OFFICIAL CORRESPONDENCE—EXPLANATIONS—LECTURES
_Official Correspondence_ includes official letters, rolls, returns,
estimates, requisitions, and routine reports.
The _Official Letter_ includes (1) letters to persons in the military
service, (2) letters to persons outside the military service, and (3)
official telegrams.
Number 1 has its particular military form which must be precisely
followed. It consists of
{ The Brief
{ The Body
{ The Ending
{ Indorsements
{ Enclosures
_The Brief_ consists of the following in the order
{ The Heading
{ From Whom Sent
given { To Whom Sent
{ The Subject
An example of a _Brief_ would be:
Hq. Eastern Department,
Governors Island, N. Y., May 21, 1940.
From: The Adjutant.
To: Captain James L. Douglas, 99th Inf.
(Through C. O. Madison Barracks, N. Y.)
Subject: Delay in submitting report.
Another example would be:
Company A, 99th Infantry,
Madison Barracks, N. Y., Jan. 9, 1940.
From: Commanding Officer, Co. A, 99th Inf.
To: The Commanding Officer.
Subject: Insufficiency of shoes.
Another example of a _Brief_ would be:
Madison Barracks, N. Y.,
Jan. 10, 1940.
From: Captain James L. Douglas, 99th Inf.
To: The Adjutant General of the Army
(Through C. O. Madison Barracks, N. Y.)
Subject: Request for leave of absence.
The heading consists of the name of the office, place, and date. In
the first example the name of the office was “Headquarters, Eastern
Department.” In the second, “Company A, 99th Infantry.” In the third,
there was no office named because the letter was written by an
officer as an individual and not as an executive of an organization.
The place is the post-office address of an officer’s station in any
case. “Indefinite expressions of locality, which do not indicate
where the letter was written,”[19] should never be used. The date
is written on the same line as the place, except where no office is
designated; and it is written _not_ as in communications dealing with
combat, but in the ordinary way.
The “From” in the _From Whom Sent_ begins one line (if typed, two
lines) below the heading and at the left-hand margin. It is followed
by the official designation of the writer, or in the absence of any
official designation, the name of writer with his rank and regiment,
corps, or department. The rank is written before the name; and the
regiment, corps, or department after the name.
Directly below the “From” is placed the “To” in _To Whom Sent_,
followed by the official designation or name of the person addressed.
What follows “To” is written in the same manner as what follows
“From.”
Directly below the “To” comes the word “Subject” which is followed by
an expression which will give the gist of the _Body_ of the letter.
This expression will be boiled to a minimum and will not exceed ten
words.
The words “From,” “To,” and “Subject” will be immediately followed by
colons, and the “F,” “T,” and “S” will be on the same vertical line.
The _Body_ of the letter will comprise one subject only. A leave
of absence and a decision, for instance, will not be requested in
the same letter. Two separate communications will be written. This
procedure is merely that of carrying out the principle of unity in
the whole composition. A violation in this regard causes endless
worry to the receiving office and a deserved rebuke for the writer.
When typewritten, the body of the letter will be single-spaced.
Double spaces will be used between paragraphs. The body should begin
on the second fold of the paper.
The paragraphs will be numbered, will each contain _one_ topic, and
will be arranged in a logical sequence of topics.
Thus if we were to write out the _Body_ of the letter for the last
illustration of the _Brief_, we should have it appear about as
follows:
1.—I request a leave of absence for five months to take effect on
or about February 1, 1940.
2.—My reasons for this request are very urgent at this time. I have
had ten years of continuous service without a leave of any kind,
and I feel the need of more than an ordinary rest. Besides, my
private affairs are in such shape that the matter of straightening
them out will require at least all of the period requested.
3.—My address while on leave will be care of Astor Hotel, New York
City.
_The Ending_
{ The Signature.
consists of { The Rank.
{ The Regiment, Corps, or Department.
“Official communications will be signed or authenticated with the pen
and not by facsimiles, and if written by order, it will be stated
by whose order. Signatures will be plainly and legibly written. By
virtue of the commission and assignment to duty, the adjutant of any
command transacts the business or correspondence of that command over
his signature; but when orders or instructions of any kind are given,
the authority by which he gives the order must be stated.”[20]
“The _Body_ of the letter will be followed by the _Signature_. If
the _Rank_ and the _Regiment_, _Corps_ or _Department_ of the writer
appear at the beginning of the letter, they will not appear after his
name; but if they do not appear at the beginning of the letter, they
will follow under his name.”[21]
To illustrate fully what we have said, let us write the _Body_ and
_Ending_ of the first illustration of the _Brief_:
The Department Commander directs that you submit without delay the
report of your recent inspection of the Organized Militia of the
State of New York, and that you also submit an explanation of your
failure to comply with par. 6, S. O. 25, c. s., these headquarters.
J. L. Thurst,
Lieut. Col., 24th Cav.
One-half inch below the Ending of the letter comes the first of the
_Indorsements_, and the succeeding _Indorsements_ follow one another
serially, with a space of about one-half inch between _Indorsements_.
Letters in the military service are not answered in the sense in
which we use the term in civilian life. In other words, the person
who receives a letter does not retain it and reply thereto by
another. Instead he states what he has to say in an _Indorsement_,
which is put down in continuation of the original letter. Thus
everything which has been written in regard to the contents of a
letter appears as a part of the letter when it is finally filed.
When Captain Douglas’ request for leave of absence, for example,
reaches the headquarters of his regiment, it has added to it the
Colonel’s indorsement which appears as follows, provided the Colonel
wishes the Captain to obtain the leave:
1st Ind.
Hq. 99th Inf., Madison Barracks, N. Y., Jan. 11, 1940—
To the Comdg. Gen., Dept. of the East.
Approved recommended.
E. F. Hush,
Colonel, 99th Inf., Comdg.
The serial number of indorsements, the place, the date, and to whom
written, will be written as shown above. When typewritten, they will
be written single-spaced, with a double space between paragraphs.
Should one or more additional sheets be necessary for the _Body_ or
_Indorsements_, sheets of the same size as the first will be added.
Only one side of the paper will be used for writing.
Indorsements of a routine nature such as referring, transmitting,
forwarding, and returning papers, will not be signed with the full
name, but with initials.
When the letter of the Department Commander to Captain Douglas
reaches the Commanding Officer, Madison Barracks, N. Y., who is also
Commanding Officer, 99th Infantry, the latter may do either of two
things. He may simply forward the letter to Captain Douglas without
comment, because he deems the letter sufficient for the purpose; or
he may add a disciplinary word also.
In the first case the indorsement would appear as follows:
1st Ind.
Hq. 99th Inf., Madison Barracks, N. Y., May 23, 1940—To
Captain James L. Douglas, 99th Inf., Forwarded,
A. D. T.
In the second case the indorsement would appear as follows:
1st Ind.
Hq. 99th Inf., Madison Bks., N. Y., May 23, 1940—To
Captain James L. Douglas, 99th Inf.
For compliance.
By order of Colonel Maish,
A. D. Thomas,
Capt. 99th Inf.,
Adjutant.
The _Body_ and _Indorsements_ of letters are signed by the Adjutant
when the letters are addressed to those lower in rank than the
Commanding Officer. They are signed by the Commanding Officer himself
when addressed to those higher in rank than the Commanding Officer.
Letters are never addressed to adjutants.
In connection with indorsements it might be well to quote what Army
Regulations say in their regard.
“Communications, whether from a subordinate to a superior, or
vice versa, will pass through intermediate commanders. This rule
will not be interpreted as including matters in relation to which
intermediate commanders can have no knowledge, and over which they
are not expected to exercise control. Chiefs of War Department
bureaus are intermediate commanders between higher authority and the
officers and enlisted men of their respective corps or departments,
who are serving under the exclusive control of themselves and their
subordinates. Verbal communications will be governed by the same
rules as to channels as written communications. When necessity
requires communications to be sent through other than the prescribed
channel, the necessity therefor will be stated.
Communications from superiors to subordinates will be answered
through the same channels as received.
Except as provided above, all communications, reports, and estimates
from officers serving at a military post, and communications of every
nature addressed to them relating to affairs of the post, will pass
through the post commander.
Officers who forward communications will indorse thereon their
approval or disapproval, with remarks. No communication will be
forwarded to the War Department by a department commander or other
superior officer for the action of the Secretary of War without some
recommendations or expression of opinion.”
It may often be necessary to enclose other letters, certain
documents, or even bulkier material with a letter. Such addition to
a letter is called an _Inclosure_ and is submitted as part of the
letter. _Inclosures_ to the original communication will be noted
on the face of the letter at the left-hand margin opposite the
signature, thus:
2 Incls. J. L. Douglas,
Capt. 99th Inf.
The inclosures themselves will be numbered on the outside. The two
inclosures of the above example would be marked 1 and 2.
If others are added when an indorsement is made, their number will
be noted at the foot of the indorsement and upon themselves, as just
described for the original communication.
If few in number or not bulky, inclosures may be kept inside the
original paper; otherwise they should be folded together in a wrapper
marked “Inclosures.” If kept within the paper they lie between folds
_a_ and _b_ below.
Now that we have discussed in order the different parts of an
official letter to a person in the military service, let us see how
the various parts appear when assembled.
+--------------------------------------------------------------+
{| |
{| |
{| 2039 Company B, 40th Infantry, |
{| Fort William H. Seward, Alaska, July 19, 1912. |
{| |
_a_ {| From: The Commanding Officer, Co. B, 40th Inf. |
{| |
{| To: The Adjutant General of the Army. |
{| (Through military channels.) |
{| |
{| Subject: Philippine campaign badges. |
{| |
{| |
+······························································+
{| |
{| Inclosed are lists in duplicate of enlisted men of |
{| Company B, 40th Infantry, entitled to the Philippine |
{| campaign badge. |
{| John A. Brown, |
{| 2 Incls. Capt., 40th Inf. |
{| |
_b_ {| 824 1st Ind. |
{| |
{| Hq. Ft. William H. Seward, Alaska, July 19, 1912— To the |
{| Comdg. Gen. Dept., of the Columbia. |
{| S. F. Thomas, |
{| 2 Incls. Col., 40th Inf., Comdg. |
{| |
{| (Stamp) Rec’d Western Dept., July 30, 1912. |
{| |
+······························································+
{| |
{| |
{| 8043 2d Ind. |
{| |
{| Hq. Western Dept., San Francisco, Cal., July 31, 1912— To |
{| The Adjt. Gen. of the Army, Washington, D. C. |
{| |
_c_ {| Arthur E. Green, |
{| 2 Incls. Col., Gen. Staff, in absence |
{| of the Department Commander. |
{| |
{| (Stamp) Rec’d A. G. O., Aug. 5, 1912. |
{| |
{| |
+--------------------------------------------------------------+
+--------------------------------------------------------------+
| |
| 1942286 3d Ind. |
| |
| War Dept., A. G. O., Aug. 8, 1912— To the C. O., Co. I, |
| 50th Inf., through the Comdg. Gen., Philippine Department. |
| |
| 1. Information is requested as to whether the records of |
| the company show that Corporal Doe, Co. I, 50th Inf., served |
| in the field against hostile natives on the Island of Panay |
| during July, 1907. |
| |
| 2. The early return of these papers is desired. |
| |
| By order of the Secretary of War: |
| |
| Thomas H. Smith, |
| 2 Incls. Adjt. Gen. |
| |
| (Stamp) Rec’d Phil. Dept., Sept. 14, 1912. |
| |
| |
| 79935 4th Ind. |
| |
| Hq. Philippine Department, Manila, P. I., Sept. 15, 1912—To |
| the C. O., Co. I, 50th Inf., through the Comdg. Gen., Dist. |
| of Mindanao. |
| |
| 2 Incls. A. M. B. |
| |
| (Stamp) Rec’d Dist. Mind., Sept. 24, 1912. |
| |
| |
| 3467 5th Ind. |
| |
| Hq. Dist. of Mindanao, Zamboanga, P. I., Sept. 25, 1912—To |
| the C. O., Co. I, 50th Inf., Camp Keithley, Mind., P. I., |
| through the Post Commander. |
| |
| 2 Incls. S. V. B. |
| |
| |
| 1132 6th Ind. |
| |
| Hq. Camp Keithley, Mind., P. I., Sept. 28, 1912—To the |
| C. O., Co. I, 50th Inf. |
| |
| 2 Incls. E. F. H. |
| |
| (Stamp) Rec’d Co. I, 50th Inf., Sept. 29, 1912. |
| |
+--------------------------------------------------------------+
+--------------------------------------------------------------+
| |
| 512 7th Ind. |
| |
| Co. I, 50th Inf., Camp Keithley, Mind., P. I., Oct. 4, 1912— |
| To the Comdg. Gen., Dist. of Mindanao, through the C. O., |
| Camp Keithley, P. I. |
| |
| 1. Inclosed are extracts from the post orders and morning |
| report of this company, which contain all that there is of |
| record regarding the service of Corporal Doe referred to |
| herein. Inclosed also is affidavit of Corporal Jones as to |
| Corporal Doe’s service. |
| |
| 2. It is believed that the records of the headquarters, |
| District of Mindanao, may contain the information desired. |
| |
| (3 incls. added.) Edward French, |
| 5 Incls. Capt., 50th Inf., Comdg. |
| |
| (Stamp) Rec’d back, Camp Keithley, Oct. 5, 1912. |
| |
| |
| 8th Ind. |
| |
| Hq. Camp Keithley, Mind., P. I., Oct. 5, 1912— To the |
| Comdg. Gen., District of Mind. |
| |
| 5 Incls. A. C. Douglas, |
| Maj., 50th Inf., Comdg. |
| |
| (Stamp) Rec’d back, Dist. Mind., Oct. 6, 1912. |
| |
| |
| 3467 9th Ind. |
| |
| Hq. Dept. of Mindanao, Zamboanga, P. I., Oct. 12, 1912—To |
| the Comdg. Gen., Philippine Department. |
| |
| There is nothing on file at these headquarters bearing on |
| the service of Corporal Doe referred to herein. |
| |
| William Jones, |
| 5 Incls. Brig. Gen., Comdg. |
| |
| (Stamp) Rec’d back, Phil. Dept., Oct. 23, 1912. |
| |
+--------------------------------------------------------------+
+--------------------------------------------------------------+
| |
| 79935 10th Ind. |
| |
| Hq. Philippines Department, Manila, P. I., Oct. 24, 1912— |
| To the Comdg. Gen., Dist. of Mindanao, with directions to |
| withdraw affidavit of Corporal Jones, it being proposed to |
| inclose an affidavit from Sergeant Blank, who is on duty |
| at these headquarters and who is prepared to furnish a |
| more complete affidavit than that furnished by Corporal |
| Jones. By command of Major General White: |
| |
| Andrew Brown, |
| 5 Incls. Adjt. Gen. |
| |
| (Stamp) Rec’d back, Dist. Mind., Nov. 3, 1912. |
| |
| |
| 3467 11th Ind. |
| |
| Hq. Dist. of Mindanao, Zamboanga, P. I., Nov. 4, 1912— To |
| the Comdg. Gen., Philippine Department, the foregoing |
| directions have been complied with. |
| |
| (Incl. 5 withdrawn.) William Jones, |
| 4 Incls. Brig. Gen., Comdg. |
| |
| (Stamp) Rec’d back, Phil. Dept., Nov. 15, 1912. |
| |
| |
| 79935 12th Ind. |
| |
| Hq. Philippine Department, Manila, P. I., Nov. 16, 1912— To |
| the Adjutant General of the Army, inviting attention |
| to the preceding indorsements and to the accompanying |
| inclosures. |
| |
| (1 Incl. added.) |
| |
| 5 Incls. Maj. Gen., Comdg. |
| |
| (Stamp) Rec’d back, A. G. O., Dec. 23, 1912. |
| |
+--------------------------------------------------------------+
The dotted lines on page 1 of the model represent the creases between
the folds _a_, _b_, and _c_. _a_ contains the _Brief_ in the relative
position shown and is folded away from _b_, the crease between the
two being toward the reader. _b_ begins the _Body_ and may contain
it or only a part of it according to its length. _c_ contains the
continuation of the Body or the whole or parts of indorsements, as
the case may be. _b_ and _c_ are folded toward each other, the crease
between the two being away from the reader.
Page 2 contains the body or indorsements of the letter. All pages are
folded as page 1 in three equal folds.
When foolscap is used instead of the ordinary sized letter paper as
above, the only difference is that there is an extra fold. Imagine
this fold to be tacked on to the bottom of page 1 in the example and
to be marked _d_. _d_ and _c_ would be folded just as _b_ and _c_.
The page would contain a third crease and be a fold longer. Otherwise
the letter would be the same as the first one described.
The number at the upper left-hand corner is the filing number of the
office.
It will be noticed in the seventh indorsement that three inclosures
have been added. The whole transaction is noted in the proper place.
The eleventh and twelfth indorsements should be noticed in the same
regard.
Where “stamp” appears in parenthesis, the word does not actually
occur in letters. It indicates that the office which received the
letter noted by means of a rubber stamp at that particular place
on the letter the date on which the communication was received or
received back. In other words, what follows “(Stamp)” was placed
there by some one of the office force as soon as the letter was
received in that office.
The writing on all pages should begin one inch from the top. The
pages, beginning with the first will be numbered serially. The
number will be placed half way between the edges and one inch above
the bottom of the page. In referring to an indorsement by number, the
number of the page will also be given, thus: “5th Ind., page 3.”
All ceremonial forms at the beginning and end of letters such
as “Sir,” “I have the honor,” “I would respectfully,” “Very
respectfully” and the like will be omitted. In referring,
transmitting, forwarding, and returning papers, the expressions
“Respectfully referred,” “Respectfully transmitted,” “Respectfully
forwarded,” and “Respectfully returned,” will also be omitted.
“An officer will not be designated in orders nor addressed in
official communications by any other title than that of his actual
rank.”[22] Wherever appropriate the name should be supplanted by the
title, such as “Commanding Officer, Co. A, 99th Infantry” in place of
“Captain James L. Douglas.”
“All letters and indorsements which are typewritten, excepting
letters of transmittal, reports of taking leave of absence,
periodical reports, and communications of a similar nature, will
be made with two carbon copies. One copy will be retained for the
records of the office in which the letter was written, and the other
will be forwarded with the communication for the files of the first
office in which a complete copy is required for the records, but such
copy will not be regarded as an enclosure. It will be initialed by
the person responsible for the communication.”
“In official correspondence between officers or between officers
and officials of other branches of the public service, and
especially in matters involving questions of jurisdiction, conflict
of authority, or dispute, officers of the Army are reminded that
their correspondence should be courteous in tone and free from any
expression partaking of a personal nature or calculated to give
offense. Whenever questions of such character shall arise between
officers and officials of other branches of the public service,
and it is found that they cannot be reconciled by an interchange
of courteous correspondence, the officer of the Army, as the
representative of the interests of the War Department in the matter
involved, will make a full presentation of the case to the Secretary
of War through the proper military channels, in order that the same
may be properly considered.
In order to reduce the possibility of confidential communications
falling into the hands of persons other than those for whom they
are intended, the sender will enclose them in an inner and outer
cover; the inner cover to be a sealed envelope or wrapper addressed
in the usual way, but marked plainly “Confidential” in such a manner
that the notation may be most readily seen when the outer cover is
removed. The package thus prepared will then be enclosed in another
sealed envelope or wrapper addressed in the ordinary manner with no
notation to indicate the confidential nature of the contents.
The foregoing applies not only to confidential communications
entrusted to the mails or to telegraph companies, but also to such
communications entrusted to messengers passing between different
offices of the same headquarters, including the bureaus and offices
of the War Department.”
We have so far discussed in this chapter official letters to persons
in the military service. We now come to consider the second form of
official letter—the one to persons outside the military service.
Often an adjutant or quartermaster is called upon to write to
individuals or firms not conversant with the military forms. For a
variety of reasons, the business form in that case is best.
In general the two forms present the following differences and
likenesses. The headings are the same. The business form substitutes
the _Address_ of the _Recipient_ and the _Salutation_ for the _From
Whom Sent_, _To Whom Sent_, and _Subject_ of the military form. The
_Body_ in each case follows the principles of paragraphing, and unity
and coherence of the whole, as set down for the military form. In
the business form the paragraphs need not be numbered. The business
form has a complimentary close before the signature, rank, and
organization of the writer. Letters are retained by the recipient
and answered by him with a new letter, the sender retaining a carbon
copy. Indorsements are not used in the business form.
An example of a good business form appears below.
Office of the Quartermaster,
West Point, N. Y.,
August 7, 1930.
Messrs. D. C. Johnson and Company,
312 High Street,
Boston, Massachusetts.
Gentlemen:
In reference to your letter of the 5th inst., I desire to inform
you that there is no need here at present for the roofing mentioned.
I regret that we cannot at this time become customers of your firm,
but we shall hold you in mind when the necessity for roofing arises.
Yours very truly,
J. H. Smith,
Major, Q. M. Corps, U. S. A.
Quartermaster.
The entire _address_ of the recipient had best be written before the
_salutation_.
Other proper _salutations_ are:
My dear Sir:
My dear Madam:
Ladies:
Other proper _Complimentary Closings_ are:
Yours truly,
Yours respectfully,
Stick close to the forms of the model above. A very slight departure
will make you appear crude. For instance, to say
D. C. Johnson,
Boston, Mass.
Messrs.—
would be entirely wrong.
As to the _Body_ of the letter, however, write it your own way so
long as you use words, phrases, clauses, sentences, and paragraphs,
of a kind we have striven to attain throughout this work. Do not make
your letter telegraphic; complete your sentences.
The instructions given for the attainment of the proper forms in
ordinary business communications are in no sense as rigid as those
given for the military communication. Many officers now use the
military forms for their correspondence with business firms, and,
indeed, many of these firms have themselves adopted the military form.
The third type of official letter is that of the official telegram.
It does not differ in principle from the ordinary telegram, and
therefore does not require separate practice. Those who have
conquered the field message should have no trouble in its composition.
It is written on an official telegraph blank which may be obtained
from the Quartermaster. The blank is for the purpose of having
the message go at Government expense. Army Regulations state that
“telegrams will be followed by official copies sent by the first
mail in cases of financial transactions of more than trifling
importance, and in cases in which chiefs of bureaus of the War
Department may deem it necessary themselves to send, or to require
officers serving under their immediate control to send them, such
copies.” It is a good thing in any case to mail a copy of a telegram.
The other kinds of official correspondence which need no letters to
accompany them are _Rolls_, _Returns_, _Estimates_, _Requisitions_,
and _Routine Reports_. A study of these forms of communication
belongs properly to the subject of administration. They are,
therefore, simply mentioned here.
The principal Rolls with which the novice in the military service is
confronted are the _Muster_ and _Pay Rolls_. The former is rendered
every two months and the latter every month.[23] Full instructions as
to what is required in each set of rolls are found on the last page
of each form. On application to the Adjutant General of the Army, a
list of _model remarks_ for the rolls will be furnished.
The principal _Returns_ with which the novice should become familiar
are the _Ration_, _Clothing_, _Ordnance_, _Company_ (monthly), and
_Field_ Returns.
_Estimates_ and _Requisitions_ are used most frequently by the Supply
Departments. But organizations must prepare _Estimates_ of what they
will need, and must prepare _Requisitions_ for the desired articles
when needed. The _Clothing Estimate_ and _Clothing Requisition_ are
two common and important forms.
Among the _Routine Reports_ in the military service should be
mentioned the _Morning_, _Inventory_ and _Inspection_, _Sick_, and
certain _Reports_ in official letter form.
The form of _Routine Report_ which is most common is the _Morning
Report_.
EXPLANATIONS
As we took up in each case after written work pertaining to combat
the similar verbal task, so now after we have discussed written
correspondence we are going to dwell upon the ordinary verbal labor
incumbent upon officers and non-commissioned officers in the military
service.
In war or peace a military leader is useless without an effective
tongue. We have demonstrated his uselessness in combat; we shall see
that he is just as unsatisfactory in training men for combat.
The work of any military individual in command of men is not only
that of _doing_ but also that of telling others _how_ to do. The
_Explanation_ of the efficient leader is a continuous process from
morning until night. He is constantly called upon to make his words
count. If he halts, he loses time. If he hesitates, he makes his men
restless. He must speak straight through to the end in a clear-cut
way, never hedging or repeating; and when he has finished, the
listeners should feel that the subject has been completely covered.
If he does not form the habit of so talking, he forfeits his power
of leadership. For what good is an intelligent or inventive officer,
if he cannot put his intelligence or invention out through his lips?
The military profession is one which depends upon quick instruction
by word of mouth. The officer who does his own work and the work of
his sergeants too, is plainly inefficient. He has avoided the harder
task—that of teaching others how to carry on the work. He has done
worse. He has lessened the value of his organization as an automatic
machine. When he leaves it, it will either fall to pieces or place a
weighty burden on the officer relieving him.[24]
There is one caution which a military man should observe in his
speech on the drill ground, in barracks, or in the field. He should
not repeat unnecessarily. He should not allow his men to gain the
idea that if they do not listen at once he will tell them later. It
should be an understood fact that his _Explanation_, once stated,
stands. Of course he may reiterate during his talk for the sake
of emphasis. But he should by practice be so capable of telling
everything so unmistakably the first time over that no reasonable
question can be asked.
Good explanations make for attention on the part of his men, and
attention makes for an increase of good work. Sooner or later the
achievements of his organization contrast it favorably with other
organizations and his brother officers say, “He has made a success.”
Much of that success has come to him because he has set for himself,
and followed these simple rules:
(1) “I will try today not to say anything which is not exactly
expressive of what I mean.”
(2) “I will try whenever I write to make myself unmistakable.”
(3) “I will try whenever I speak to make every word distinct from
every other word.”
(4) “I will try whenever I read to see how others express themselves
so that I may at the next opportunity imitate that part of their
style which says most in the simplest way.”
(5) “I will make every good new word my own, because the vocabulary
of my present life is limited.”
(6) “I will do all this because by so doing I shall develop myself in
my profession, and because I may some day fail that profession if I
neglect that development now.”
LECTURES
_Lectures_ are but extended _Explanations_. Officers are more and
more being called upon to appear before large audiences of educated
people in order to give to the country military knowledge. Training
Camps and war are increasing the necessity for the delivery of
lectures.
Because the _Lecture_ takes more time, it should be more carefully
developed than the _Explanation_. The subject should be divided into
its various parts in a logical way. It should be bound together
coherently. And each part should have in it only what belongs there.
This process is simply that of following the rules of English with
which we are already acquainted. The purpose is speed and clearness.
There are other elements which enter into the betterment of a long
talk. Since an audience is human, there is reason in helping it
through a dry subject. The treatment of the _Lecture_ may in this
way, besides aiding the interest, make the points stick longer.
Two qualities which help to attain this treatment are _Humor_ and
_Presence_.
Ordinarily the American does not need to be told to cultivate humor.
He reeks with it. But there are some instructors whose minds work
along so impassively that it is difficult for them to be wakened
from their gravity. To them the conscious development of the short
anecdote, homely illustration, and incongruous phrase is a splendid
aid. The great majority, however, must be guarded in the use of
humor. The quality itself may be overworked so that the proportion
of matter in the Lecture is small in comparison to the witticisms.
Humor is but a means to an end. Its sole object should be to lighten
the talk in order to help the subject into the auditor’s mind more
easily. Fun should be incidental and made without effort.
As to _Presence_ more can be said in its favor. It is an
indispensable quality in a speaker. If his diaphragm is in his mouth
during his delivery, or if his heart action is violent, the audience
cannot be fooled. It will be made uncomfortable. A speaker should
have such ordinary fluency of accurate expression through practice
that he entertains no fears of obscure or halting language. He should
be so familiar with the sensations of looking into a number of faces
that he will feel at ease. He should impress his audience that he
enjoys standing before them for the purpose of imparting interesting
knowledge. Such _Presence_ can be attained only by taking advantage
of every opportunity for correct public and private speech. The
military novice should enter every impersonal discussion he can find,
and should urge himself to speak whenever possible to more than a
dozen people at a time.
He must be more than an ordinary talker, for he must have speed and
interest as ready agents of his ideas. To gain those qualities is a
matter of constant attention to speaking and to writing exactly what
he wishes to say.
We have now covered the territory of military communications. We
have seen the necessity for correct expression, and the difficulty
of its attainment. What we have done should be but a beginning. It
may be a long struggle to gain brevity and clarity—the terse and
the unmistakable. But achievement will come with practice and will
repay us fully in future satisfaction, and increased worth in our
profession.
APPENDICES[25]
APPENDIX
FORMS OF COMPLETE FIELD ORDERS
While the following forms are given for the convenience of officers
in the field, and with a view of securing uniformity in the service,
it must be remembered that no two military situations are the
same. The sequence in paragraph 3 is not obligatory, the commander
arranging the details according to his best judgment.
_For an advance._
Field Orders [Title]
No. — [Place]
[Reference to map used] [Date and hour]
Troops 1. [Information of enemy and of our
supporting troops]
(a) Independent Cavalry: 2. [Plan of commander]
[Commander] 3. (a) [Instructions for independent
[Troops] cavalry—place and time of departure, roads
or country to be covered, special mission]
(b) Advance Guard: (b) [Instructions for advance guard—place
[Commander] and time of departure, or distance at
[Troops] which it is to precede the main body, route,
special mission]
(c) Main Body—in (c) [Instructions for main body—distance
order of march: at which it is to follow the advance guard,
[Commander][26] or place and time of departure]
(d) Right [left] Flank (d) [Instructions for flank guard—place
Guard: and time of departure, route, special mission]
[Commander] (e) [Instructions for signal troops—lines
[Troops] of information to be established, special
(e) Signal Troops: mission]
[Commander] (x) [Instructions for outpost—when relieved,
[Troops] subsequent duties]
4. [Instructions for field train—escort,
distance in rear of column, or destination
when different from that of main body, if
disposition not previously covered in “Orders”]
[Instructions for sanitary, ammunition, supply and engineer trains,
when necessary]
5. [Place of commander or where messages may be sent]
[Authentication]
[How and to whom issued]
_For advance guards._
Field Orders [Title]
No. — [Place]
[Reference to map used] [Date and hour]
Troops 1. [Information of enemy and of our
supporting troops]
(a) Advance Cavalry: 2. [Plan of commander]
[Commander] 3. (a) [Instructions for advance
[Troops] cavalry—place and time of departure, roads
(b) Support: or country to be covered, special mission]
[Commander] (b) [Instructions for support—place and
[Troops] time of departure, route, special mission]
(c) Reserve—in order (c) [Instructions for reserve—distance at
of march: which it is to follow support]
[Troops] (d) [Instructions for flank guard—place
(d) Right [left] Flank and time of departure, route, special mission]
Guard: 4. [Instructions for field train—generally
[Commander] to join train of column if not previously
[Troops] covered in orders]
5. [Place of commander or where messages
may be sent, location of lines of information]
[Authentication]
[How and to whom issued]
_A halt for the night—Camp with outpost._
Field Orders [Title]
No. — [Place]
[Reference to map used] [Date and hour]
1. [Information of enemy and of our supporting troops, including
independent cavalry]
2. [Plan of commander—to encamp or bivouac]
3. (a) [Designation of commander and troops of outpost,[27] general
line to be held, special reconnaissance, connection with other
outposts, if any]
(b) [Instructions for troops not detailed for outpost duty—location
of camp, designation of camp commander,[28] observation of flanks
and rear when necessary, lines of information, conduct in case of
attack]
4. [Instructions for field train—generally to join troops, though
if near enemy, field train of outpost troops may be held in rear][29]
[Instructions for sanitary, ammunition, supply, and engineer
trains, when necessary]
5. [Place of commander or where messages may be sent]
[Authentication]
[How and to whom issued]
_For outposts._
Field Orders [Title]
No. — [Place]
[Reference to map used] [Date and hour]
Troops 1. [Information of enemy and of our
supporting troops]
(a) Advance Cavalry: 2. [Plan of commander—to establish outpost
[Commander] approximate line of resistance]
[Troops] 3. (a) [Instructions for advanced cavalry
(b) Supports:[30] contact with enemy, roads or country to be
No.1[Commander] specially watched, special mission]
[Troops] (b) [Instructions for supports—positions
No.2[Commander] they are to occupy, and sections of line of
[Troops] resistance which they are to hold, intrenching,
No.3[Commander] etc.]
[Troops] (c) [Instructions for detached post—position
(c) Detached Post: to be occupied, duties, amount of
[Commander] resistance]
[Troops] (d) [Instructions for reserves—location,
(d) Reserve: observation of flanks, conduct in case of
[Commander] attack, duties of special troops]
[Troops] 4. [Instruction for field train if necessary]
5. [Place of commander or where messages
may be sent, location of lines of information]
[Authentication]
[How and to whom issued][31]
It is sometimes necessary to issue two outpost orders; the first as
above, containing general instruction; the second, issued after an
inspection of the line, and containing more definite instructions or
involving changes.
_For positions in readiness._
Field Orders [Title]
No. — [Place]
[Reference to map used] [Date and hour]
1. [Information of enemy and of our supporting troops]
2. [Plan of commander—to take up a position in readiness at or
near ——]
3. (a) [Instructions for cavalry—to reconnoiter in direction of
enemy, special mission]
(b) [Instructions for artillery—position or place of assembly]
(c) [Instructions for infantry—position or place of assembly,
points to be especially held, reconnaissance]
(d) [Instructions for engineers—position or place of assembly]
(e) [Instructions for signal troops—lines of information]
4. [Instructions for field trains, sanitary, ammunition, supply and
engineer trains if not previously covered in orders—generally to halt
at designated localities in rear, ready to move in any direction]
5. [Place of commander or where messages may be sent]
[Authentication]
[How and to whom issued]
_For defense positions._
Field Orders [Title]
No. — [Place]
[Reference to map used] [Date and hour]
1. [Information of enemy and of our supporting troops]
2. [Plan of commander—to take up a defensive position at or
along ——, for the purpose of ——]
3. (a) [Instructions for artillery—position, target, intrenching,
etc.]
(b) [Instructions for fighting line—division of front into sections
and assignment of troops thereto, intrenching, etc.]
(c) [Instructions for reserve—troops and position]
(d) [Instructions for cavalry—usually to cover with its main
force the more exposed flank, a detachment being sent to patrol the
other; reconnaissance]
(e) [Instructions for engineer—defensive work, clearing field of
fire, preparation of obstacles, opening roads, etc.]
(f) [Instructions for signal troops—to establish lines of
information]
4. [Instructions for sanitary train—location of dressing stations
and station for slightly wounded]
[Instructions for ammunition train—location of ammunition distributing
stations]
[Instructions for field and supply trains, if not previously covered
in orders]
5. [Place of commander or where messages may be sent]
[Authentication]
[How and to whom issued]
_For an attack._
Field Orders [Title]
No. — [Place]
[Reference to map used] [Date and hour]
1. [Information of enemy and of our supporting troops]
2. [Plan of commander—indicating the general plan of attack,
usually to envelop a flank]
3. (a) [Information for artillery—position, first target, generally
hostile artillery]
(b) [Instructions for holding attack[32]—commander, troops,
direction and objective]
(c) [Instructions for main attack—commander, troops, direction
and objective]
(d) [Instructions for reserve—commander, troops, position]
(e) [Instructions for cavalry—generally to operate on one or both
flanks, or to execute some special mission]
(f) [Instructions for engineers—any special mission]
(g) [Instructions for signal troops—to establish lines of
information between the commander and the main and secondary attacks,
artillery, reserves, etc.]
4. [Instructions for sanitary train—location of dressing stations
and stations for slightly wounded when practicable]
[Instructions for ammunition train—location of ammunition distributing
stations]
[Instructions for field and supply trains, if not previously covered
in orders]
5. [Place of commander or where messages may be sent]
[Authentication]
[How and to whom issued]
_Note._—In war it is not always possible to issue a complete attack
order like the above, disposing of an entire command. In unexpected
encounters, for instance, orders must be given as the situation
develops.
_For a retreat._
Field Orders [Title]
No. — [Place]
[Reference to map used] [Date and hour]
Troops 1. [Information of enemy and of our
(a) Leading Troops: supporting troops]
[Commander] 2. [Plan of commander—to retire in
[Troops] direction of ——]
(b) Main Body—in 3. (a) [Instructions for leading
order of march: troops—place and time of departure, route,
[Troops] special mission]
(c) Rear Guard: (b) [Instructions for main body—place
[Commander] and time of departure, route]
[Troops] (c) [Instructions for rear guard—distance
(d) Right [left] Flank from the main body or place and time of
Guard: departure, special mission]
[Commander] (d) [Instructions for flank guard—place
[Troops] and time of departure, special mission]
(e) Signal Troops: (e) [Instructions for signal troops—lines
[Commander] of information]
[Troops] (x) [Instructions for outposts—when
relieved, subsequent duties—usually forming
the rear guard]
4. [Instructions for field and divisional
trains—place and time of departure, route,
escort; these trains are generally some
distance ahead of the column]
5. [Place of commander or where messages
may be sent]
[Authentication]
[How and to whom issued]
_For rear guards._
Field Orders [Title]
No. — [Place]
[Reference to map used] [Date and hour]
Troops 1. [Information of enemy and of our
supporting troops]
(a) Reserve—in order 2. [Plan of commander—mission of rear
of march: guard]
[Troops] 3. (a) [Instructions for reserve—place and
(b) Support: time of departure, or approximate distance
[Commander] from main body, reconnaissance]
[Troops] (b) [Instructions for support—place and
(c) Rear Cavalry: time of departure or distance from reserve,
[Commander] any special reconnaissance]
[Troops] (c) [Instructions for rear cavalry—place
(d) Right [left] Flank and time of departure, road or country to be
Guard: covered, special mission]
[Commander] (d) [Instructions for flank guard—place
[Troops] and time of departure, route, special mission]
4. [Instructions for field train when
necessary—usually to join the train of main
body]
5. [Place of commander or where messages
may be sent—location of lines of information]
[Authentication]
[How and to whom issued]
MARCH TABLE
In movements of large forces on several roads, it is sometimes
desirable to prescribe the daily marches of the various columns for
two or more days. In such cases the order may often be simplified by
appending or incorporating a march table usually in the following
form, each column providing its own security.
_March Table._
—— Army, from —— [date], to —— [date].
[Reference to map used.]
=====+===================+===================+==================
Date | —— Division | —— Division | Army Hq.
-----+-------------------+-------------------+------------------
| Location of main| Location of main| Location at end
| body or of advance| body or of advance| of each day’s
| guard at end of | guard at end of | march.
| each day’s march, | each day’s march, |
| and line of march,| and line of march,|
| if necessary. | if necessary. |
=====+===================+===================+==================
APPENDIX 2
Abbreviations
FIELD MAPS AND SKETCHES
The following abbreviations and signs are authorized for use on
field maps and sketches. For more elaborate map work the authorized
conventional signs as given in the manual of “Conventional Signs,
United States Army Maps,” are used.
Abbreviations other than those given should not be used.
_Abbreviations._
A. Arroyo.
abut. Abutment.
Ar. Arch.
b. Brick.
B. S. Blacksmith Shop.
bot. Bottom.
Br. Branch.
br. Bridge.
C. Cape.
cem. Cemetery.
con. Concrete.
cov. Covered.
Cr. Creek.
cul. Culvert.
d. Deep.
D. S. Drug Store.
E. East.
Est. Estuary.
f. Fordable.
Ft. Fort.
G. S. General Store.
gir. Girder.
G. M. Gristmill.
i. Iron.
I. Island.
Jc. Junction.
k.p. King-post.
L. Lake.
Lat. Latitude.
Ldg. Landing.
L. S. S. Life-Saving Station.
L. H. Lighthouse.
Long. Longitude.
Mt. Mountain.
Mts. Mountains.
N. North.
n. f. Not fordable.
P. Pier.
pk. Plank.
P. O. Post Office.
Pt. Point.
q.p. Queen-post.
R. River.
R. H. Roundhouse.
R. R. Railroad.
S. South.
s. Steel.
S. H. Schoolhouse.
S. M. Sawmill.
Sta. Station.
st. Stone.
str. Stream.
T. G. Tollgate.
Tres. Trestle
tr. Truss.
W. T. Water Tank.
W. W. Water Works.
W. West.
w. Wood.
wd. Wide.
Tactical organizations:
3d Div. Third Infantry Division.
1st Cav. Div. First Cavalry Division.
1st Sep. Brig. First Separate Brigade.
8th Brig. 3d Div. Eighth Infantry Brigade of Third Infantry
Division.
2d Brig. 1st Cav. Div. Second Cavalry Brigade of First Cavalry
Division.
4th Brig. F. A. Fourth Brigade of Field Artillery.
5th Hv. A. Fifth Regiment of Heavy Artillery.
4th M. A. Fourth Regiment of Mountain Artillery.
1st Pon. Bn. First Ponton Battalion.
1st Aero Sq. First Aero Squadron.
3d Inf. Third Regiment of Infantry.
2d Cav. Second Regiment of Cavalry.
3d L. A. Third Regiment of Light Artillery.
6th H. A. Sixth Regiment of Horse Artillery.
1st Bn. Engrs. First Pioneer Battalion of Engineers.
1st Bn. mtd. Engrs. First Pioneer Battalion of Engineers, Mounted.
1st Bn. Sig. First Field Battalion Signal Troops.
1st Bn. Sig. cav. First Field Battalion Signal Troops, Cavalry.
1st Tel. Bn. First Telegraph Battalion.
Trains:
C. Tn. Combat train.
F. Tn. Field train.
B. Sec. F. Tn. Baggage section field train.
R. Sec. F. Tn. Ration section field train.
Am. Tn. Ammunition train.
Sp. Tn. Supply train.
Sn. Tn. Sanitary train.
1st Amb. Co. First Ambulance Company.
2d F. Hosp. Co. Second Field Hospital Company.
1st Med. Res. Co. First Medical Reserve Company.
Engr. Tn. Engineer train.
Columns (1 of c):
Am. Col. Ammunition column.
Sp. Col. Supply column.
Sn. Col. Sanitary column.
Engr. Col. Engineer column.
_Fractional Organization._
Infantry:
3d Div. (less cav. and 1 bn. F. A.)
2d Brig. (less 1 regt.)
1st Inf. (less 6 cos. and M. G. Co.)
1 bn. 6th Inf.
1st Bn. 6th Inf. (less 1 co.)
Co. A 1st Inf. (less 1 plat.)
Cavalry:
1st Cav. Div. (less 1 brig.)
2d Brig. (less 1 regt.)
3d Cav. (less 1 sq. and M. G. detch.)
1 Sq. 4th Cav.
1st Sq. 4th Cav. (less 1 tr.)
Tr. C 4th Cav. (less 2 plats.)
Artillery:
4th Brig. F. A. (less 1 bn.)
3d L. (less 1 bn.)
1 bn. 1st L. A. (less 1 btry.)
1st L. A. (less 2 btries.)
Btry A 6th H. A.
5th Hv. A. (less 1 bn. 6″ How.)
1 Bn. 4.7″ How., 5th Hv. A.
1 Btry. 4.7″ gun, 5th Hv. A.
Engineers:
1st Bn. Engrs. (less 1 co.)
Co. A Engrs. (less 1 sec.)
2 Secs. Engrs.
1st Pon. Bn. (less 1 co. heavy equip.)
1 pon. co. light equip. (less 2 bridge div.)
Signal:
1st Bn. Sig. (less 1 wire plat.)
1 rad. Co. Sig.
1 wire Co. Sig.
1 rad. sec. pack, Sig.
1 rad. plat. wagon, Sig.
1 wire Sec. Sig.
1 wire plat. Sig.
Miscellaneous:
Adj. adjutant.
Adm. Sec. G. S. administrative section, general staff.
A. D. of Ry. assistant director of railways.
Am. ammunition.
Adv. Gd. advance guard.
Adv. Sec. L. of C. advance section, line of communications.
Asst. C. of S. assistant chief of staff.
Base Sec. L. of C. base section, line of communications.
Brig. Gen. brigadier general.
Capt. captain.
C. G. commanding general.
C. G. L. of C. commanding general, line of communications.
C. O. commanding officer.
Col. colonel.
C. of S. chief of staff.
Comdg. commanding.
Comb. Sec. G. S. combat section, general staff.
Detch. detachment.
D. of Ry. director of railways.
E. O. engineer officer.
F. O. field order.
F. S. R. field service regulations.
Gd. guard.
Gen. general.
G. O. general order.
Insp. inspector.
Int. Sec. G. S. intelligence section, general staff.
Inter. Sec. L. of C. intermediate section, line of communications.
J. A. judge advocate.
L. of C. line of communications.
Lt. lieutenant.
Lt. Col. lieutenant colonel.
Lt. Gen. lieutenant general.
Maj. major.
Maj. Gen. major general.
M. P. military police.
N. C. O. non-commissioned officer.
O. O. ordnance officer.
Q. M. quartermaster.
S. A. Am. small arms ammunition.
Sig. O. signal officer.
S. O. special order.
Surg. surgeon.
* * * * *
Army Changes
EDITED BY
COLONEL JAMES A. MOSS
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_promptly_, while the changes are still new.
The changes are printed on one side of the page only, so that
“posting” can be done the same as with Changes as issued by the War
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FOOTNOTES:
[1] See Appendix.
[2] Letters on Applied Tactics.
[3] Seventy Problems—Infantry Tactics.
[4] Par. 141.
[5] Infantry Drill Regs.
[6] Field Service Regs.
[7] Morrison’s Infantry Tactics.
[8] Buddecke’s Tactical Decisions and Orders.
[9] F. S. R., par. 90.
[10] F. S. R., par. 92.
[11] F. S. R., par. 93.
[12] F. S. R., par. 94.
[13] See 1st par., Appendix.
[14] Infantry Drill Reg. par. 378.
[15] Infantry Drill Reg. par. 379.
[16] Par. 87.
[17] Par. 143, F. S. R.
[18] Par. 35, F. S. R.
[19] Par. 777, A. R.
[20] 779, A. R.
[21] G. O., 23, W. D., 1912.
[22] Par 780, A. R.
[23] See A. R., Par. 807.
[24] Compare “Winning and Wearing of Shoulder Straps”—a convincing
treatment of this subject by Lt.-Col. Chas. F. Martin, Cavalry.
[25] F. S. Regs.
[26] If a commander is designated for the main body, his name is
inserted here.
[27] Where the advance guard is large the order may direct the
advance guard commander to establish the outpost.
[28] Omitted when the chief exercises immediate command of the camp.
[29] May be provided for in “order” issued subsequently.
[30] Numbered from the right.
[31] For small outposts it may be more convenient to write this order
without a marginal distribution of troops.
[32] The term “holding attack” as used in this form is for
convenience only; it is never used in actual orders, as the vigor of
an attack might be lessened if the troops knew it was “holding” only.
TRANSCRIBER’S NOTE
Footnote [5] has two anchors on page 60 and 61. Footnotes [6]
and [7] each have three anchors on page 61.
Obvious typographical errors and punctuation errors have been
corrected after careful comparison with other occurrences within
the text and consultation of external sources.
Some hyphens in words have been silently removed, some added,
when a predominant preference was found in the original book.
Except for those changes noted below, all misspellings in the text,
and inconsistent or archaic usage, have been retained.
ToC (Table of Contents): page number ‘164’ replaced by ‘165’.
ToC: page number ‘186’ replaced by ‘187’.
Pg 18: ‘Cambrai and has’ replaced by ‘CAMBRAI and has’.
Pg 68: ‘start at 5:30’ replaced by ‘start at 5-30’.
Pg 70: ‘the nothern exit’ replaced by ‘the northern exit’.
Pg 79: ‘You haev heard’ replaced by ‘You have heard’.
Pg 109: ‘to salve tactical’ replaced by ‘to solve tactical’.
Pg 127: ‘Ersatz Abeiltung’ replaced by ‘Ersatz Abteilung’.
Pg 128: ‘Albrechtmörser’ replaced by ‘Albrecht-Mörser’.
Pg 130: ‘Ersatz Abeiltung’ replaced by ‘Ersatz Abteilung’.
Pg 130: ‘1st Abeiltung’ replaced by ‘1st Abteilung’.
Pg 163: ‘Departments issues’ replaced by ‘Departments issue’.
Pg 181: ‘Your respectfully,’ replaced by ‘Yours respectfully,’.
Pg 190: ‘of where messages’ replaced by ‘or where messages’.
Pg 196: ‘(les 1 bn.)’ replaced by ‘(less 1 bn.)’.