**NOTICE**

Approved: XX-XX-05

Expires: XX-XX-07

**SUBJECT:** TITLE (12 pt. all caps, not bold)

1.  [OBJECTIVES]{.underline}. Like Orders, Notices establish
    requirements and assign responsibilities for Department of Energy
    (DOE) employees and contractors \[in a Contractor Requirements
    Document (CRD)\]. Notices also are used to communicate general
    information throughout the Department.

2.  Unlike Orders, however, Notices are issued for immediate or
    short-term use and expire no later than 1 year from issuance (and
    can be granted 1-year extensions). Unless an exception has been
    negotiated with the Office of Management Communications, Notices
    must include objectives, cancellations, applicability, requirements,
    responsibilities, and contact paragraphs. (Notices that extend other
    directives beyond their expiration dates are often issued in
    abbreviated form.)

    a.  Use the objectives paragraphs to identify the purpose for the
        Notice and should be stated in simple, straightforward, results
        oriented language. Complete sentences are not required as shown
        in the following list of objects for the directives templates.

        1.  To define the parts of a completed DOE Notice.

        2.  To establish a model for directives writers and simplify the
            writing process.

        3.  To communicate Notice formatting and content information.

        4.  To disseminate boilerplate text that must be included in all
            Notices.

        5.  To facilitate the production of consistent, high quality DOE
            directives.

    b.  One or two uncomplicated objectives can be stated in a paragraph
        immediately following the underlined heading:

> [OBJECTIVES]{.underline}. This Notice provides directions for
> implementing DOE P XXX.X, *Titled Whatever,* dated XX‑XX‑03, which
> establishes DOE policy for \[whatever the policy addressed\].
>
> [CANCELLATIONS]{.underline}. DOE N XXX.X, *Notice of Whatever on
> Policies,* dated XX‑XX‑03. Cancellation of a Notice does not, by
> itself, modify or otherwise affect any contractual obligation to
> comply with the Notice. Canceled Notices that are incorporated by
> reference in a contract remain in effect until the contract is
> modified to delete the references to requirements in the canceled
> Notices.

a.  If your Notice cancels at least one other directive, the above
    boilerplate (purple) text must be used.

b.  If your Notice cancels only one directive, you may identify it as
    shown in the example above preceding the boilerplate text.

c.  If your Notice cancels two or more directives, list them in level
    two paragraphs that follow an introductory sentence. For example:

> 2\. [CANCELLATIONS]{.underline}. This Notice cancels the following
> directives.
>
> a\. DOE O XXX.X, *Order Title*, dated XX-XX-XX.
>
> b\. DOE M XXX.X, *Manual Title*, dated XX-XX-XX.
>
> c\. DOE M XXX.X, *Another Manual Title*, dated XX-XX-XX.

d.  If your Notice does not cancel any other directives, enter "None"
    after Cancellations to avoid confusion or misunderstanding.

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1.  [APPLICABILITY]{.underline}. Use this paragraph to identify
    Departmental elements and contractors to which your Notice applies
    and to note any exclusions.

    a.  [All Departmental Elements]{.underline}. Except for the
        exclusions in paragraph 3c, this Notice applies to all
        departmental elements, (see Attachment 1 for a complete list of
        departmental elements.) This Notice automatically applies to
        departmental elements created after it is issued.

> The NNSA Administrator will assure that NNSA employees and contractors
> comply with their respective responsibilities under this Notice.

1.  Because we need to be as specific as possible, impacted DOE elements
    must be identified. To avoid taking up extra space here, we add
    Attachment 1, a listing all impacted DOE elements by office title.

> \[*Note: Attachments should be referenced in your text and should be
> numbered and arranged in the same order in which they are cited in the
> text. The organization list and CRD, if there is one, are Attachments
> 1 and 2, respectively.*\]

2.  Because we want to be as specific as possible, be sure to indicate
    if your Notice applies only to DOE elements that engage in certain
    specific activities. For example, if yours is a cyber security
    Notice, you would add a statement such as the following:

> *Except for the exclusions in paragraph 3c, this Notice applies to all
> DOE elements that own or operate information systems (see Attachment
> 1).*

b.  [DOE Contractors]{.underline}. This paragraph is used to describe
    DOE contractors to which your Notice applies. If your Notice applies
    to contractors, a Contractor Requirements Document (CRD) will be
    attached. If the Notice is to apply only to certain types of work
    within contracts, that work should be described fully here \[see
    paragraph 3b(2)\]. If your Notice does not apply to contractors,
    insert a sentence such as, "This Notice does not apply to
    contractors."

> \[*Note: Boilerplate (purple) text in the following paragraphs must
> appear in all Notices that apply to contractors.*\]

1.  Except for the exclusions in paragraph 3c, the Contractor
    Requirements Document (CRD), Attachment 2, sets forth requirements
    of this Notice that will apply to DOE contractors whose contracts
    include the CRD.

2.  The CRD must be included in all DOE contracts that require or
    involve access to DOE information systems. (Note: The nonboilerplate
    text here is an example taken from a cyber security directive.)

3.  The \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ is/are
    responsible for telling contracting officers which DOE contractors
    are affected by this Notice. Once notified, contracting officers are
    responsible for incorporating the CRD into the contracts of affected
    DOE contractors.

> \[*Note: In the blank, identify the office responsible for notifying
> contracting officers. Because this paragraph assigns responsibilities,
> you must be certain that the office named here is included in the
> responsibilities paragraphs.*\]

c.  [Exclusions]{.underline}. Number range CHAPTERIn accordance with the
    responsibilities and authorities assigned by Executive Order 12344
    and to ensure consistency throughout the joint Navy and DOE
    organization of the Naval Nuclear Propulsion Program, the Director
    of the Naval Nuclear Propulsion Program will implement and oversee
    all requirements and practices pertaining to this DOE Notice for
    activities under the Director's cognizance.Number range CHAPTER

> \[*Note: While it is not boilerplate, the paragraph above (3c) is an
> example of an exclusion that frequently apply to directives. If there
> are no exclusions, insert "none" to avoid possible confusion, and
> modify paragraphs 3a and 3b(1) accordingly.*\]

2.  [REQUIREMENTS]{.underline}. Use these paragraphs to identify
    activities that must take place, boards that must be created, and
    products that must be created to achieve Notice objectives. You can
    include background information in the introductory paragraph or may
    list background data in a series of second level, lettered
    paragraphs (preferably paragraph 4a).

    a.  Notice requirements also may include changes that must be made
        to other directives. Be sure to list all affected directives,
        giving complete information as in the following examples.

        1.  DOE O XXX.1A, *Long-Time Directive on the Topic of the
            Notice,* dated 9‑29‑99.

        2.  DOE O XXX.2B, *A Manual on the Topic of the Notice,* dated
            10‑31‑02.

        3.  DOE O XXX.1A, *An Order on a Related Subject,*
            dated 11‑1‑00.

        4.  DOE M XXX.1, *Another Order Also of Significance for
            Implementation of the Notice,* dated 9‑28‑95.

    b.  Always consider readers/the users of your Notice first.

        1.  What will they need to know to comply fully with the
            requirements of the Notice? (Don't assume that they know
            what you know.)

        2.  How can you present this information as conveniently as
            possible?

    c.  Write requirements with measurable or verifiable outcomes, if
        possible.

    d.  Focus on outcomes rather than operations or procedures.

    e.  Do not repeat voluminous information from other sources
        (especially laws, regulations, and other directives). You can
        cite pertinent laws/regulations/other directives to refer your
        readers to this information and/or include a reference paragraph
        citing pertinent laws, etc.)

    f.  State requirements clearly in the active voice (see Attachment 3
        for examples and related information).

    g.  Avoid the use of jargon, if possible.

    h.  Use short sentences arranged in a logical order.

    i.  Arrange your sentences in short paragraphs.

        1.  Include only one issue, idea, step, or requirement in each
            paragraph.

        2.  Use lists and lower level, labeled paragraphs to convey
            additional or related information. (The format of this
            template is an example.)

        3.  For the convenience of your readers, try not to break your
            paragraphs into any more than four levels (see Attachment 4
            for the DOE six-level directive format).

    j.  Avoid using the verb "shall."

        1.  Use "must" to convey requirements.

            a.  "Must" is the clearest way to tell your readers that
                they are required to do something.

            b.  "Shall," in addition to all the connotations that it
                carries, is somewhat obsolete.

            c.  "Shall" is also less precise than "must." (It can
                indicate either a requirement or predict future action.)

        2.  Use "will" to convey future actions.

        3.  Of the many resources with additional information on the
            must/will question two are available online at---
            <http://www.blm.gov/nhp/NPR/pe_dgst4.html> and
            <http://www.archives.gov/federal_register/drafting_legal_documents//clear_writing.html>

3.  [RESPONSIBILITIES]{.underline}. These paragraphs define and identify
    the persons (by job title or by office) responsible for actions
    necessary to ensure that requirements of your Notice are met
    successfully.

> \[*Note: We must depart from the numbered paragraph format here to
> avoid the error of having some second level paragraphs with underlined
> headings and others without. Following the bulleted instructions are
> numbered paragraphs illustrating responsibilities paragraphs.*\]

-   State responsibilities clearly and succinctly using strong action
    verbs (ensures, identifies, requires, makes, advises, establishes,
    provides, sets, implements, conducts, performs, coordinates, leads,
    etc.).

-   Ensure subject-verb agreement in responsibilities statements.

-   List responsible officials or offices and their responsibilities in
    a logical sequence.

-   For deliverables that apply to both DOE and NNSA, identify both the
    DOE official and the equivalent NNSA official responsible for
    particular deliverables.

-   For Notices that apply to contractors (i.e., have CRDs), you must do
    the following.

    -   identify an office/official responsible for ensuring that the
        CRD is incorporated into affected DOE contracts.

        -   Task that official with telling the contracting officer
            which DOE contractors are affected by the Notice.

        -   If the CRD applies only to certain types of work within a
            contract, the official must tell the contracting officer
            which work is affected.

    -   List responsibilities for contracting officers, including the
        following, as applicable.

        -   Number range CHAPTERAfter being notified, incorporate the
            DOE N XXX.X CRD into affected DOE contracts.

        -   Number range CHAPTERAssist originators of procurement
            requests who want to incorporate requirements of the CRD in
            new contracts, as appropriate.

> \[*The following are examples of responsibilities paragraphs in
> standard directives format.*\]

a.  [Office of the Secretary]{.underline}. If an official/office only
    has one or two brief responsibilities, you may want to enter them in
    a sentence or two here instead of listing them in lower level
    paragraphs as in the example below (however, either style is
    acceptable). You may also enter explanatory material here before
    detailing the responsibilities for a particular official/office.

> \[*Note: Paragraphs5a and 5b are examples of officials/offices that
> might be named in the responsibilities paragraphs.*\]

b.  [Heads of Departmental Elements]{.underline}.

    1.  Ensure that those assigned to review draft Notices have training
        appropriate to the task and understand their responsibilities.

    2.  Ensure that all deadlines are met.

c.  [Heads of Field Elements]{.underline}.[^1] This designation includes
    field organizations at various levels. When specifying field element
    requirements and responsibilities, define the organizations as
    appropriate for the purposes of your Order. (Add a definition in
    parentheses or a footnote such as the one below.)

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4.  [DEFINITIONS]{.underline}. Optional.

    a.  An online glossary of terms is available at
        [www.directives.doe.gov/pdfs/doegeninfo/draft/glossary.pdf](http://www.directives.doe.gov/pdfs/doegeninfo/draft/glossary.pdf)
        as a resource to review before you create a separate glossary.

        1.  Consider whether the terms to be defined are unique to the
            Notice topic or are available in the public domain.

        2.  Consider referencing other dictionaries/glossaries,
            especially ones that are available online.

    b.  Follow the standard directives format for lists of definitions.

5.  [REFERENCES]{.underline}. Optional.

    a.  As always, consider the needs of your readers.

        1.  Provide information that enables readers to locate
            references easily (e.g., add URLs for references available
            online).

        2.  Include the same information arranged in the same order for
            each entry.

        3.  Arrange or group entries in some logical sequence
            (alphabetically, numerically, by document type and then
            alphabetically or numerically, or some combination thereof).

    b.  Do not cite draft documents in your Notice because---

        1.  they are not readily available and

        2.  when they become available, the text you referenced may no
            longer be included.

    c.  At minimum, you must include every reference cited in the main
        body of the Notice. You may choose to add other relevant
        sources.

6.  [CONTACT]{.underline}. Questions concerning this Notice should be
    addressed to the Office of *(fill in the name of the sponsoring
    office)* at xxx-xxx-xxxx.

SAMUEL W. BODMAN

Secretary of Energy

**DEPARTMENTAL ELEMENTS, AND BY AGREEMENT,\
NATIONAL NUCLEAR SECURITY ADMINISTRATION,\
TO WHICH DOE N XXX.X IS APPLICABLE**[^2]

\[The following is the complete list of officially recognized DOE
organizations for use in directives. Please look the list over and
delete organizations to which your directive does not apply. (The list
is revised regularly and available online at
[www.directives.doe.gov/pdfs/reftools/org-list.pdf](http://www.directives.doe.gov/pdfs/reftools/org-list.pdf).)\]

Office of the Secretary

Bonneville Power Administration

Departmental Representative to the Defense Nuclear Facilities Safety
Board

Energy Information Administration

Office of the Chief Information Officer

Office of Civilian Radioactive Waste Management

Office of Congressional and Intergovernmental Affairs

Office of Counterintelligence

Office of Economic Impact and Diversity

Office of Electricity Delivery and Energy Reliability

Office of Energy Efficiency and Renewable Energy

Office of Environment, Safety and Health

Office of Environmental Management

Office of Fossil Energy

Office of General Counsel

Office of Hearings and Appeals

Office of Intelligence

Office of Management, Budget and Evaluation and Chief Financial Officer

Office of Nuclear Energy, Science and Technology

Office of Policy and International Affairs

Office of Public Affairs

Office of Science

Office of Security and Safety Performance Assurance

Office of the Inspector General

Office of Worker and Community Transition

Secretary of Energy Advisory Board

Southeastern Power Administration

Southwestern Power Administration

Western Area Power Administration

**CONTRACTOR REQUIREMENTS DOCUMENT**

**DOE N XXX.X, *TITLE***

Regardless of the performer of the work, the contractor is responsible
for complying with the requirements of this CRD. The contractor is
responsible for flowing down the requirements of this CRD to
subcontractors at any tier to the extent necessary to ensure the
contractor's compliance with the requirements.

1\. [GENERAL REQUIREMENTS]{.underline}.

a.  You must include the boilerplate text indicated in purple (above) in
    every CRD.

b.  If your CRD applies to contractors performing specific functions
    and/or in specific arenas, you should indicate this as in the
    example above.

c.  If your CRD also applies to NNSA contractors, you should indicate
    this too.

2\. [SPECIFIC REQUIREMENTS]{.underline}.

a.  Like DOE elements, contractors compose directives-like documents
    specific to the sites/facilities they manage/operate for DOE. They
    must respond to a CRD attached to a DOE Notice by planning
    implementation of requirements.

b.  The CRD must be written as a separate document that could be removed
    from the directive and attached, without modification, to the DOE
    contract. \[See DOE N 153.2, *Connectivity to National Atmospheric
    Release Advisory Center (NARAC),* dated 8-11-03, for an example.\]

    1.  CRDs should be as specific as possible.

    2.  The contractor should be able to read the CRD and know its
        obligations under the contract without consulting other
        documents extensively---even if this means completely repeating
        the text of the Order/Notice/Manual in the CRD.

c.  If you must reference other directives, regulations, etc., the
    reference must be specific and clear.

    1.  To be technically correct, references to other directives should
        be to the CRDs of those directives (which implies checking to be
        sure the directives in question have CRDs).

    2.  If possible, such references should be at the end of sentences
        and enclosed in square brackets.

**ACTIVE AND PASSIVE VOICE**

"Voice" is a term used to describe one of the ways verbs are
categorized. There are two voices: active and passive. Active voice
expresses action; someone (the subject of the sentence) performs an
action or acts on something else (the object). In passive voice,
something or someone (the subject of the sentence) is acted upon. While
not technically wrong, passive voice, like anything, can be monotonous
if overdone. Worse, it can be a way of avoiding saying who is
responsible for or must do something and, therefore, can be confusing in
directives. Compare the following. (Note: Passive voice is one of the
few grammar problems grammar checkers are fairly reliable at picking
out.)

+-----------------------------------+-----------------------------------+
| **Passive Voice**                 | **Active Voice**                  |
+-----------------------------------+-----------------------------------+
| Procedure manuals must be         | All departmental elements must    |
| developed.                        | develop procedure manuals.        |
+-----------------------------------+-----------------------------------+
| No stone must be left unturned.   | Leave no stone unturned. (The     |
|                                   | subject, you in this case, is     |
|                                   | understood.)                      |
+-----------------------------------+-----------------------------------+
| Contractors will be monitored.    | Field elements will develop       |
|                                   | procedures to monitor             |
| (An honest question that might    | contractors.                      |
| arise from a sentence such as the |                                   |
| above is how or by whom. Who is   |                                   |
| responsible?)                     |                                   |
+-----------------------------------+-----------------------------------+
| This Notice is intended to serve  | We created this Notice as an      |
| as an example.                    | example. OR                       |
|                                   |                                   |
|                                   | We intend to use this Notice as   |
|                                   | an example. OR                    |
|                                   |                                   |
|                                   | You can use this Notice as an     |
|                                   | example.                          |
+-----------------------------------+-----------------------------------+
| He was upset by the argument.     | The argument upset him.           |
+-----------------------------------+-----------------------------------+
| etc.                              |                                   |
+-----------------------------------+-----------------------------------+
|                                   |                                   |
+-----------------------------------+-----------------------------------+
|                                   |                                   |
+-----------------------------------+-----------------------------------+

Today you can find a number of good style guides and other writing aids
online.

The *American Heritage Book of English Usage,*
<http://www.bartleby.com/64/>, and the *Columbia Guide to Standard
American English,* <http://www.bartleby.com/68/>, both available through
Bartleby.com, are particularly good starts.

*Common Errors in English Usage,*
<http://www.wsu.edu:8080/~brians/errors/errors.html>, an online analog
to a popular print publication, is an alphabetical list with short
explanations of common errors (e.g., that famous bugaboo ensure/insure).

.

**DEPARTMENT OF ENERGY SIX-LEVEL DIRECTIVE FORMAT**

Following are instructions for setting paragraph numbering and indents
for the format used for most Department of Energy (DOE) directives. The
text is also formatted in this style, so you can cut and paste it into
your document if that is easier for you.

To set paragraph numbering and indents, on the **Format** menu, select
**Bullets and Numbering**. In the window that appears, select the
**Outline Numbered** tab. Word may already have the directives format as
one of the options you may select, otherwise, you will have to set it up
by selecting the option that is closest to the directives format,
selecting the customize "button," and using the following to customize.

1.  [LEVEL ONE TITLE IN ALL CAPS, UNDERLINED]{.underline}. This is the
    style used for the titles of the objectives, cancellations,
    applicability, requirements, responsibilities, references,
    definitions, and contacts paragraphs of directives (they are level 1
    of the outline). The title is followed by a period, but note that
    the periods are **not** underlined. The title starts at the left
    margin with the paragraph number, and you indent 1/2 inch or 3 picas
    to the underlined title. (This would be aligned at 0, tab space
    after 0.5, and indent at 0.5 on the customize menu.)

    a.  [Level Two Underlined Using Title Case]{.underline}. Only the
        initial letters of significant words are capitalized in level 2
        paragraph titles, as they would be in titles of reports or
        books. Level 2 paragraphs on the outline start at the first
        indent, with a 1/2 inch indent after the letter (this would be
        aligned at 0.5, tab space after 0.5, and indenta at 1.0 on the
        customize menu). Note that tabs and indents are in 1/2-inch or
        3-pica increments.

    b.  [Breakdown]{.underline}. For good outline form, there should be
        more than one item/entry at any level. That is, if you have a
        level 2 paragraph a, you should also have a paragraph b; if you
        have a level 3 paragraph (1), you should have at least one
        additional level 3 paragraph, and so on.

        1.  Third Level. Third (and lower) level paragraphs don't have
            to have an underlined title or lead in; however, it is
            acceptable if they do so long as you are consistent \[see
            paragraph 1b(2) below\]. Third level paragraphs are aligned
            at 1.0 with a 0.5 inch tab and a 1.5 inch indent (on the
            customize menu).

            a.  This is an example of the format and tabs/indents for
                fourth level paragraphs in the standard DOE directives
                format.

            b.  To set up your fourth level paragraphs on the bullets
                and numbering customization menu, select aligned at 1.5,
                0.5 tab space after, and indent at 2.0.

        2.  Caution. Don't mix the formatting of paragraphs at any
            level. If one has an underlined introductory phrase, then
            they all should.

        3.  Cut and Paste. Watch it. You can kill your outline
            formatting if you're not careful. Use the following process.

            a.  Select and copy the text from the source or insert from
                a file.

            b.  See the little box that appears when you have pasted the
                new text.

            c.  Select "Match Destination Formatting" to apply current
                formatting.

        4.  Levels, Levels, Levels.

            a.  Make your major points one at a time in straightforward,
                simple sentences. The effect is two-fold.

                1.  Your major points will be apparent to the reader.

                2.  The added "white space" is easier on both the mind
                    and the eye of the reader.

            b.  But remember, too many levels can be confusing and
                ultimately defeat your efforts to communicate clearly in
                a user-friendly directive.

                1.  For some topics the particulars are extensive.

                2.  In these cases, breaking your points down and
                    presenting them on five or even six outline levels
                    to convey things clearly and avoid long, monotonous
                    paragraphs makes good sense.

                    a.  Try not to go any further than a sixth level.

                    b.  At this point, because it is so seldom done and
                        so undesireable, we don't have more than six
                        levels in the standard, directives template.

2.  [LEVEL ONE TITLE]{.underline}.

[^1]: Operations offices, service centers, site offices, area offices,
    field offices, project management offices, and regional offices of
    federally staffed laboratories.

[^2]: ^†^ Field entities should not be listed unless there are special
    circumstances necessitating their inclusion. Applicability to a
    field entity is assumed when its lead program Secretarial Officer
    organization is listed.