New Zealand Gazette – 1906 – No. 9

Page 447

✨ Military Regulations and Correspondence Rules



Feb. 8.] THE NEW ZEALAND GAZETTE. 447

  1. Annual returns of Government property on issue to units, companies, or Government officers, balanced to the 31st December, shall be rendered in duplicate on the prescribed forms to the O.C. District not later than the 15th January following, one copy being for transmission to the Defence Storekeeper, Wellington. Os.C. Districts, Os.C. Permanent Force Detachments, and Substorekeepers shall balance their Equipment Ledgers annually to the 31st December, and shall forward same with vouchers to the Defence Storekeeper, Wellington, for audit when requested.

  2. All deficiencies, damages, or losses of stores on issue to a battery or company must be reported at once.

  3. Os.C. Districts shall, in the case of any Government property being destroyed, lost, or damaged, and before recommending that any arms, equipment, or stores be written off, assemble a Board of three officers to report thereon, and shall forward such report, together with any recommendation or otherwise as may be deemed necessary.

  4. When ordnance stores require to be replaced from fair wear-and-tear they must be returned to store, or otherwise disposed of as may be ordered, before a fresh supply is issued.

  5. The price of all stores issued to Volunteers on terms of payment must be paid for in advance.

  6. When surplus stores or equipment are being returned they should be forwarded by the cheapest and most direct route to the nearest Defence or mobilisation store, or to such other destination as the Defence Storekeeper or the O.C. District may direct. Each package must be labelled showing the corps or unit by whom returned, and the O.C. District or the Storekeeper must be notified by voucher of the contents, date, and manner of forwarding.

CORRESPONDENCE.

  1. All correspondence emanating from units to Os.C. Districts must be signed by the O.C. such unit. In absence of the O.C. the next senior officer shall sign “in absence of O.C.” All correspondence from Os.C. Districts to headquarters shall be similarly dealt with.

  2. All correspondence from the O.C. the District to headquarters, and all routine matters, minutes, remarks, queries, and replies shall be addressed to the Chief Staff Officer. In no case is official correspondence to be addressed to any officer by name, and only the official designation of the officer is to be used.

  3. Departmental files in no case shall pass for perusal by others than the responsible heads of Departments unless specially authorised by the Minister, and all correspondence must be on foolscap, with a quarter-margin on left-hand side, one side of paper only to be used. The first minute is to follow where the original letter or memorandum ends, and the person who writes it shall mark the original letter or subject-matter No. 1, and his own minute thereon No. 2 (in red ink when possible). Each succeeding minute is immediately to follow that which by date precedes it, and shall be numbered in sequence. A fresh half-sheet is to be added on top of the file when required for the commencement or continuation of a minute, and no minute or continuation thereof is to be made on the margin, or on vacant places between previous minutes. Minutes are not to be written diagonally across paper. Attached documents and enclosures shall be added at the end of the file in the order in which they are referred to, and identified by capital letters.

  4. When communications are made by telegram, the date and number of telegram should be inserted at the beginning of the message. The message should be punctuated by the word “stop,” where necessary.

  5. “Secret” or “confidential” correspondence is to be enclosed in a directed envelope, sealed and marked “Secret” or “Confidential.” This envelope is to be enclosed in another envelope, which is to be addressed in the ordinary manner.

  6. Every effort is to be made to avoid correspondence, returns, or documents which are not necessary, and not essential to the proper administration of the Defence Forces, and Os.C. Districts shall suppress any tendency to unnecessary correspondence on the part of those under their command.

  7. Os.C. Districts and other intermediate authorities are responsible for the correctness of what is set forth in documents submitted by them, and it is their duty to endeavour to adjust all matters which are within the scope of their authority. In transmitting ap-



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Online Sources for this page:

VUW Te Waharoa — PDF NZ Gazette 1906, No 9




✨ LLM interpretation of page content

🛡️ Regulations for Arms, Accoutrements, and Government Stores (continued from previous page)

🛡️ Defence & Military
Military regulations, Arms supply, Accoutrements, Requisitions, Store management, Volunteer Forces, Permanent Forces

🛡️ Correspondence Procedures for Military Units

🛡️ Defence & Military
Military correspondence, Official communication, Document handling, File management, Telegram procedures, Confidential correspondence