Manufacturer’s of typewriters claim with some truth that the Allies could not have won the war had it not been for typewriters. A former chief of staff of a major fleet unit recently stated that an inquisitive officer who was sorely tried by correspondence uncovered the intelligence that his flagship carried 72 typewriters. Multiply this figure by the number of similar staff organizations afloat, to say nothing of divers bureaus and navy yards, and one can readily picture the mass of correspondence—orders, instructions, reports, requests, etc. ad infinitum, cascading down upon navy desks.
At this point the reader has probably concluded that this article is to be the usual diatribe directed against official red tape and paper work in the Navy. On the contrary, however, no reflection is intended. Rather it is a frank recognition of the inescapable truth that the “ribbon and carbon” is as essential to the Navy’s far-flung organization as is food and T.N.T., and furthermore, that these accessories are destined to be with us for a protracted stay. So if paper work is burdensome to us our only balm is to apply the “bull rope and stopper” where it will do the greatest good.
The authors of this quite (and some not) necessary correspondence would do well not to forget that the mere mortal must digest and understand its subject matter and also that those on the receiving end as like as not will retaliate with return brain twisters. Inquire of any officer who has served a tour in a focus of correspondence such as the Navy Department and ask him how often he has found it necessary to “hold in abeyance” an enigmatical communication in order to obtain further enlightenment.
Have you ever toiled through a confused, rambling report only to discover at the end that you were not certain what "it was all about?" And do you recall re reading such an epistle in an effort to fish up the hidden meaning concealed within the sea of words? What can be done to lessen the woes of those unfortunates whose duties condemn them to the flat-topped desk? It is the purpose of this paper to suggest an answer to this question in the shape of a code for letter composition adapted to naval use.
The correspondence regulations of the Navy furnishes no guidance for letter composition, charitably assuming this art to be a natural gift of naval officers. While it is believed that the tone and clarity of letters prepared in the naval service compare favorably with those originating in the average commercial establishment, it will not breed an argument to state that there is room for improvement. Often letters are prepared with an insufficiency of information and again there may be ambiguity or equivocation. Such letters usually invite further communication to clarify misunderstood points and cause delay and inconvenience.
A prominent man in public life who finds himself frequently called upon for extempore addresses has adopted a short code or "rule of the thumb" to guide him at such times in marshaling his thoughts. Having in mind the "occasion" as he arises to speak he asks himself "What is it and what do we know about it?" The answer generally paints a fairly good mental picture for the audience. Then he, asks himself "What do we think about it?" which gives the listeners food for thought, and having exhausted this idea he winds up his talk by answering the self-imposed query "What are we going to do about it?"
Original Copy
(Taken at random from navy yard files)
February 26, 1919
From: Public Works Officer.
To: Commandant.
Subject: Puerta Del Mar Dock, extension of.
(1) It is recommended that the Puerta Del Mar Dock be extended out about 40 feet, the new structure to form a T on the end of the present dock, and to be about 120 feet in length.
(2) As it is contemplated to make Puerta Del at the permanent ferry landing, this proposed addition would greatly facilitate this and also the handling of supplies and passengers from dock to boat.
(3) At present when the ferry lands at this dock she is held off the end of the dock by piles, driven for this purpose, and communication with the dock is over a small gangway. As it will be necessary to drive new piles for properly securing the try alongside it is thought that it would be more beneficial to add this new structure at the present time.
(4) This addition would also keep the ferry in deeper water and would do away with the constant need of dredging off the end of the dock.
X. X. NADIR
Redrafted in Accordance with "FDA" Form
February 26, 1920
From: Public Works Officer.
To: Commandant.
Subject: Puerta Del Mar Dock Pier, extension of.
(1) (a) The Manila-Cavite ferry lands at Puerta Del Mar and secures to dolphins driven off the end of the pier. It will soon become necessary to drive new piling as the present piling is inadequate.
(b) Communication with the dock is by small brow which limits the quick handling of passengers and supplies.
(c) Constant dredging is necessary to provide sufficient depth of water.
(2) In consideration of the above it would beneficial at this time to extend the pier to deep water and lengthen the outer face.
(3) It is therefore recommended that said pier be extended 40 feet with a 120-ft. T at its extremity.
X. X. NADIR
Original Copy
(Taken at random from navy yard files)
April 1, 1920
From: Commanding Officer, Marine Barracks.
To: Engineer Officer, U. S. Naval Station, Cavite, P. I.
Via: The Commandant.
Subject: Printing.
Reference: (a) Standing job order 902-17-52-M, for the fiscal year 1920.
(1) It is requested that the material be furnished and 500 of the enclosed forms be printed for the Marine Corps as early as practicable. The form to be printed on both sides as per sample.
(2) Payment for the above to be made by a transfer of funds, chargeable to the appropriation "Maintenance, Quartermaster's Department, U. S. Marine Corps, 1920."
(3) The enclosed form, NMC No. 829-QM, has been requisitioned for on the Depot Quartermaster, U. S. Marine Corps, Philadelphia, Pa., but has not yet been received.
(4) As these forms are urgently required for use at the Marine Barracks, Guam, it is further requested that the above be approved.
X. Y. ZENITH
Redrafted in Accordance with "FDA" Form
April 1, 1920
From: Commanding Officer, Marine Barracks.
To: Engineer Officer, U. S. Naval Station, Cavite, P. I.
Via: The Commandant.
Subject: Printing.
Reference: (a) Standing job order 902-17-52-M for fiscal year 1920.
Enclosure: (1) Blank form.
(1) Requisition has been made on the Depot Quartermaster, Philadelphia, Pa., for a supply of forms NMC No. 829-QM (see enclosure) and although urgently needed for use at the Marine Corps they have not yet been received.
(2) To supply immediate needs a number of these forms can be printed here under reference (a), payment to be made by transfer of funds, chargeable to “Maintenance, Quartermaster’s Department, U. S. Marine Corps, 1920.”
(3) I therefore request that material be furnished and 500 forms be printed (on both sides as per sample).
X. Y. Zenith
The most troublesome of our letter-writing faults might be largely obviated by the adoption of some such rule to serve as a guide against the omission of important points and to present facts, ideas, and conclusions logically and in reasonable relation.
Furthermore, the use of a standard form familiar to both author and reader which results in the automatic grouping of essential elements in their proper places greatly simplifies the task of conveying our thoughts to others and thereby reduces to a minimum the possibility of misunderstanding. The character of normal official correspondence in the service is bound naturally within limits familiar to us all and may be classified broadly under the headings of orders, requests, and reports.
A model form is suggested below based upon the partition of a letter into three members, and for want of a better designation is called the “FDA” form, derived from the initial letters of the words. Fact, Discussion, and Action, which constitute the significant elements of the form. The “FDA” form is simple and direct and can be utilized with all manner of correspondence.
It may briefly be outlined as follows:
(1) Facts.—This division contains all of the elemental facts in possession of the writer which are essential to the subject matter and are intended to convey to the recipient a word picture of the situation. It should be full and complete.
(2) Discussion.—This division contains discussions, explanations, ideas, opinions, proposed plans, or comments bearing on the contents of the first or opening section. The briefer it is, the better.
(3) Action.—This division states definitely what action the writer desires in consideration of the foregoing facts and discussion. The reader may safely center his attention here to find the action called for. This may be in the form of an order, request, or recommendation but it should be stated clearly and tersely with the view of preventing any possible danger of misunderstanding. Begrudge every word used.
Of course, in making simple reports containing only findings of fact, the above divisions would be disregarded, and marl letters can be simplified by the entire omission of the "Discussion" section which in many cases leads only to redundancy.
Each of the above divisions may be subdivided into as many paragraphs as the writer desires in accordance with the rules for paragraphing.
It is realized that a subject may arise occasionally which is not susceptible to the foregoing treatment, but it is certain that if the suggestions set forth are followed when the character of the correspondence permits, brevity and clearness will result.
The above idea of preparing letters with three major divisions was tested by the writer in handling voluminous correspondence during the World War and in the period since, and he has seen no instances where it was not helpful. Certain naval officers are already familiar with its adequacy because some years ago the method, was officially adopted by the chief of Naval Operations for correspondence originating in his office and those who have used it have been convinced of its utility and worth.
It is believed that the aforementioned explanation together with the preceding sample letters will enable novices to give the method a fair trial, and with a little practice in everyday correspondence we will soon be fully qualified to "do our part" under the "FDA" code for the relief of harassed naval officers.