United States Army SOLDIER SUPPORT INSTITUTE PREPARE CORRESPONDENCE SOLUTION KEY (PROOF READING) LESSON PLAN # CAA2A153 TASK NO # 805C-42A-1002

Transcription

1 United States Army SOLDIER SUPPORT INSTITUTE PREPARE CORRESPONDENCE SOLUTION KEY (PROOF READING) LESSON PLAN # CAA2A153 TASK NO # 805C-42A-1002

2 INSTRUCTOR GUIDANCE FOR PRACTICAL EXERCISE 1. This practical exercise is to be completed after the Soldiers have typed the first PE for Type a Memorandum and before they turn it in for grading. 2. Make sure all Soldiers have finished typing the memorandum for PE 1. Have them hold their completed product until after completing PE Distribute the handout, Some Suggestions for Proofreading, and have the Soldiers read it. Also distribute the worksheet for PE Go over each point in the handout and, where applicable, point out where in AR it is discussed. 5. Have the Soldiers complete the PE. Allow them 15 minutes to mark the errors. 6. After the Soldiers have marked the errors, go over the exercise in such a manner that they recognize all the errors and how to correct these errors. We suggest that you have a Soldier describe an error and the correction one at a time. Have different Soldiers discuss different errors. Continue this process until all the errors and corrections have been reviewed. DO NOT HAVE THE SOLDIERS TYPE A CORRECTED COPY OF THIS MEMORANDUM. However, you may want to have this memorandum typed as corrected as a supplemental exercise later in the course. 7. At the conclusion of this PE have the Soldiers apply the proofreading techniques practiced to their completed first PE for Type a Memorandum and correct all the errors before turning in that PE for grading. Subsequently, require all Soldiers to practice and apply proofreading for all the correspondence PEs and tests before they turn in their products for grading. This process is also applicable to any task that requires typing. 1

3 IDENTIFICATION FOR PROOFREAD A MEMORANDUM The margins at the top, right, and left are correct. The letterhead should contain a four line address. 1 none 2 none 3 g in georgia should be capitalized. 4 none 5 none 6 none 7 Should have : after S and should have the year "2016" 8 none 9 AUGUST should not be in all caps and date should end at the right margin 10 none 11 Should be on third line below the office symbol. Should not have : after THRU and should have a single space between THRU and Commander. Should have a comma after Commander. 12 none 13 none 14 Should be double-spaced between State name and zip code. 2

4 Error Identification (Cont.) 15 none 16 none 17 Should start on 2d line below FOR address. Should have the first p in preparing capitalized. No period at the end. 18 none 19 The first paragraph should start on the third line below the subject line. Should not have of AR but include comma after none 21 test should be text and spaceing should read Double-space. 22 none 23 consecutivvely should be consecutively 24 none 25 none 26 none 27 pragraph should be paragraph. Should have, after subdivided. 28 none 29 a, should be a, 30 none 3

5 Error Identification (Cont.) 31 Should have 2 spaces between (1) and Designate. Need a semicolon after parentheses 32 none 33 Should have 2 spaces between (2) and Do. 34 none 35 Incorrect indenting: (a) should be directly below (2). (Do not further indent third subdivision.) 36 none 37 Incorrect indenting. 38 none 39 none 40 Authority line should be on the second line below the last line of the body of the memorandum. Authority line should be typed in all caps. 41 none 42 none 43 none 44 Should be on the fifth line below the authority line (line 45). e in encl should be capitalized. No : needed after encl. Signature block should start at the center. Name should be in all caps. 4

6 Error Identification (Cont.) 45 gs should be in all caps 46 none 47 none 48 CF should be followed by a colon 49 Should include indication of w/encl or wo/encl. 5

7 1 DEPARTMENT OF THE ARMY 2 Headquarters, 55 th Mechanized Infantry Division 3 Fort Stewart, Georgia S: 18 September 20 9 ATZI-DTI-R 10 August MEMORANDUM THRU Commander, 4 th Battalion, 80 th Infantry Division, Fort Stewart, Georgia FOR Commander, Soldier Support Center, ATTN: ATZI-TI, Fort Stewart, Georgia SUBJECT: Using and Preparing a Memorandum Paragraph 2-2 defines the use of a memorandum Single-space the text of the memorandum; Double-space between paragraphs When a memorandum has more than one paragraph, number the paragraphs consecutively. 25 When paragraphs are subdivided, designate first subdivisions by the letters of the alphabet and indent them as shown below. 28 a. When a paragraph is subdivided, there must be at least two subparagraphs b. If there is a subparagraph a, there must be a subparagraph b (1) Designate second subdivisions by numbers in parentheses; for example, (1), (2), and (3) (2) Do not subdivide beyond the third subdivision (a) However, do not indent any further than for the second subdivision (b) This is an example of the proper indentation procedure for a third subdivision FOR THE COMMANDER: Encl JOHN W. SMITH 46 COL, GS 47 Deputy Chief of Staff for Operations CF: (w/encl) Comdt, NCO Academy SOLUTION KEY TO PE 2 PROOFREAD A MEMORANDUM 6