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Loose minutes

Loose minutes act as a substitute for email when network facilities are not available or when email is not appropriate. Loose minutes can be used within or between MOD Head Office, HQs, MOD agencies and units. Address loose minutes to people using their job title and sign them in your own right. If you are writing to someone outside your own formation, unit, HQ or agency, you must add the formation, unit, HQ or agency you represent.

Notes about loose minutes

1. PM and descriptor.If required because of content, use upper case, centered, bold. PM and descriptor are required on the reverse of the last page of hard-copy document (in this example would be reverse of last page of Appendix 1). For precedence or copy numbering:

PROTECTIVE MARKING - DESCRIPTOR

Precedence (Note A)

Copy No n of n copies (Note B)

Total pages n

File reference

Date

Addressee(s)

Copy No:

2IC C Coy*

1

RSO*

2

Etc

File

n (no as last in sequence)


Note A. Omit precedence marking if not required.

Note B. If TOP SECRET or SECRET, or with a codeword or caveat, copy number and total pages entered here. Page numbers would also be altered.

2.Descriptors. The approved descriptors are:

APPOINTMENTS, BUDGET, COMMERCIAL, CONTRACTS, CONTROL or DS, EXAMINATION, EXERCISE, HONOURS, INTELLIGENCE, INVESTIGATION, LOCSEN, MANAGEMENT, MEDICAL, OPERATIONS, PERSONAL, POLICE, POLICY, REGULATORY, STAFF, VETTING and VISITS.

1 File reference. A clear space below the PM.

2 Date. Abbreviated.

3 Distribution. Three action addressees, followed by 2 ‘Copy To’ addressees. 2IC C Coy’s copy and the RSO’s copy were sent by email, shown by asterisk (*). When there are many addressees, use columns across page or enter ‘See Distribution’ and list addressees after signature block and any list of annexes or enclosures.

4 Subject heading. In bold capitals (not underlined).

5 Annexes. Introduced in text of document with the annex identification letter.

6 Tone. You are writing and signing: use first person singular (‘I’, ‘me’, my’); use first person plural (‘we’, ‘us’, ‘our) if you have to represent wider opinion.

7 Annex B. Not included in this example.

8 Signature block. Signature block, aligned with left margin. Give initials and name, abbreviated rank, job title, tel ext.

9 Additional contact details. If sent to an external address, give full-figure military or commercial dialling; and include postal and email address (Internet or MOD intranet) if appropriate.

Loose minute example

(click for Serbian latin example)

RESTRICTED – VISITS

BDH/503/2/Admin

14 Apr ##

2IC C Coy*
RSO*
RSM

Copy to:
OC C Coy Adjt

VISIT BY HRH THE PRINCE OF WALES

  1. During his recent inspection in preparation for HRH The Prince of Wales’s visit on 3 Jun ##, the CO was concerned about the amount of tidying up still needed around your buildings. A list of the buildings is at Annex A.
  2. I know it is always difficult to find personnel for cleaning commitments, but time is short. If you need help, let the RSM know as soon as possible so he can make the best use of his working party.
  3. There are also some outstanding works services required in your area. I have included this detail at Annex B as a reminder.

S O Hide
S O Hide Capt RAO Ext 7374 Email: g1-rao@badonhill.mod.uk

Annexes:

A. List of buildings requiring external cleaning.
B. Details of outstanding works services.

RESTRICTED – VISITS

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