CHAPTER 4: LESSON SPECIFICATIONS
COURSE TITLE: GOLD STAR COURSE
CTS NUMBER:
ENABLING OBJECTIVE AND TEACHING POINTS
FUNDAMENTAL TRAINING: 402.13
1.
PERFORMANCE — Write a memorandum.
2.
CONDITIONS:
A-CR-CCP-116/PC-001
TRAINING DETAILS
5.
TIME:
One 30 minute period.
6.
METHOD/APPROACH:
a.
lecture;
a.
Given — paper and pen; and
b.
demonstration; and
b.
Denied — assistance.
c.
performance.
3.
STANDARD — The cadet must hand write a memorandum for
use in his/her cadet corps.
7.
SUBSTANTIATION — As a Gold star course cadet, they will be
required to organize activities that require the use of memoranda.
4.
8.
TEACHING POINTS:
REFERENCES —
4-3/4-14
a.
the ABCs of military writing;
a.
Army Cadet Reference Book (pages 2-47 à 2-50);
b.
memorandum format; and
b.
A-AD-001/FP-000; and
c.
minuting a memo.
c.
Master Lesson Plan.
9.
TRAINING AIDS:
10. TEST DETAILS — all cadets must complete the confirmation
exercise.
11.
REMARKS —
A-CR-CCP-121/PH-001
A-CR-CCP-121/PT-001
PO 402.13 WRITE A MEMORANDUM
1.
a.
b.
c.
THE ABC’S OF MILITARY WRITING:
Accuracy – memo should be precise, accurate, truthful so it
portrays your situation;
Brevity – be as brief as possible, but do not leave out key facts;
and
Clarity – use short, concise sentences with plain words. The
reader must fully understand want you want when she/he gets
to the end of the page.
2.
MEMORANDUM:
This is considered the most common form of written communication for
inter-office use within the military. For example, memos can be sent to
anyone within your corps, affiliated unit of your local cadet detachment.
It is considered an internal form of correspondence (internal to the
Department of National Defence).
a.
General formatting rules:
1)
use 8 1/2 X 11 paper;
2)
all parts to be left justified;
3)
MEMORANDUM to be at the top in capital letters;
4)
space to be between all elements;
5)
use standard abbreviations, and,
6)
pages are to be numbered.
b.
Components:
1)
head section includes – file number/suffix, date,
addressee, and subject line. An example;
2)
Body includes – references and text; and
3)
Close section includes – signature block (left) and
minute (centre).
3.
a.
b.
c.
MINUTE:
are written replys to memos;
to use a minute – write 1 with a circle around it at the top; and
write a 2 with a circle around it in the bottom, indicate who the
comments are directed, write your brief comments, and close
with a signature block followed with the date.
2-47
A-CR-CCP-121/PT-001
EXAMPLE: MEMORANDUM AND MINUTE
2-48
A-CR-CCP-121/PT-001
When writing external letters and correspondence outside of the
military, the basic principals of writing are the same.
a. General formatting rules:
1)
use 8 1/2 X 11 paper;
2)
all parts to be left justified;
3)
2 spaces to be between all elements, and,
4)
pages are to be numbered. i.e. 1/3, 2/3, 3/3 etc.
b.
Components:
1)
write who you are (name and title) and your address;
2)
file # ( if applicable or replying to a memorandum);
3)
date in full;
4)
name, title and address of whom you are writing to;
5)
Dear Mr., Mrs., Miss or Sir, Madam;
6)
body of letter;
7)
closing paragraph;
8)
signature block, initials only;
9)
rank;
10)
title or appointment; and
11)
area code and phone number (optional).
When writing external correspondence, use common sense and
judgement. You want your letter to be professional. Make sure that
you always use correct grammar and punctuation, and check your
spelling. Full names, titles and dates are used for external
correspondence.
Writing correspondence it does not have to be a scary thought, but it
may be difficult to grasp at first. After your first few memos you will
get the hang of it.
2-49
A-CR-CCP-121/PT-001
EXAMPLE: EXTERNAL CORRESPONDENCE
(Letterhead)
Captain Sean Q. McDonald
Commanding Officer 557 R.C. (Army) C.C.
123 Here Street,
Anytown, ON 1A2 B3C
23 October 2000
Chief Clancy Wigwam
Police Chief – Springfeld Police Department
123 There Street
Springfeld, XX 12345
Dear Sir,
I want to thank you and your staff on behalf of 557 R.C. (Army) C.C.
for the tour of the police station. You and your staff were very helpful
in the education of the cadets on police duties, procedures and
functions.
Many of the cadets liked the tour of the "holding cells" and of course
the police service dogs demonstration.
The doughnuts and
refreshments were also very good.
Once again thank you and your staff for your time and generosity.
Sincerely,
S.R. McDonald
Captain
Commanding Officer
2-50
ROYAL CANADIAN ARMY CADETS
Star Program
Master Lesson Plan
GOLD STAR COURSE
ENABLING OBJECTIVE(S):
REFERENCE(S):
A.
B.
PO: FUNDAMENTAL TRAINING
402.13: Write a Memorandum
A-CR-CCP-121/PH-001 Gold Star Course Training Plan; Chapter 4,
Pages 4-13 to 4-14.
A-CR-CCP-121/PT-001 Cadet Reference Book, Pages 2-47 to 2-50.
SUPPLEMENTARY REFERENCE(S): AD-121-CO1/FP-000 Staff and Writing Procedures.
TRG AID(S):
A.
B.
C.
STUDENT AID(S): A.
B.
METHOD:
OHP
OHP Slides
Letter size paper (8½ X 11) for practice writing
RCAC Reference Book
Pencil and notebook
Lesson, Demonstration and Performance
REVIEW
I
EO 402.12:
1.
TIME: 1 x 30 Minutes
TIME: 2 Minutes
COMPLETE A PARADE STATE
What is the purpose of the parade state?
Answer:
The Parade State is an administrative tool used by military organizations
to account for the whereabouts of its personnel.
2.
What are some of the things included in a parade state?
Answer:
3.
present on parade;
absent or excused from parade;
enrolled on strength;
being struck off strength; and
being taken on strength.
What is something that should be done in the days before a training night to ensure that
the platoon staff will know where all the platoon members will be on the training night?
Answer:
2006-05-04
(i)
(ii)
(iii)
(iv)
(v)
Phone the members of the platoon and ask if they are coming or not.
1/8
INTRODUCTION
TIME: 1 Minute
WHAT:
In this lesson, cadets will be learning about the Memorandum.
WHY:
Written forms of communication are often used for more complex tasks or those that
require planning and organizing. NCO’s will need to write documents as carry out
assigned tasks. The memoranda is the most common form of written communication
used by the CF.
WHERE:
Cadets will use the information contained in this lesson to correctly write memoranda at
their cadet corps or summer training center. The skills acquired will aid in other written
communication while at school.
BODY
I
STAGE 1:
INSTR NOTES
TIME: 7 Minutes
MILITARY WRITING
1.
General: Correspondence in the military is a means of passing
information or coordinating activities between individuals and
organizations. Paperwork does not exist for its own sake but
rather it is a means of making sure that the job gets done.
2.
The ABC’s of Military Writing: The military has many
guidelines regarding correspondence but there are three main
“rules” to keep in mind when writing:
3.
a.
A stands for Accuracy: All that you write in a memo
should be precise, accurate, and truthful. Use only the
facts and write them so they accurately portray your
situation. For example, there is a big difference between a
rucksack weighing a few kilograms and one that weighs
25kg!
b.
B stands for Brevity: In writing a memo, it is important
to be as brief as possible in getting your message across.
No one wants to read your life’s story or work through a
long winding tale in order to understand your message. Be
brief but be sure not to leave out any relevant facts either!
c.
C stands for Clarity: When writing, you must be clear in
your intent. Use short and concise sentences with plain
words to express your ideas. Your reader must be able to
fully understand what you want when he/she gets to the
bottom of the page.
The Memorandum: The memorandum is the most common
2/8
OHP 1
form of written communication for inter-office use in the military
and in many other civilian organizations.
II
III
Other forms of
communication
include:
- letter
- message
a.
Memos can only be sent to other military members within
your immediate area. For example, memoranda can be
sent to anyone within your cadet corps, your affiliated unit,
or the local cadet detachment. The memo is considered an
internal form of correspondence.
b.
Memos are used to pass information when the matter at
hand involves a long, complicated list, an activity that is
far off in the future, or when an official record of decisions
is required. In short, it is good to have such things written
down for future reference.
Some corporations
(e.g. IBM) are
noted for their
insistence on a onepage memo.
c.
Memos can be typed or handwritten. For the purposes of
the Gold Star Course, you may be asked to write or type
your memos depending on your access to a typewriter or
computer. When writing, make sure that your handwriting
is legible (readable); otherwise you should print neatly.
Hint: If you have
messy or hard to
read handwriting,
print your memos.
CONFIRMATION STAGE 1
1.
Discuss the ABC’s of military writing.
2.
What form of correspondence is a memo? To whom could a
memo be sent?
3.
When should you write a memo?
4.
If you have to write a memo by hand, what should you do to make
sure that everyone understands your message?
STAGE 2:
1.
THE MEMORANDUM FORMAT
General Formatting Rules: As you would suspect, the
memorandum always follows a specific format. Some specific
rules that are observed when writing a memo are:
a.
All memos will be written on standard white bond 8 ½ X
11 inch paper;
b.
All parts of the memo are to be left justified;
c.
At the top of the memo, the word “Memorandum” will
appear in capital letters. (ie. MEMORANDUM);
d.
There is to be a space between all elements of the memo
3/8
TIME: 10 Minutes
OHP 2
(paragraphs etc.);
e.
Commonly known standard abbreviations may be used
when applicable such as unit names, rank, and dates (e.g.
Lieutenant would be abbreviated to Lt. and First Battalion,
The Royal New Brunswick Regiment would be 1 RNBR);
and
f.
Pages are to be numbered at the lower left side of the page
with the actual page and the number of pages shown in the
format “current page right slash actual number of pages.”
Thus for the first page of a three page memo, the
numbering would be “1/3”.
2.
Components of the Memorandum: The memo has three major
components. They are the head, the body and the close.
3.
Head: The head of the memo contains all the material preceding
the text and includes:
a.
Originator: The unit where the memo was initiated is
indicated first (in short form). This is optional for a memo
that is staying within your corps.
b.
File Number/Suffix: Next, the file number and file
number suffix is indicated.
(i)
File Number: This is a combination of letters
and/or numbers that is assigned by the person
originating the memo to simplify future
identification. File numbers are not required if the
memo is not going to be filed. If your memo is
going to be filed, you must include a file number.
(ii)
File Suffix: This is the drafter’s (person writing
the memo) short title designation and is found after
the file number in brackets. (eg. 1085-10-1
(Clerk)).
c.
Date: Next, the date the memo was signed is indicated.
The date is always to be given in the format “day month
year” on memos (eg. 30 Sep 03).
d.
Addressee: The authority, individual, or agency for
whom the correspondence is intended.
(i)
An Individual: If you are writing a memo to an
individual, simply identify the person by their title.
For example, if you were writing a memo to the
4/8
Handout #1 Have
the class follow
along as you
discuss the parts of
the memo.
Note: The Admin O
or Chief Clerk can
provide a copy of
the file numbers
you may use.
Training Officer of your corps, you would write
“TrgO”.
(ii)
e.
4.
Group of Individuals: If you have to write a
memo and it needs to go to several persons, you
will use what is called a Distribution List. When
using a distribution list, write in “Dist List” in the
addressee block. See “distribution list” below
under paragraph 2c(iii).
Handout #2
Indicate the “Dist
List” on the
handout.
Subject: The subject is a brief statement of the general
content of the correspondence. A subject heading is typed
or written in uppercase (caps) and underlined. If a subject
line is more than two lines, only the bottom line is to be
underlined.
Body: Includes the references and text of the correspondence:
a.
b.
References: When referring to an item, the term “Ref(s):”
will be used to list of referenced documents. When
referring:
(i)
to another document, the identification will include
the file number, file suffix, and date (e.g. 1085-101 (AdminO) 11 Jun 96);
(ii)
to regulations, they are to be referred to by number
(e.g. QR&O 1.02); and,
(iii)
to a conversation, meeting, or O group, write out
the word that best describes what format the
“conversation” followed, whom the conversation
took place between, and the date it took place (ie
Conversation CWO Smith/Capt Brown 23 Sep-03.)
Text: In the body of the memo, the text will be placed
into numbered paragraphs. These paragraphs should
ideally be organized so that:
(i)
(ii)
(iii)
c.
the first paragraph states to the reader what the
memo intends to discuss;
the second (and subsequent) paragraph(s) discuss
the items introduced in the first paragraph and
gives instructions as necessary; and
the last paragraph closes the memo.
Style and tone: This is left to the discretion of the
5/8
Three Paragraphs:
1. “We like
coffee.”
2. “We like our
coffee black.”
3. “We want our
coffee now.”
originator but he/she must make sure that the text clearly
indicates to the reader:
5.
(i)
who sent the document;
(ii)
to whom the document is for;
(iii)
the date and subject of the document;
(iv)
what action is required from the recipient; and
(v)
how and when that person is to complete the
required action.
d.
Standard grammar and punctuation shall be used in all
correspondence.
e.
Spelling is to be correct. When in doubt, the Concise
Oxford Dictionary is to be used as the authority for the
spelling of English words. Where there is a choice in the
accepted spelling of a word, the British or Canadian
spelling is to be used instead of the American spelling (e.g.
you would use COLOUR instead of COLOR).
f.
Abbreviations: Commonly used abbreviations and
acronyms may be used to save space if they may be
understood by the recipient.
Close: Includes all material below the last line of the body
including:
a.
Signature Block: Contains the same elements for all
documents. Consists of the name, rank (if applicable),
position/appointment, and telephone number (if desired or
available) in the format shown on the OHP.
b.
Annex Listing: If you need to attach something to your
memo to support what you are trying to say, you would
attach it as an annex. Annexes must be referred to in the
main body of the memo and they are listed in order of
capital letters under the heading “Annexes.” On the top
left of any item that is to be used as an annex you should
indicate it as such.
c.
Distribution List: If you wish to send the memo to
multiple addressees as mentioned above, you would use
the heading “Dist List”. Under this heading, there are two
sub headings, Action and Information (Info). You would:
6/8
Handout #1:
Point out the
signature block as
an example of the
proper format.
Handout #2:
Show this as an
example of a Dist
List.
IV
V
VI
(i)
list individuals under “Action” if they are required
to take some action on the memo when it is
received; or
(ii)
list individuals under “Info” if they are not required
to act on the memo but should know what you are
writing about for the purposes of coordination and
avoiding confusion.
CONFIRMATION STAGE 2
1.
When would you write a memo? When would you not?
2.
What are the three main sections of a memo?
3.
What are the sections Action and Info used for in a distribution
list?
4.
What are some general formatting rules that you should keep in
mind when writing a memo?
5.
What are the ABC’s of military writing?
STAGE 3:
TIME: 6 Minutes
MINUTES
1.
General: Minutes are written comments (or replies) that are
added by hand in the clear space on the original memo. In this
way an answer to a memo can be given without having to write a
new memo. It is a form of shorthand that saves everyone time.
2.
How to use minutes: Minutes are numbered in the order they are
added. If you are the first person to add a minute to a memo, you
will:
a.
write “1” with a circle around it near the head of the
memo;
b.
in the clear space as available, write “2” with a circle
around it and indicate who the comments are to be directed
to, write you comments keeping them brief; and
c.
close with a standard signature block followed by the date.
CONFIRMATION STAGE 3
7/8
Handout #3:
Use this as an
example of the use
of a minute.
1.
What are minutes? What are they used for?
2.
What are some components of a minute?
PERFORMANCE CHECK
TIME: 3 Minutes
I.
Cadets must write and minute a memorandum for use in their cadet corps. Use the exercise in
Annex A to test learning.
II
The cadets will complete the exercise in Annex B as a take home assignment. It is to be
collected next week, corrected and returned indicating how the cadets did.
CONCLUSION
TIME: 1 Minute
SUMMARY:
In this lesson cadets have learned how to write a memorandum.
RE-MOTIVATE:
A.
Comment on student progress.
B.
Cadets will use the information they have learned in this lesson to
correctly write memoranda as required.
C.
This is the last lesson in Fundamental Training. The next class will be a
test.
8/8
’s
AbC
of military writing
A is for accuracy
B is for brevity
C is for clarity
402.13 Gold Star
OHP - 1
General Formatting Rules
1. Memos are always written on 8½ X 11
inch white bond paper.
2. All parts of memos are left justified.
3. Memos begin with the capitalized
heading “MEMORANDUM”.
4. There is to be a space between all
elements of a memo (paragraphs etc.).
5. Commonly used abbreviations are used
in memos.
6. Pages are to be numbered at the lower
left of each page. The format is to
indicate the actual page number and
total number of pages separated by a
right slash.
402.13 Gold Star
OHP - 2
ROYAL CANADIAN ARMY CADETS
Star Program
Master Lesson Plan
GOLD STAR COURSE
PO: FUNDAMENTAL TRAINING
ANNEX A to EO 402.13
The Memorandum
Question - Assignment 1
1.
You have been tasked by the RSM to handle the setup for the Valentine’s Day Dance on
14 February. He called you on 02 February and told you that you were responsible for
this.
2.
On a separate sheet of 8 ½ X 11 inch paper, write a memorandum to request the stores
listed below from your supply officer. You will need to arrange a time with him to pick
them up in the afternoon before the dance and will be returning them immediately after the
dance at around 2345h.
3.
A-1/2
a.
key to classrooms;
b.
mine tape to mark out of bounds areas;
c.
5 tables and 15 chairs;
d.
3 steel tubs to use for ice and soft drinks;
e.
access to the corps’ sound system; and,
f.
a flip chart and a marker.
Once you have written the memo, minute it in a different color pen as if you were the
CQMS of the unit indicating that the pickup time for the stores will be 1300h.
ROYAL CANADIAN ARMY CADETS
Star Program
Master Lesson Plan
Answer Guide - Assignment 1
Note: This answer is a suggested guide to the format only.
MEMORANDUM
1085-70-1 (2 PL WO)
5 Feb 97
SupO
REQUEST FOR EQUIPMENT FOR
VALENTINE’S DAY DANCE 14 FEB 97
Ref:
Telcon RSM - 2 Pl WO 2 Feb 97
1.
As reference, I have been tasked with the set up and tear
down for the annual Valentine’s Day Dance.
2.
I request access to the fol stores:
a.
key to classrooms;
b.
mine tape to mark out of bounds areas;
c.
5 tables and 15 chairs;
d.
3 steel tubs to use for ice and soft drinks;
e.
access to the corps’ sound system; and,
f.
a flip chart and a marker.
3.
I will need to sign for this equipment in the early
afternoon before the dance at your convenience. Please inform me
of a time that would be best for you. I intend to return the
stores to you immediately following the dance at around 2345h.
4.
If you have any questions, you can contact me at 555-1234.
C. Bloggins
WO
2 PL WO
A-2/2
ROYAL CANADIAN ARMY CADETS
Star Program
Master Lesson Plan
A-3/2
ROYAL CANADIAN ARMY CADETS
Star Program
Master Lesson Plan
GOLD STAR COURSE
PO: FUNDAMENTAL TRAINING
ANNEX B to EO 402.13
The Memorandum
Question - Assignment 2
1.
Your training officer has informed you that you are to teach a communication lecture to the
green star cadets on 20 February at 1300h. He informed you in an O Group on 15 January
that you will be doing this.
2.
On a separate sheet of 8 ½ X 11 inch paper, write a memorandum to your CQMS
requesting the use of the following stores for the above activity:
3.
B-1/2
a.
10 X PRC 25 Set Radios;
b.
10 X Cotton Ducks;
c.
10 X Batteries PRC 25;
d.
10 X Manpacks; and,
e.
a flip chart and a marker.
Once you have written the memo, minute it in a different color pen as if you were the
CQMS indicating that only 9 radios are available and that these will be available as
requested.
ROYAL CANADIAN ARMY CADETS
Star Program
Master Lesson Plan
Answer Guide - Assignment 2
Note: This answer is a suggested guide to the format only.
MEMORANDUM
1085-70-7 (2 PL WO)
20 Jan 97
SupO
REQUEST STORES FOR LECTURE
Ref:
TrgO’s O Group 15 Jan 97
1.
As reference, I have been tasked with giving instruction to
the green star cadets on the 25 set.
2.
I request access to the fol stores:
a.
10
X
PRC 25 Set Radios;
b.
10 X
Cotton Ducks;
c.
10 X
Batteries PRC 25;
d.
10 X Manpacks; and,
e.
a flip chart and a marker.
3.
I will need to sign for this equipment before lunch on 20
Feb 97 as my lesson is to be given at 1300h on that day. The
equipment will be returned immediately following the lesson at
1430h.
4.
If you have any questions, you can contact me at 555-1234.
C. Bloggins
WO
2 PL WO
B-2/2
ROYAL CANADIAN ARMY CADETS
Star Program
Master Lesson Plan
B-3/2
EO 402.13 Gold Star
The Memorandum
Handout #1
MEMORANDUM
Head Section
1085-70-1 (RSM)
Å File Number/Suffix
1 Apr 03
Å Date
SupO
Å Addressee
REQUEST FOR EQUIPMENT IN
SUPPORT OF ANNUAL INSPECTION PARADE
Å Subject Line
Ref:
Meeting CWO White - Capt Black 28 Mar 03
1.
At reference, I was tasked with the organization of the demonstration phase of the annual
ceremonial review.
2.
Body
Å References
Å Text
In order to complete this task, request the following equipment:
a.
oil for the screwdriver;
b.
3 arctic tent holes;
c.
the key for the parade square;
d.
a sky hook; and
e.
a bucket of steam.
3.
I need to sign for this equipment during the week of 12 Apr 03 at your convenience.
This memo will go on file for next year.
Close Section
C. White
CWO
RSM
Å Signature Block
EO 402.13 Gold Star
The Memorandum
Handout #2
MEMORANDUM
Head Section
1085-70-1 (RSM)
Å File Number/Suffix
1 Apr 03
Å Date
Dist List
Å Addressees
(Distribution List)
REQUEST FOR EQUIPMENT IN
SUPPORT OF ANNUAL INSPECTION PARADE
Ref:
Meeting CWO White - Capt Black 28 Mar 03
1.
At reference, I was tasked with the organization of the demonstration phase of the annual
ceremonial review.
2.
Å Subject Line
Body
Å References
Å Text
In order to complete this task, request the following equipment:
a.
oil for the screwdriver;
b.
3 arctic tent holes;
c.
the key for the parade square;
d.
a sky hook; and,
e.
a bucket of steam.
2.
I need to sign for this equipment during the week of 12 Apr 03 at your convenience.
This memo will go on file for next year.
Close Section
C. White
CWO
RSM
Dist List
Action
SupO
Info
TrgO
Å Signature Block
Å Distribution List
EO 402.13 Gold Star
The Memorandum
Handout #3
MEMORANDUM
Head Section
1085-70-1 (RSM)
Å File Number/Suffix
1 Apr 93
Å Date
SupO
Å Addressee
REQUEST FOR EQUIPMENT IN
SUPPORT OF ANNUAL INSPECTION PARADE
Å Subject Line
Ref:
Meeting CWO White - Capt Black 28 Mar 93
1.
At reference, I was tasked with the organization of the demonstration phase of the annual
ceremonial review.
2.
Body
Å References
Å Text
In order to complete this task, request the following equipment:
a.
oil for the screwdriver;
b.
3 arctic tent holes;
c.
the key for the parade square;
d.
a sky hook; and,
e.
a bucket of steam.
2.
I need to sign for this equipment during the week of 12 Apr 93 at your convenience.
This memo will go on file for next year.
Close Section
C. White
CWO
RSM
Å Signature Block
(left)
Å Minute (center)