Ghana Armed Forces Service Writing Manual Flashcards

Vocabulary based flashcards covering the definitions and rules established in the 2026 Edition of the Ghana Armed Forces Command and Staff College Service Writing Manual.

Service Writing (SW)

The term used to describe all writing originated officially within the Services, divided into 'operational' and 'non-operational' (administrative) writing.

Operational Writing

Writing that includes directives, orders, reports, and signal messages where maximum use is made of abbreviations, though mandatory headings remain unabbreviated.

Non-operational Writing

Administrative writing covering routine, formal, directed, and demi-official (DO) letters, briefs, and minutes, following normal rules of English usage with restricted abbreviations.

Accuracy

A characteristic of service writing where facts and wording must be precise, and opinions/deductions must be distinguishable from facts.

Brevity

The quality of using few words when speaking or writing, informing the reader in the shortest way possible consistent with accuracy and clarity.

Clarity

The ability to think and express oneself clearly, ensuring writing is intelligible, reasoned, and unambiguous.

Relevance

A state of being closely connected or appropriate to the matter at hand, excluding any irrelevant word, phrase, or idea.

Padding

Familiar words and phrases that add length but nothing of substance to a document, such as 'it is true that' or 'clearly'.

Superscription

The part of a Service document containing everything above the text, including the originator’s address, telephone number, and date.

Subscription

The part of a Service document containing everything below the text, including the signature and the appointment/description of the originator.

Main Heading

A heading that controls a major division of a document, written in underlined capitals, horizontally centered, and not followed by a full stop.

Group Heading

A heading used to introduce one or more paragraphs relating to the same general subject, written in underlined capitals starting at the left margin.

Annex

A supplementary document used to amplify a parent document when inclusion of details in the body would make it cumbersome; lettered consecutively starting with 'A'.

Appendix

A supplementary document that amplifies an annex, numbered consecutively in Arabic numerals starting with '1'.

Enclosure

A document complete in itself and forwarded with a covering document, listed numerically at the end of the parent document.

Top Secret

Information whose unauthorized disclosure would cause exceptionally grave damage to the nation.

Secret

Information whose unauthorized disclosure would cause serious injury to the interest of the nation.

Confidential

Information whose unauthorized disclosure would be prejudicial to the interest of the nation.

Restricted

Information whose unauthorized disclosure would be undesirable in the interests of the nation.

In Confidence

A privacy marking for documents containing information that does not involve national interest and does not merit security protection, but requires special handling.

Code Word

A single word used to provide security cover for reference to a particular classified matter, such as plans, projects, or operations.

Nickname

Two words used for convenience for reference to a particular matter where security protection is not needed; restricted to unclassified and restricted matters.

Directed Letter

A letter originated by the MOD or Services for correspondence at a level between commanded and routine letters, beginning with 'I am directed…'

Routine Letter

The normal form of correspondence between units and headquarters, written in the third person or first-person plural.

Demi-Official (DO) Letter

A less formal means of communication allowing the use of the first-person singular and a freer expression of personal views.

Loose Minute

An internal document prepared for a permanent file record, usually not distributed outside the originating headquarters.

Service Paper

A traditional method used by staff officers to analyze situations and support decision-making through reasoned and logical arguments.

Plagiarism

The unauthorized use or close imitation of the language and thoughts of another author and the representation of them as one's own original work.

Brief

A personal submission intended to impart information or present facts quickly and easily for a senior officer, often featuring a vertical 40mm right margin.

Flag

Used in briefs to identify complete documents attached to the paper, identified by letters starting with 'A'.

Side Flag

Used in briefs to identify a specific passage within a document already referred to by a flag, identified by numbers starting with '1'.

Agenda

A document issued by a secretary to notify attendees of the items to be discussed in a meeting, including time, date, and place.

Minute

A document that summarizes important discussions and records decisions and action points from a conference or meeting.

Precis

A condensed version of the substance of an original paper or papers, usually reduced to between 1/3 and 1/5 of the original length.

Summary

A concise record of the development or history of a subject matter in a file, often used for information, ready reference, or the record.

Position Paper

A succinct, persuasive document (maximum 2 pages) where a staff officer articulates a stance on a strategic or operational matter.