.2.  The results of the coordination.

C6.2.2.3.  For a classified DoD issuance, downgrading instructions or a statement that the issuance shall continue to be handled according to the original security classification level.  Provide the Director, Directives and Records Division, WHS, with a distribution list and mailing address labels for notifying holders of the issuance.  (See section C7.3. Chapter 7, below.)

C6.2.2.4.  A specific cancellation statement for a DoD Publication authorized by the DoD Directive or Instruction to be canceled.  If the DoD Publication is to remain in effect, the following applies:

C6.2.2.4.1.  Include a statement to change an existing DoD Directive or Instruction in the same subject area, adding language that authorizes the continued life of the Publication and redesignates the Publication number to reflect the new authorizing DoD Directive or Instruction; or

C6.2.2.4.2.  Include a statement indicating that a new DoD Directive or Instruction authorizing the DoD Publication shall be issued in 180 days or that an existing DoD Directive or Instruction shall be amended authorizing the DoD Publication within 90 days.

C6.2.2.5.  A cancellation statement for Report Control Symbols and any forms in the DoD issuance to be canceled.

C6.2.3.  The Director, C&D, shall issue cancellation notices, using SD Forms 106-1 and 106-2 after the cancellation has been approved.
 


Figure C6.F1.  Cover Memorandum for an Administrative Change to a DoD Directive


Figure C6.F2.  Cover Memorandum for a Substantive Change to a DoD Directive


Figure C6.F3.  Cover Memorandum for the Cancellation of a DoD Directive


Figure C6.F4.  Cover Memorandum for an Administrative Change to a DoD Instruction or Publication


Figure C6.F5.  Cover Memorandum for a Substantive Change to a DoD Instruction or Publication


Figure C6.F6.  Cover Memorandum for the Cancellation of a DoD Instruction or Publication


Figure C6.F7.  Cover Memorandum for an Administrative Change to an Administrative Instruction


Figure C6.F8.  Cover Memorandum for a Substantive Change to an Administrative Instruction


Figure C6.F9.Cover Memorandum for the Cancellation of an Administrative Instruction

C7.  CHAPTER 7

COORDINATION AND SUBMISSION OF FINAL ISSUANCES FOR SIGNATURE

C7.1.  COORDINATION

C7.1.1.  Types of Coordination

C7.1.1.1.  Administrative.  Revises non-substantive portions of a DoD issuance, such as dates of references and organizational symbols, and is not coordinated.  If an administrative reissuance is done to comply with Executive, Legislative, or Secretarial requirements, or if the reissuance is a DoD Directive, it shall be coordinated with the GC, DoD.  For administrative changes or reissuances, a memorandum shall be prepared stating that the action is "Administrative in nature, no coordination is required."  (See figure C7.F1.)

C7.1.1.2.  Substantive.  A substantive reissuance that revises essential portions of a DoD issuance, such as policy, applicability, responsibilities, purpose, procedure, and information requirements shall be coordinated.  Coordination shall be done using the SD Form 106, "DoD Directives System Coordination Record."  (See figure C7.F4.)

C7.1.2.  Coordinating Officials

C7.1.2.1.  DoD issuances (or changes) shall be forwardedto the Heads of the DoD Components, who have mutual or related responsibilities for review and concurrence or comments within the designated suspense in Block 5 of the SD Form 106.

C7.1.2.2.  Mandatory Coordinations.  All DoD issuances shall be coordinated with the DA&M, OSD; the GC, DoD; and the IG, DoD.

C7.1.2.3.  DoD Directives.  DoD Directives shall be coordinated at the highest level.  The following paragraphs identify the level of coordination for DoD Directives:

C7.1.2.3.1.  OSD Components.  OSD coordinating officials shall be at the level of PSA or Principal Deputy.  If an ASD, ATSD, or DUSD is under the oversight authority of a USD, the USD may solicit comments from them and include such comments in the USD coordination.

C7.1.2.3.2.  Military Departments.  Coordination shall be at the level of Secretary or Principal Secretariat officials.

C7.1.2.3.3.  Chairman of the Joint Chiefs of Staff.  Coordination for the Chairman of the Joint Chiefs of Staff shall be at the level of the Director or the Vice Director, Joint Staff.

C7.1.2.3.4.  Combatant Commands.  Coordination by the Commanders of the Combatant Commands shall be included in the Chairman of the Joint Chiefs of Staff coordination.

C7.1.2.3.5.  Defense Agencies.  If a Director of a Defense Agency is under the oversight authority of a PSA, the PSA may solicit comments from the Director and include such comments in the PSA coordination.  The Directors of the NSA, NIMA, OT&E, PA&E, and the CIO shall be coordinating officials.

C7.1.2.4.  DoD Instructions, DoD Publications, and Administrative Instructions.  DoD Instructions, DoD Publications, and Administrative Instructions shall be coordinated with the Heads of the DoD Components who have mutual or related responsibilities.  Coordination is encouraged at the same coordinating level for DoD Directives.  The PSA who authorizes the staffing of a DoD Instruction, DoD Publication, or Administrative Instruction may accept coordination from officials at the Deputy Under Secretary, Deputy Assistant Secretary, or equivalent level, who coordinate on subjects in their areas of expertise and responsibility.

C7.1.2.5.  DoD Executive Agents.  The DoD Executive agents that are not OSD Components, but are responsible for maintaining and updating DoD issuances shall comply with this chapter.  The OSD Component shall process the DoD issuance for which the DoD Executive Agent is responsible.  Interim changes or letter and memorandum notices of changes are NOT authorized for DoD issuances.

C7.1.3.  SD Form 106, "DoD Directives System Coordination Record"

C7.1.3.1.  The SD Form 106 shall be used for coordination of DoD issuances.  A separate SD Form 106 shall be used for EACH DoD issuance.  (See figure C7.F4.)  The SD Form 106 shall be used to forward draft DoD issuances to the DoD Components for coordination.  The action officer is responsible for distribution of coordination copies to the DoD components.  The Directives and Records Division DOES NOT make distribution of the coordination copies.  The electronic version of the SD Form 106 may be obtained at http://www.dior.whs.mil/icdhome/forms.htm.

C7.1.3.2.  The SD Form 106 shall be filled out completely and signed by the PSA or the Principal Deputy.

C7.1.3.3.  Copy Requirements

C7.1.3.3.1.  The originating office shall provide two copies of the DoD issuance and SD Forms 106 to the Chief, Directives and Records Division, WHS, for mandatory coordination by the DA&M, OSD.  Additionally, one virus-free 3.5-inch diskette of the DoD issuance in Microsoft Word or in ASCII format shall be provided.

C7.1.3.3.2.  The originating office shall provide one copy of the draft issuance and SD Form 106 to other intended coordinators.

C7.1.4.  Coordination Suspense Date.

C7.1.4.1.  The coordination suspense date for a DoD Directive shall be a maximum of 20 working days from the date the Originating Authorizing Official signs the SD Form 106, "DoD Directives System Coordination Record," unless Secretarial or statutory requirements dictate an earlier suspense.

C7.1.4.2.  For any issuance other than a DoD Directive no more than 45 working days should be required for coordination.

C7.1.5.  Recoordination.  Coordinations shall not be more than 6 months old at the time the Directives and Records Division receives the final package.  Coordinations 6 months old or older shall be reaccomplished.  When circumstances prevent recoordination, the reason for the delay shall be stated in the action memorandum.  When there is a new PSA since coordination took place, recoordination of the DoD issuance with the new PSA is required.

C7.1.6.  Concurrence, Comments and Non-concurrenceSignature on the SD Form 106 indicates concurrence on the DoD issuance as written.  Any DoD Component desiring to comment on an issuance shall do so by memorandum.  Non-concurrences shall be addressed in the action memorandum.  Every effort should be made to obtain coordinations but failing that, the circumstances, including the time allotted and number of attempts to get a response, should be included on the action memorandum for DoD Directives or the forwarding memorandum for Instructions and Publications.

C7.1.7.  Split DoD Issuance.  When it is necessary to divide a DoD issuance into two separate DoD issuances after coordination has been obtained the following shall apply:

C7.1.7.1.  When the original DoD issuance was a DoD Directive, no additional coordination is required (assuming the applicable signature level was obtained).

C7.1.7.2.  When the original DoD issuance was a DoD Instruction and/or Publication, additional coordination is required.

C7.1.7.3.  Explain in the action memorandum the reason for the division; e.g., that the division was necessary to comply with DoD policy in this Manual on the size and nature of DoD issuances or on the recommendation of the GC, DoD.  The original signed coordination shall be used for the DoD Directive.  Copies of the coordination shall be used for the DoD Instruction and/or Publication.

C7.1.8.  Unions Granted National Consultation Rights.  DoD issuances that have substantive changes in conditions of employment, including personnel policies and practices and other non-personnel matters that affect DoD civil service and non-appropriated fund civilian employees will be forwarded to the unions for comment.  Assistance in this coordination requirement may be obtained from the Office of Civilian Personnel Policy and Equal Opportunity, Office of the Under Secretary of Defense for Personnel and Readiness.

C7.2.  SUBMISSION OF FINAL ISSUANCE FOR SIGNATURE

C7.2.1.  The originating OSD or WHS Component shall prepare and proofread the final, single-spaced issuance.

C7.2.2.  The originating OSD or WHS Component shall assemble the issuance in a final package (original set and one copy) composed of the following documents and as listed in subparagraph C7.2.2.1.

C7.2.2.1.  General Guidelines.  The Principal Staff Assistant shall sign the action memorandum.

C7.2.2.1.1.  Format

C7.2.2.1.1.1.  Submit on letterhead.

C7.2.2.1.1.2.  Limit to one page, unless issue is complex and requires greater explanation.

C7.2.2.1.1.3.  Use short, concise and clear bulleted statements.

C7.2.2.1.1.4.  Font: Times New Roman, 13 pitch.

C7.2.2.1.1.5.  Use 1.5 spaces between bullets.

C7.2.2.1.1.6.  Number pages bottom center.

C7.2.2.1.1.7.  Do not staple or use clam clips to assemble.

C7.2.2.1.1.8.  An acronym shall be used after it is spelled out.

C7.2.2.1.1.9.  For DoD Directives, address the memorandum to either the Secretary or Deputy Secretary.  For DoD Instructions, Publications, and Administrative Instructions, address memorandums to the Director, WHS.

C7.2.2.1.1.10.  If an action memorandum is addressed to the Secretary, the Executive Secretary shall determine whether it shall be provided to the Deputy Secretary by initialing the appropriate block on the memo.

C7.2.2.1.2.  Preparation

C7.2.2.1.2.1.  The action memorandum.

C7.2.2.1.2.2.  TAB A: The DoD issuance to be signed.

C7.2.2.1.2.3.  TAB B: Background material (if applicable).

C7.2.2.1.2.4.  TAB C: The List of Coordinating Officials.

C7.2.2.1.2.5.  TAB D: The original coordinations MUST be included in the final package.  These coordinations shall be withdrawn and maintained by the Director, Directives and Records Division.  The package shall not be forwarded to the Deputy Secretary or Secretary of Defense until the Director, Directives and Records Division has received the coordinations.

C7.2.2.1.3.  Coordination

C7.2.2.1.3.1.  Coordination with the DA&M, OSD; the GC, DoD; and the IG, DoD are mandatory for ALL DoD issuances.

C7.2.2.1.3.2.  List of Coordinating Officials.  (See figure C7.F5.)

C7.2.2.1.3.2.1.  Include name, organization, position, and date coordinated.  Coordination must be obtained from the Head of the DoD Component involved, or, in their absence, the Principal Deputy.

Table C7.T1.  Abbreviations for Frequently Used Ranks in the Services

Rank Army Navy Air Force Marine Corps
O-5 LTC CDR Lt Col LtCol
O-6 COL CAPT Col Col
O-7 BG RADM Brig Gen Bgen
O-8 MG RADM Maj Gen MajGen
O-9 LTG VADM Lt Gen LtGen
O-10 GEN ADM Gen Gen

C7.2.2.1.3.2.2.  List all non-concurrences and include non-concurrence comments as a part of the coordination tab.

C7.2.2.1.3.2.3.  If coordination was attempted, but not accomplished, then it should be stated on the coordination sheet; provide the amount of time allotted.  Every effort should be made to obtain coordinations but failing that, the circumstances, including the time allotted and number of attempts to get a response, should be included on the action memorandum for DoD Directives or the forwarding memorandum for Instructions and Publications.

C7.2.2.1.3.3.  When the original coordination is not available, the action officer shall certify directly on the copy: "I hereby certify that this is a true copy of an authentic original."

C7.2.2.1.3.4.  Indicate "accepted" or "rejected" in the margin of each comment received.  When a comment is rejected, provide a brief reason for the rejection.

C7.2.3.  Computer Diskettes.  One virus-free 3.5-inch diskette of the DoD issuance in MS-Word 97 or higher or in ASCII format.  Each diskette shall be labeled with a file name.

C7.2.4.  The Distribution List, Mailing Address Labels, and SD Forms 120.  For classified DoD issuances a distribution list, two sets of mailing address labels, and completed SD Forms 120 shall be provided.

C7.3.  FINAL REVIEW AND SIGNATURE ON DoD DIRECTIVES

C7.3.1.  The OSD or WHS Component shall forward an unsigned pre-final package to the Director, Directives and Records Division, WHS.

C7.3.1.1.  The Director, Directives and Records Division, WHS, shall review the package and prepare the Directive for placement on the Internet.

C7.3.1.2.  After the review is completed, the Director, Directives and Records Division, WHS, shall return the package to the OSD or WHS Component for incomplete staff work, discrepancies to be resolved, or the preparation of the final package and signature on the action memorandum.

C7.3.2.  The final package shall consist of:

C7.3.2.1.  The signed action memorandum.

C7.3.2.2.  The DoD Directive.

C7.3.2.3.  The list of coordinating officials.

C7.3.2.4.  The original coordinations.  Insert marginal annotations indicating acceptance or rejection for each comment on the coordination memorandums.  If comments are rejected, state a reason for the rejection.  The coordinations must include CURRENT PSA signatures.

C7.3.3.  The final package (the original set and one copy) shall be forwarded to the Director, Directives and Records Division, WHS, for forwarding to the Deputy Secretary of Defense for signature on the Directive.

C7.3.4.  The signed Directive is returned to the Director, Directives and Records Division, WHS, for processing.  The Director, Directives and Records Division, WHS, shall place the Directive on the Internet and provide the originating OSD or WHS Component with an advance copy.

C7.4.  FINAL REVIEW AND SIGNATURE ON DoD INSTRUCTIONS, PUBLICATIONS, AND ADMINISTRATIVE INSTRUCTIONS

C7.4.1.  The OSD or WHS Component shall forward an unsigned pre-final package to the Director, Directives and Records Division, WHS.

C7.4.1.1.  The Director, Directives and Records Division, WHS, shall review the package and prepare the issuance for placement on the Internet.

C7.4.1.2.  After the review is completed, the Director, Directives and Records Division, WHS, shall return the package to the OSD or WHS Component for incomplete staff work, discrepancies to be resolved, or the preparation of the final package and signature on the action memorandum and issuance.

C7.4.2.  The final package shall consist of:

C7.4.2.1.  The signed action memorandum.

C7.4.2.2.  The DoD issuance.

C7.4.2.3.  The list of coordinating officials.

C7.4.2.4.  The original coordinations.  Insert marginal annotations indicating acceptance or rejection for each comment on the coordination memorandums.  If comments are rejected, state a reason for the rejection.  The coordinations must include CURRENT PSA signatures.

C7.4.3.  The final package (the original set and one copy) shall be forwarded to the Director, Directives and Records Division, WHS, for processing.  The Director, Directives and Records Division, WHS, shall place the issuance on the Internet and provide the originating OSD or WHS Component with an advance copy.

C7.5.  RETENTION OF COORDINATION

The Director, Directives and Records Division, WHS, shall retain the original coordination papers.


Figure C7.F1.  Action Memorandum for a DoD Directive


Figure C7.F2.  Action Memorandum for a DoD Instruction or Publication


Figure C7.F3.  Action Memorandum for an Administrative Instruction


Figure C7.F4.  Sample of an SD Form 106, "DoD Directives System Coordination Record"

Figure C7.F5.  Sample of a List of Coordinating Officials for DoD Instruction 1234.5

Assistant Secretary of Defense
(Reserve Affairs)
Charles Cragin
Assistant Secretary
January 5, 2004
Under Secretary of Defense
(Comptroller)
Alice Maroni
Principal Deputy
January 11, 2004
General Counsel,
Department of Defense
Douglas Dworkin
General Counsel
February 15, 2004
Inspector General,
Department of Defense
Donald Mancusco
Acting Inspector General
January 15, 2004
Director of Administration and
Mangement, OSD
Raymond DuBois
Director
January 7, 2004

C8.  CHAPTER 8

PRINTING AND DISTRIBUTION

C8.1.  PRINTING

C8.1.1.  How DoD Issuances Are Published

C8.1.1.1.  Unclassified

C8.1.1.1.1.  Unclassified issuances are no longer printed and distributed in paper format.  Unclassified issuances that have unlimited release are posted on the Director, Directives and Records Division, WHS unclassified web site located at http://www.dtic.mil/whs/directives.  (See section C8.2. of this chapter.)

C8.1.1.1.2.  DoD Components shall link to the Director, Directives and Records Division, WHS web site for unclassified DoD issuances.  DoD Components shall NOT download and place them on their web sites.

C8.1.1.2.  For Official Use Only (FOUO) and Classified

C8.1.1.2.1.  FOUO and classified issuances are published in paper format.  The originating office determines the distribution of these documents. (See paragraph C8.1.2. and section C8.2. of this chapter.)

C8.1.1.2.2.  FOUO and classified shall not be placed on the unclassified web site.  OSD Components placing classified or sensitive DoD issuances on the SIPRNET site shall notify the Director, Directives and Records Division, WHS of the web address and the posting date.

C8.1.2.  Requirements

C8.1.2.1.  Unclassified.  There are no additional requirements for unclassified DoD issuances that have unlimited release.

C8.1.2.2.  FOUO.  The originating OSD Component shall provide the Directives and Records Division with a distribution list with the complete mailing addresses of the intended recipients, including an attention line and the number of copies to be provided.  (Include two copies for the Director, Directives and Records Division, WHS, 1111 Jefferson Davis Highway, Suite 501, Arlington, Virginia, 22202.

C8.1.2.3.  Classified.  The originating OSD Component shall provide the Directives and Records Division with the following:

C8.1.2.3.1.  A distribution list with the complete mailing addresses of the intended recipients, including an attention line and the number of copies to be provided.  (Include two copies for the Director, Directives and Records Division, WHS, 1111 Jefferson Davis Highway, Suite 501, Arlington, Virginia, 22202.

C8.1.2.3.2.  Two sets of mailing address labels with the complete mailing address for each intended recipient and the number of copies to be distributed.  The two sets of mailing address labels are required for internal and external wrappings of classified material.  The addresses and number of copies on the mailing address labels and distribution list shall be identical.  The mailing address labels shall contain the name of the DoD Components, not the name of an individual.

C8.1.2.3.3.  A completed SD Form 120, "OSD Receipt for Classified Material" for each addressee.  See figure C8.F1., below:
 


Figure C8.F1.  SD Form 120

C8.1.2.3.4.  Use the Defense Postal Service addressee list (available from the OSD mailroom) for the distribution list and mailing addresses labels as shown below in figure C8.F2., below:
 


Figure C8.F2.  Sample Distribution List for S-0101.50

C8.2.  DISTRIBUTION

C8.2.1.  The DoD Components shall assign distribution of their DoD issuances in block 12 on the SD Form 106 using the following designations:

C8.2.1.1.  DISTRIBUTION STATEMENT A.  Approved for public release; distribution is unlimited.

C8.2.1.2.  DISTRIBUTION STATEMENT B.  Approved for release to U.S. Government employees and their contractors; distribution is limited.

C8.2.1.3.  DISTRIBUTION STATEMENT C.  Classified; distribution approved by Office of Primary Responsibility only.

C8.2.2.  If it is required that a distribution statement be changed, the Office of Primary Responsibility shall submit the new distribution assignment in writing to the Director, Directives and Records Division, WHS.

C8.2.3.  Access to Classified and Sensitive DoD Issuances.  After the initial printing and distribution of a classified or limited distributed DoD issuance, the originating OSD Component is responsible for releasing the issuances to requesters.

C8.2.4.  Reprints of Classified and Sensitive DoD Issuances.  Reprints are no longer provided.  The DoD Component shall keep one copy of the DoD issuance to produce additional copies for requesters.

AP1.  APPENDIX 1

SAMPLES OF FORMAT AND STYLE OF REFERENCE CITATIONS FREQUENTLY USED IN DoD ISSUANCES

REFERENCE CITATION FORMAT USED IN REFERENCE(S) SECTION FORMAT USED IN TEXT
Code of Federal Regulations Title 32, Code of Federal Regulations, Part 40, "Standards of Conduct," current edition 32 CFR part 40
Decisions of the Comptroller General Decisions of the Comptroller General, Volume 9, page 23, 1989 9 C.G. 23 (1989) (Volume 9 of the C.G.)
Decisions of the Comptroller General, File B-211373, March 20,1985 C.G.  File B-211373
DoD Directive DoD Directive 1990.2, "Injury Compensation for DoD Employees," March 10, 1980 DoD Directive 1990.2
DoD FAR Supplement (Defense FAR Supplement) Defense FAR Supplement, current edition DFARS
Defense FAR Supplement, Subpart 25.9, "Omission of Examination of Records Clause," April 1984 DFARS, Subpart 25.9 (Subpart 25.9 of the DFARS)
DoD Instruction DoD Instruction 1995.1, "Labor Unions and Management Agreements," December 2, 1988 DoD Instruction 1995.1
DoD Publication DoD 1990.2-R, "Regulations on Injury Compensation for DoD Employees," August 1981, authorized by DoD Directive 1990.2, June 16, 1980 DoD 1990.2-R
Executive Order Executive Order 12564, "Drug-Free Workplace," September 15, 1986 E.O.12564
Federal Acquisition Circular Federal Acquisition Circular 85-49, "Free Enterprising with Incentive," July 1, 1987 FAC 85-49
Federal Acquisition Regulation Federal Acquisition Requlation, Part 10 of the FAR, "Supply and Demand," current edition Part 10 of the FAR
Federal Personnel Manual Federal Personnel Manual, Chapter 930, "Programs for Specific Positions" FPM, Chapter 930 (Chapter 930 of the FPM)
Federal Register Federal Register, Volume 10, page 12345, June 10, 1993 10 FR 12345
Joint Travel Regulations Joint Federal Travel Regulations, Volume 1, "Uniformed Service Members," current edition JFTR, volume 1
Joint Travel Regulations, Volume 2, "Department of Defense Civilian Personnel," current edition JTR, volume 2
Joint Military Publications 1 AR 320-3/AFR 50-1 O/OPNAVINST 3200.25, "DoD Food Program," September 5, 1985 AR 320-3/AFR 50-10/OPNAVINST 3200.25

REFERENCE CITATION FORMAT USED IN REFERENCE(S) SECTION FORMAT USED IN TEXT
Manual for Courts-Martial Manual for Courts-Martial, United States, 1984 MCM, 1984
Manual for Courts-Martial, United States, Paragraph 44, 1989 44 MCM, 1989
Memoranda Secretary of Defense Memorandum, "Regulatory Relief Task Force," October 15, 1989 Secretary of Defense Memorandum
Assistant Secretary of Defense for Health Affairs Memorandum, "Healthcare for Employees," May 13, 1993 ASD(HA) Memorandum
Memorandum of Understanding Memorandum of Understanding between the Department of Defense and the Department of Education, August 16, 1982 MOU
Military Handbook MIL-HNBK-453, "Emergency Traffic Control," December 20, 1982 MIL-HNBK-453
Military Specification MIL-E-876, "Repair Levels for Electronic Modules," February 11, 1989 MIL-E-876
Military Standard MIL-STD-672A "Aviation Calibrations," June 9, 1986 MIL-STD-672A
National Decision Paper National Decision Paper 1, "Disclosure of Nothing," September 8, 1981 NDP 1
National Security Decision Directive National Security Decision Directive No.18, "International Trade and Transfer," July 2, 1990 NSDD 18
Office of Management and Budget Bulletin Office of Management and Budget Bulletin No. 81-17, "Debt Collection," April 27, 1981 OMB Bulletin 81-17
Office of Management and Budget Circular Office of Management and and Budget Circular No. A-73, "Audit of Federal Operations and Programs," March 15, 1978 OMB Circular A-73
Public Law 2 Section 8070 of Public Law 102-172, "The Department of Defense Appropriations Act for Fiscal Year 1992," November 26, 1991 Section 8070 of Pub. L. No. 102-172 (1992)
United States Code 2 Section 801-940 of title 10, United States Code, Uniform Code of Military Justice Sections 801-940 of 10 U.S.C. or 10 U.S.C. 801-940
1 DO NOT reference joint publications in DoD Directives.    
2 Citations shall include the paragraph or section number.    

AP2.  APPENDIX 2

LIST OF PREFERRED TERMS USED IN DoD ISSUANCES

AP2.1.1.  The following is a glossary of terminology, form, and style to ensure that DoD Issuances are prepared in a text that is in simple language, consistent, and clear.  Use Joint Pub 1-0212 for military and associated terms.
Term Preferred Usage or Comment
A
a great deal of much
a minimum of at least
a number of some
abrogate do away with, abolish
accelerate speed up, hasten
accompanied by with
accompany go with
accomplish do
accorded given
accordingly so, then
accrue increase, collect
acronyms Once the acronym has been established, usually the first time the word or phrase with the acronym is introduced, use the acronym consistently throughout the text.
activate start, drive, turn on
active duty Includes active duty for training.  To exclude the training, say "active duty (other than for training)."
Active Reserve capitalized
active service Use when referring to military experience that may be credited toward promotion or retirement.  Do not use "active duty."
adjacent to next to
advantageous helpful
affect to influence (See "effect.")
affix put, attach
afford an opportunity allow, let
after the conclusion of after
aggregate total, sum
all of all
ambassador lowercase

_____________
12   Copies may be obtained, via Internet at http://www.dtic.mil/doctrine/jel/doddict/index.html

Term Preferred Usage or Comment
ameliorate improve
antedate precede
antithesis opposite, contrast
any of any
any place anywhere
apparent clear, plain
appendix plural, "appendices"
appreciable many
approximately about, close, near
are in receipt of received
Armed Forces capitalized
Armed Forces of the United States Used to denote collectively all components of the Army, the Navy, the Air Force, the Marine Corps, and the Coast Guard.13   (Also referred to as the "United States Armed Forces.")
Armed Services Armed Forces or Military Services
arrived at a decision decided
as a basis for for
as a matter of fact in fact
as a means of to
as a result of because of
as of by
as prescribed by under
as to whether whether
ascertain find out, learn
assignment Refers to an order to a particular duty, organization, or station for a long or indefinite time.
assist help, aid
assure ensure
at all times always
at an early date soon
at the present time now
at the time of during
attached hereto attached
attains the age of ... becomes ... years old
attempt try
augment raise, expand, add to, extend, enlarge, increase

_______________
13 When it is operating as a Military Service in the Navy, or under agreement with the Department of Transportation when it is not operating as a Military Service in the Navy. (Use either one.)

Term Preferred Usage or Comment
B
based on the fact that because
be cognizant of know
before-mentioned Avoid
benefit help
biannual, biennial "Biannual," like "semiannual," means twice a year.  "Biennial" means every 2 years.
bimonthly every 2 months ("Semi-monthly" is used to express twice monthly.)
businessman, businesswoman business executive, manager, entrepreneur, business owner
by means of by, with
by virtue of by, under
C
calculate compute
can Action is optional.
cease stop
chairman, chairwoman chair
circumlocutions Avoid pairs of words having the same effect, such as:
   "any and all"
   "authorized and empowered"
   "by and with" (except for Senate confirmation cases)
   "each and all"
   "each and every"
   "final and conclusive"
   "full and complete"
   "full and adequate"
   "full force and effect"
   "null and void"
   "order and direct"
   "over and above"
   "sole and exclusive"
   "terms and conditions"
   "type and kind"
   "unless and until"
  Avoid pairs of words, as shown below, one of which includes the other.
Instead, use the broader or the narrower term, as the meaning requires.
   "any and all"
   "authorized and directed"
   "desire and require"
   "means and includes"
   "necessary or desirable"

Term Preferred Usage or Comment
close proximity near
Coast Guard, U.S. When referring to the Coast Guard while it is under the Secretary of Transportation (in peace), say "the Coast Guard under agreement with the Department of Transportation when it is not operating as a Service in the Navy."
cognizant of aware of, know, understand, comprehend
coincidentally at the same time
Commander-in-Chief Use ONLY when referring to the President of the United States
combine join
comes into conflict conflicts
commence begin
committeeman committee member
compare Use "compare to" when discussing similarities between objects that are different; use "compare with" when discussing similarities or differences between objects that are the same.
concerning about, on
conclude end, close
Congressman, Congressperson Member of Congress or Congressional Representative
consummate complete, bring about
contained in in
contain has
contiguous next to
continuously, continually Often used incorrectly.  The first word means "without interruption"; the second, "intermittently, at frequent intervals."
contribute give
councilman council member
course of time time
crewman crew member
criterion standard, norm
D
daughter and/or son child, children
deem consider
Defense Agency capitalized
demonstrates shows
depart leave
Department of Defense Spell out when used as a noun; abbreviate (DoD) when used as an adjective.
dependent Should be avoided, except to the extent required by law.  For example, the use of the word "dependent" may be required to satisfy explicit statutory requirements about entitlement to benefits and/or privileges.  Instead, use such terms as "family member," "spouse," "parent," "unmarried child" or "beneficiary."

Term Preferred Usage or Comment
depict describe, show
deprivation loss
despite the fact that although, though
detail Refers to a particular duty, organization, or station, except that it is temporary.
determine decide, find
discontinue drop, stop
disseminate issue, circulate, send out
downward adjustment decrease
due to the fact that because, since, due to
during periods when when
during such time while
E
echelons levels
effect (verb) effect (noun) to bring about, to accomplish, make, cause result, impression
effect an improvement improve
effectuate bring about, carry out
elementary simple, basic
elicit draw out, bring out
eliminate cut, drop, end
elucidate explain, clarify
emphasize stress
employ, employed use, used
enclosed herewith enclosed
encompass enclose, include
encounter meet
encourage urge, persuade
endeavor to ascertain find out
enlisted man (woman) enlisted member, enlistee
enumerate count, list
equitable fair
equivalent equal
evident clear
exacerbate make worse
Executive Branch capitalized
Executive Department capitalized
Executive Order Capitalize with a number; e.g., Executive Order (E.O.) 12334.  Lowercase "order" when meaning is general.
Executive Secretary, Office of the Secretary of Defense Executive Secretary of the Department of Defense
exercise care be careful
expedite hasten, speed

Term Preferred Usage or Comment
experience difficulty have trouble
extenuating qualifying, justifying
F
fabricate construct, make, build, invent
facilitate ease, help
failed to did not
father (or mother) Replace with "either parent" or "parent."
feasible possible, practical
Federal capitalized
federally not capitalized
female (or male) Replace with "person" or "individual."
finalize complete, finish
fireman firefighter
for the month of (August) for (August)
for the purpose of for
for the reason that because, since
foreman supervisor, manager
forfeit give up, lose
formulate make, devise, prepare
fullest possible extent as much as possible
fundamental basic
furnish give, supply, send
G
generally Avoid, unless contrasted with "specifically."
give consideration to consider
give encouragement to encourage
government lowercase, except when referring to U.S. Government
grade and rank Use the term "grade" to designate pay grade, such as O-1 or O-2.  Use the term "rank" to refer to the order of precedence or seniority within a grade.
grandfather and/or grandmother Use "grandparent" or "grandparents."
H
has the capability to, of can
have need for need
have the effect of effect
he, him, his Use "he or she" instead of he; "him or her" instead of him; "his or hers" instead of his.
held a meeting met
henceforth from now on
heretofore until now, up to now
husband (or wife) spouse

Term Preferred Usage or Comment
I
identical same
illustrate show
impede block
imperative urgent
implement carry out
in a case in which when, where
in a situation in which when
in addition also, besides, too
in an effort to to
in case if
in conjunction with with
In connection with by, in, for
in lieu of instead of, in place of
in order that so that
in order to to
in regard to about
in relation to related to, for
in spite of the fact that though, although
in the amount of for
in the case of when, where
in the course of during, in, while
in the event of, that if
in the majority of instances usually
in the near future soon
in view of since, because
inception start
incorporate merge, join
indicate show
initial begin, start
innate basic, native, inborn
insure ensure
integrate combine
inter-Service when referring to the Military Services
is authorized and directed shall
is authorized to may
is cognizant of knows
is dependent upon depends on                                                             

Term Preferred Usage or Comment
is directed shall
is entitled to may
is responsible for selecting selects
it is obvious that clearly, obviously
it is the responsibility of ... to shall
J
journeyman trainee, beginner
justify prove
K
L
last and latest These words are not interchangeable.  "Last" means final; "latest," most recent.
least and less Use "least" when more than two persons or things have been mentioned; use "less" when only two have been mentioned.
Legislative Branch capitalized
lengthy long
like Never use "like" to introduce a subject and its verb; e.g., "He wrote as (not "like") he spoke."
locate find
M
magnitude size
mailman mail carrier
make a decision decide
made a determination determine
make application apply
make every effort try
make inquiry regarding inquire
make provisions for provide
male (or female) Replace with "person" or "individual."
man person, human, human being, or individual
manhour work hour, staff hour
mankind humanity, human beings, or humankind
manmade artificial, synthetic, manufactured
manned staffed
manpower human resources, workforce, labor force
manufacture make
Marine Corps See "Navy and Marine Corps."
maximize increase
maximally use "to the maximum extent possible"
may Action is optional.

Term Preferred Usage or Comment
memorandum plural, "memorandums."
military Do not say "military and naval."  The term "military" includes "naval."
Military Departments capitalized the term includes the Reserve components, which include the National Guards
Military Secretaries When referring to the Secretaries of the three Military Departments and the Secretary of Transportation (on the U.S. Coast Guard when it is not operating as a Service in the Navy), say the "Secretary concerned."  When referring only to the Secretaries of the three Military Departments, say "the Secretary of the Military Department concerned," "the Secretary of each Military Department," or "the Secretaries of the Military Departments."  Do not say "the Secretaries of the Army, the Navy, and the Air Force," or "the Secretary of the Army, the Secretary of the Navy, and the Secretary of the Air Force."
Military Services The branches of the Armed Forces of the United States, established by act of Congress, in which persons are appointed, enlisted, or inducted for military service and which operates and is administered within a Military or Executive Department.  The Military Services are the Army, the Navy, the Air Force, the Marine Corps, and the Coast Guard.14   The term "Military Services" includes the Reserve components, which include the National Guards.
minimal least, lowest, smallest
minimally use "at a minimum"
minimize reduce
mitigate lessen, ease
modification change
monitor check, watch
mother (or father) Replace with "either parent" or "parent."
must Action is mandatory.
N
National Command Authorities DO NOT USE.  Refer to the President or Secretary of Defense.
National Guard Special care must be taken with the National Guard.  The State organizations, which are the Army National Guard and the Air National Guard, must be distinguished from their Federal counterparts, which are the Army National Guard of the United States and the Air National Guard of the United States.  Taken together, the former make up the "National Guard."  The latter, however, cannot be lumped together because the Army National Guard of the United States is a component of the Army, whereas the Air National Guard of the United States is a component of the Air Force - both separate Armed Forces.  The National Guard, together with the Navy Militia, make up the organized militia of the 50 States that have been federally recognized.  When members of the National Guard enter active service, they are "called into Federal service."  Once on duty, they are "in Federal service."
Navy and Marine Corps Although they are in the same Military Department, and under the same Secretary, the Navy and the Marine Corps are separate Armed Forces.  Therefore, the term "Navy" should not be used to include the Marine Corps.

____________
14 When it is operating as a Military Service in the Navy, or under agreement with the Department of Transportation when it is not operating as a Military Service in the Navy.  (Use either one.)

Term Preferred Usage or Comment
nebulous vague
necessitate cause, need, require
negligible small trifling
nevertheless however, even so, but
normally Avoid, unless contrasting with "not normal."
not infrequently often
not later than by, before
not often seldom
numerals Express units of measurement, time, and money in figures.  Otherwise, use a figure for the number 10 or more; for a number smaller than 10, write the number out.
numerous many, most
O
obtain get
obviate prevent
officers Do not refer to a civilian official as an "officer."  Refer to a civilian official as a "person," "employee," or "official."
on account of because
on and after July 1, 1979 after June 30, 1979
on behalf of for
on his or her own application at his or her request
on the occasion when, on
originate start, initiate
ought Action is required, unless justifiable reason exists for not taking action.
over Avoid when referring to a number; e.g., "There were more than (not "over") 500 people at the meeting."
owing to the fact that since, because
P
parameters limits, boundaries
parenthetical expressions Avoid parenthetical phrases when they are stronger as part of the sentence.
participate take part
party Avoid, if you mean "person."
per This should not be used for our English article "a."  Avoid the Latin terms, "per annum," "per day."  Instead, use "a year" and "a day."
percentum percent
perform do
per man per person (See "per," above.)
permit let, allow
person If a person is a member of an Armed Force, refer to him or her as a "member," "officer," or "enlisted member" and not as a "person," or "individual."  If not a member of an Armed Force, refer to him or her as a "person."

Term Preferred Usage or Comment
pertaining to about, of, on
policeman police officer
portion part
position place
possess have
practicable possible, workable
practically Vary this overworked word with "virtually," "almost," "nearly."
preclude prevent
predicated based
predominant dominant, main, chief
preeminent chief, outstanding, foremost, first
prepared ready
prevail upon persuade
prevalent widespread
preventative preventive
previous past
previously, previous to, prior to before
probability chance, likelihood
process of preparation being prepared
promulgate issue
prototype first or original, model
provided, provided that if
provides guidance for guides
providing Do not use when meaning is "if" or "provided."  For example, "Providinq low-cost houses is a problem, but the problem will be met provided (or if) the builders get supplies."
provisions of Try to avoid.
Public Law Capitalize.  Cite section and number; e.g., "Section 456 of Public Law 98-176."  Lower-case when the meaning is general; e.g., "those public laws."
purchase buy
pursuant to under
Q
R
reach a decision decide
reason is because because
recipient of gets, got
reflect show

Term Preferred Usage or Comment
regarding on, about
Regular and Reserve Capitalize when referring to the Military Services; e.g., the Regular Army, the Air Force Reserves.
reiterate repeat
relating to on, about
remain stay
remuneration pay, payment
render make, give
repairman repair person, maintenance person (specifically:  plumber, carpenter, electrician..
require (are required to) must
requirement need
Reserve component (or the Reserves) Do not capitalize "component."  Reserves are not appointed or enlisted directly in a Reserve component.  They are appointed or enlisted in an Armed Force as "Reserves." Although they may become members of a particular Reserve component, they do not become members because of any appointment or enlistment in that component.  Therefore, do not say "appointed (or enlisted) in the Air National Guard of the United States."  Say "appointed (or enlisted) as a Reserve for service as a member the Air National Guard of the United States."
Reserve in an Armed Force Reserve of an Armed Force
Reservist uppercase
retain keep
retirement pay retired pay
rudiments first steps, basics
S
salesman sales person, sales agent, sales representative, sales clerk
seaman crew member, sailor
Secretary of Defense Secretary of the Army Secretary of the Navy Secretary of the Air Force Spell out each title in full the first time such a Secretary is referred to.  Later, he or she may be referred to as "the Secretary," unless the full title is necessary to prevent confusion with that of the Secretary of another Department.
seek look for
selection choice
Service Capitalize when referring to a particular Military Service, e.g., "the Army."
Serviceman Use "Service member."
shall be considered to be is
shall or may If a discretionary right, privilege, or power is conferred, use "may."  If a right, privilege, or power is abridged, use "may not."  If an obligation to act is imposed, use "shall."
shall or will Use "shall" as indicator of obligation (in all three persons).  Use "will" when no obligation is being conveyed.

Term Preferred Usage or Comment
should Action is required, unless justifiable reason exists for not taking action.
so as to to
solicit ask for
some of some
son and/or daughter child, children
specified (as in mentioned, listed) named
Specified Command DO NOT USE.  Cite Combatant Command or the specific command.
spokesman spokesperson
State Capitalize when referring to one or more of the United States.
subsequent later, after, next
subsequent to, subsequently next, later, following, then, after
successfully completes or passes completes or passes
T
terminate end
terrible disaster disaster
that and which (to begin restrictive and nonrestrictive clauses) "that" introduces a restrictive clause; "which" introduces a nonrestrictive clause.  A test of whether a clause is one or the other is to omit it.  If omission changes the meaning, results in a statement that doesn't make sense, or is incomplete, the clause is restrictive.  If the clause can be omitted without changing the meaning, it is nonrestrictive.  A restrictive clause is not set off by commas; e.g., "The fish that I caught is a pike."  A nonrestrictive clause generally is set off by commas; e.g., "The talks, which ended Monday, concerned export equipment."
the following this, these
the question as to whether whether
there is no doubt that doubtless, no doubt
this date today
thus so
to call your attention to note
to the extent that as far as
transcend go beyond
transmit send
transpire happen, occur
U
Unified Command DO NOT USE.  Cite Combatant Command or the specific command.
Uniformed Services These are the Army, the Navy, the Air Force, the Marine Corps, the Coast Guard, the Commissioned Corps of the U.S. Public Health Service, and the Commissioned Corps of the National Oceanic and Atmospheric Administration.

Term Preferred Usage or Comment
V
United States Spell out when used as a noun; abbreviate when used as an adjective, as in U.S. Government affairs.  When the definition exceeds the continental limits of the United States, refer to:  The United States, territories and possessions, and all waters and airspace subject to its territorial jurisdiction.
United States Armed Forces See "Armed Forces of the United States."
United States Code capitalized; correct abbreviation, "U.S.C."
U.S. Government capitalized.
until such time as until
upon on
utilize, utilization use
validate confirm
value cost, worth
verbatim word for word, exact
viable workable
virgule (/) Use "and," "or," "and/or" depending on meaning (e.g., instead of production/deployment, use production and deployment, production or deployment, or production and/or deployment).
W
whenever when
whereas since, while
whereby by which
wherein in which, where
whether or not whether, if
which (to begin a nonrestrictive clause) See "that and which," above
widow or widower surviving spouse
wife (or husband) spouse
will Applies only to a statement of future condition; do not use in place of "shall."
with a view to to, for
with reference to on, about
with regard to on, about
with respect to on, about
with the exception of except for
with the purpose of to
workman worker
workman's compensation worker's compensation

Term Preferred Usage or Comment
x-ray as a verb to examine, treat, or photograph with X-rays (noun)
Y
Z

AP3.  APPENDIX 3

LIST OF HYPHENATED UNIT MODIFIERS USED IN DoD ISSUANCES

built-in high-level record-keeping
cargo-handling high-speed retail-level
case-by-case in-depth roll-on, roll-off
combat-ready intelligence-related security-related
common-use joint-interest self-propelled
computer-based joint-Service self-sustaining
container-handling land-based Service-unique
cost-effective large-scale shipboard-installed
cross-country life-cycle short-term
day-to-day live-in single-Service
DoD-appropriated long-distance single-source
DoD-associated long-haul single-user
DoD-established long-range stand-alone
DoD-incurred long-term State-owned
DoD-wide military-controlled tax-exempt
double-spaced minimum-essential technology-sharing
energy-related off-base theatre-specific
exclusive-use off-campus time-phased
first-class off-duty two-person
first-rate off-the-shelf uni-Service
flag-raising on-board up-to-date
full-scale one-time well-informed
full-time part-time work-sharing
general-purpose personnel-intensive X-ray
Government-controlled point-to-point
Government-owned post-development

AP4.  APPENDIX 4



EDITING SYMBOLS