Admiralty references; C.E.60023/49, C.E.60063/49, C.E.60005/50, C.E.60007/50, C.E.60008/50, C.E.60008/51, C.E.60002/52, C.W.7375/51, C.W. 4121/52, C.W.9838/52

SECTION I. GENERAL INSTRUCTIONS

1001. Naval Pay and Identity Book, Form S.43A. A Naval Pay and Identity Book, Form S.43A, is to be issued on entry to all officers and ratings (including members of the Women's Royal Naval Service, Queen Alexandra's Royal Naval Nursing Service, Voluntary Aid Detachments and Commonwealth officers and ratings on loan to the Royal Navy) except officers with " time only " commissions.

2. Officers should always carry their books when away from their normal source of payment. Ratings are always to carry their books except when on short leave in foreign ports; the Captain may then, at his discretion, direct that the books be kept in the ship. When taken ashore, the books are to be carried on the person and not kept in a kitbag or respirator haversack. Forms S.43A are to be mustered at each general payment and ratings going on leave are to be called upon to produce them before being allowed to proceed.

3. ISSUES. The issuing authority is the Captain of the ship or establishment concerned. He is to appoint an officer to control the issue of Forms S.43A and is to ensure that adequate precautions are taken to prevent the unauthorised use of blank books. Issuing authorities are to insert, in ink, the details of name, rank or rating, official number and, except for officers, date of birth, on page 2 of Part 1 and on the front cover of Part 2; the National Insurance number on page 29 of Part 1, and on the inside front cover of Part 2; the address of the Port Division on the front covers of Part 1 and Part 2. The ship's book number is to be entered on the front cover of Part 2 in pencil. The holder is to insert, in pencil, details of the name, address and relationship of his next of kin on page 2 of Part 1. The holder's signature on page 1 of Part 1 is to be in ink.

4. NOTATIONS. Notations are to be made in Form S.43A as directed in Article 0984 (7) and in B.R. 1950 Naval Pay Regulations, B.R. 93 Victualling Manual, B.R. 1991 Handbook of Standing Orders for the R.N. Medical and Dental Service, and Admiralty Fleet Orders. The Captain is to ensure that the particulars given in the Form S.43A of every officer and rating borne are checked at regular intervals. Responsibility for the accuracy of details given in Part 1 of Forms S.43A is normally to rest with the Divisional Officer, and not the Supply Officer.

5. PHOTOGRAPHS. Photographs are not required for officers as they carry a Naval Identity Card with photograph, Form S.1511. For ratings, the bearer's photograph (passport type, head and shoulders only, in uniform but without cap), is to be pasted in the space provided on page 1 of Part 1. Members of the Women's Royal Naval Service may be photographed in bluette overalls during their initial training period. Photographs are to be partly over-stamped with the official stamp of the issuing authority. For the purposes of security in the case of Royal Marine field units, details of the unit on the stamp itself are to be covered when used for overstamping photographs. Whenever possible, photographs are to be provided by local Service resources. When this is not possible, they are to be obtained at the most economical rates available and the charges thus incurred brought to account in accordance with the normal procedure. In any instance in which delay in obtaining the photograph is likely to occur, the Form S.43A may be issued without one. In such an event, the stamp of the issuing authority is to be placed in the space provided, the photograph being

1002 PERSONAL RECORDS

inserted as soon as possible thereafter. A new photograph is to be taken and affixed to the Form S.43A when a change in uniform, or change in facial appearance (e.g. a change from Class II to Class I uniform, or a man having grown a beard) has occurred since the original photograph was taken. New photographs are not required for members of the Women's Royal Naval Service on change from bluette overalls to uniform kit after enrolment.

6. LOSSES. In the event of a rating's Form S.43A being lost or stolen the facts are to be reported immediately to the Captain and to the local police at home, or in accordance with local orders abroad. The recovery of a lost Form S.43A is to be similarly reported, with a statement describing how recovery was effected. The loss of a Form S.43A is to be carefully enquired into, and if it is considered to be due to negligence, disciplinary action is to be taken.

7. REPLACEMENTS. A charge of 2s. 6d. is to be levied for the replacement of photographs which are considered by the Captain to have been lost or mutilated through the neglect or default of the individual. Charges are to be recovered in cash and brought to account in accordance with the normal procedure. When a new Form S.43A is issued to replace one lost, mutilated or worn out, the issuing authority is to endorse the new one in red ink " Duplicate," and " Fair wear and tear," " Accidental loss " or " Negligence," as applicable. Care is to be taken that all relevant notations which appeared in the old book are inserted in the new.

8. OFFICERS PROMOTED FROM LOWER DECK. When an officer is promoted from the lower deck or from the ranks, the Form S.43A which he held as a rank or rating is to be withdrawn and a new one issued in the ship or establishment which the officer first joins on promotion.

9. DISCHARGE FROM THE SERVICE. Officers and ratings discharged from the service for any reason are to surrender Forms S.43A, and the fact is to be noted in the ledger. When officers or ratings are discharged direct to shore from, or die in, naval or other hospitals, or where men are discharged direct to shore from one of H.M. detention quarters or prisons, Forms S.43A are to be withdrawn by the hospital, detention quarters or prison concerned, and, after cancellation, are to be returned to the establishment carrying the pay account. In the case of discharge from hospital, care is to be taken that when the Form S.43A is surrendered, Form 51559 (R.111 for Royal Marines) is issued to act as a provisional identity document. When no longer required, cancelled Forms S.43A are to be disposed of as confidential waste.

1002. National Health Service. The national health service number (former national registration number) of a person entering or released from the Royal Navy, Royal Marines, Women's Royal Naval Service, Queen Alexandra's

Royal Naval Nursing Service, or as a naval Voluntary Aid Detachment officer or member, is to be dealt with as directed in B.R. 1950 Naval Pay Regulations.

1003. Disclosure of addresses. The address of an officer or man should not normally be disclosed to his wife, particularly when it is known that the parties concerned are not on normal terms. Such addresses should be disclosed only to solicitors acting on behalf of the wife or to the Clerk of the Court when it is known that legal proceedings are to be taken. Similarly, the wife's address should not be disclosed to the officer or man.

2. There is no objection in either case to an offer being made to forward correspondence to either party, but the address should not be disclosed.

1004. Flying Log Books. Instructions relating to Flying Log Books are given in A.R(N) 76 Regulations for Naval

Aviation. They are to be produced at Flag Officers' inspections.

SECTION 11. OFFICERS

1021. Officers' certificates. The Flag Officer, for those appointed for duty on his staff, and the Captain, for others, is to give every officer serving under him, whether as part complement or supernumerary, on his discharge or on other prescribed occasions, a certificate of conduct on Form 5.450. For officers in command below the rank or equivalent rank of Captain, the certificate is to be issued by the Flag Officer or Administrative Authority under whom the officer concerned is serving. Certificates for time only or for periods of less than three months are not to be issued.

II. OFFICERS 1023

The bottom certificate n the book of Forms 5.450 is to be given to the officer, and the book with the counterpart of all the certificates given, which are to be exact transcripts of the originals, is to be sent to the Admiralty when the ship is paid off, except that stationary ships, shore establishments, etc., at home and abroad are to send the book to the Admiralty at the expiration of three years from the date of commencement, whether completed or not. Flag Officers who use separate books for officers in command and for officers on their staffs should send the books to the Admiralty on hauling down their flags.

When a Commodore of a Royal Naval Barracks is superseded, he need only issue certificates for the heads of departments and other officers who have come under his immediate supervision, or under his notice for misconduct or inefficient performance of their duties, the certificates for the remaining officers concerned, which are initiated by the responsible heads of departments, being forwarded when the head of the department, or the officer, leaves the Depot.

2. Where an officer is borne on the books of a ship or establishment for time and pay only, the certificate is to be signed by the Captain, officer in command or in charge, under whom he is actually serving.

3. Certificates on Form 5.450 constitute the only permanent personal record that an officer will have of his service. Officers who are discharged may require them as references when applying for civilian posts and great care should be taken in their completion. The " capacity " in which an officer has served should be clearly stated with inclusive dates corresponding to the dates on Form 5.206. The remarks should be worded so as to give guidance to any " outside " authority on an officer's character and conduct and his general execution of his duties. See 4518 (4) on Executive officers carrying out supply duties.

4. FORWARDING CERTIFICATES. Where an officer has left the ship before the certificate can be handed to him, it is to be placed under separate cover and sent to him direct.

5. OFFICERS OF COMMONWEALTH NAVAL FORCES. Officers of the Commonwealth naval forces serving in Her Majesty's ships are to be given the usual certificate, and a copy is to be forwarded by the Captain direct to the headquarters of the service to which the officers belong.

6. RESERVE OFFICERS. On completion of a period of training in one of H.M. ships or establishments in pace time Forms 5.450 are to be issued to all R.N.V.R. officers and to Supply Officers of the R.N.R. entered before 1950. Other R.N.R. officers are to have the record of training entered in their Certificate Books (Form R.V.02) in lieu. Forms 5.450 are to be issued to all R.N.R. and R.N.V.R. officers, under the conditions applicable to officers of the Royal Navy, when they are mobilised for service or employed whole time when not mobilised.

1022. Reports on officers. The reports required by Articles 1022 to 1037 are distinct from and in addition to the half- yearly recommendations for promotion required by Articles 1040 to 1043. Reports on officers are to be rendered in accordance with the following instructions.

2. FLAG OFFICERS. Flag Officers serving under senior officers are to be reported on whenever either the senior officer or the junior officer is superseded. The form of the report is left to the reporting officer, who should give his views fully, but he is to furnish definite information as to the Flag Officer's fitness for the command held by him and as to his fitness for further employment in a new command, (a) afloat, and (b) ashore.

3. OTHER OFFICERS. Reports are to be rendered on all officers holding appointments, including officers on the retired list who may be serving, and officers borne supernumerary for not less than three months. Officers serving at the Admiralty, in Her Majesty's dockyards or other shore setablishments, or otherwise holding appointments on shore, are to be reported on equally with those serving afloat. For Royal Marine officers serving on shore at R.M. establishments see 1027.

4. Reports on Form S. 206 or 5.202 are not required on officers undergoing courses of instruction except where specifically stated below.

1023. Forms to be used. Reports are to be made on the appropriate form, namely:

1024 PERSONAL RECORDS

1024. Occasions for report. Reports are to be rendered on the following occasions:

1. Officers in command:
1. (i) When a ship, or the officer commanding her, leaves the station or squadron.
2. (ii) When the Commander-in-Chief or Senior Officer under whose orders the ship has been employed is superseded.
2. Officers on the staff of a Flag Officer or Commodore:
1. When the Flag Officer or Commodore hauls down his flag or broad pendant.
2. When the officer is removed after not less than three months service.
3. All officers not otherwise specially provided for in this article
1. When a ship pays off or leaves a foreign station, except officers remaining on recommissioning with the same Captain.
2. When the Captain is superseded.
3. When the officer leaves after more than three months service.
4. Senior Commissioned Officers and Commissioned Officers (Branch List):
1. Half yearly, to reach Admiralty by 1st February and 1st August (see 1029).
2. As in (c) above if the Captain has either not rendered a half-yearly report or is able to amend or add to his previous half-yearly report.
5. Royal Marine officers:

As shewn in (c). See also 1027 for R.M. officers at R.M. establishments and Appendix 1, Part 6, Section II, for R.M. candidates for Army Staff College. R.M. Branch Officers should be reported on as in (d).

6. Fleet Air Arm officers (see 1026).
7. Subordinate Officers (up to and including Acting Sub-Lieutenant):
1. On passing out of the R.N. College, Dartmouth.
2. On passing out of the Training Cruiser, or Training Squadron for Naval Cadets (Aviation).
3. For Executive officers, on discharge from each ship or establishment in which they serve as Midshipmen or Acting Sub-Lieutenants and on change of Commanding Officers. For non-Executive officers, on discharge from each ship and on change of head of department. For Engineer officers see also Appendix 1, Part 1, Section III, Paragraph 28.
4. For Executive Acting Sub-Lieutenants, after their three months service in smal ships before the Greenwich course.
5. On completion of the Acting Sub-Lieutenant's course at the R.N. College, Greenwich.
6. For Engineer Officers, on completion of the two years Basic Engineering Course.
7. On completion of the course for Acting Sub-Lieutenant (S) at the R.N. Supply and Secretariat School.

Note: Reports on R.N. officers are required in original only. Reports in duplicate are required on above occasions on officers of Commonwealth navies (see 1030).

8. Medical officers, Dental officers and Chaplains in Medical establishments:
1. When the Medical Officer-in-Charge is superseded.
2. When the officer leaves after not less than three months service. See also 1028.
9. Reserve Officers: See 1032 to 1035.
10. W.R.N.S. officers: As directed in B.R. 1077. See also 1028.
11. Commonwealth and Foreign officers: See 1030 and 1031.

Note: See also:
0602 (4)-Report on qualifying for watch-keeping certificate.
0602 (5)-Remarks required about specialisation in all reports on Sub-Lieutenants and Lieutenants of less than five years seniority.
1036 -Special reports.
1037 -Quarterly reports.
4518 (4)-Executive officer carrying out supply duties.

11. OFFICERS 1026

1025. Royal Naval Barracks. Upon being superseded the Commodore of a Royal Naval Barracks need render reports only on heads of departments and other officers who have come under his immediate supervision, or under his notice for misconduct or for inefficient performance of their duties. Reports on the remaining officers, which are initiated by the responsible heads of departments, are to be forwarded when either a head of department or any officer under his orders leaves the Depot after not less than three months service, and annually when required.

1026. Fleet Air Arm. Reports on officers are to be made on Form S. 206 on the occasions prescribed in Article 1024 and are to be rendered by the Captains of the ships or establishments in which the officers are borne except when a unit is detached to a Royal Air Force Station or civil air base for more than three months, when the reports are to be rendered by the officer in command of the detached naval air unit.

2. Section I (d) of Forms S. 206 should contain the last assessment of flying proficiency in accordance with A.P.(N) 76 Regulations for Naval Aviation and recommendations as to suitability to sub-specialise in order of priority from the following list:

3. To supplement the information contained in Form S. 206 a separate annual report of flying performed during the preceding year by every officer appointed (P), (F) or (0), other than Captains, is to be forwarded through the usual channels on 1st January each year and is to be in the following form:

1. Total hours flown as (P) or (0).

2. Flying for year ended 31st December, 19

Ship.__________
Signature of Commanding Officer.____________
Rank of Commanding Officer.________________

1027 PERSONAL RECORDS

Note:

1. For (F) officers 1 and 2 should show flying as (P) and (O).
2. Totals should be those shown in log book for flying in Service aircraft excluding passenger flying.
3. Flights as second pilot should be included in 1 but not in 2.
4. Flag and Commanding Officers should state, in respect of officers who have less than 24 hours flying practice to their credit for the year under review, whether in their opinion such officers have done as much flying as they could or should in the particular circumstances of their appointments.

1027. Royal Marine Officers when not serving under the Naval Discipline Act. Reports are to be rendered to the Commandant-General, Royal Marines, as follows:

1. In the case of Commanding Officers, on termination of appointment or on supersession of Formation or Group Commander.
2. On the supersession of the Officer in Command.
3. On the officer leaving the unit, except for a course of instruction.
4. All officers (other than Branch Officers) are to be included, whether borne permanently or temporarily.
5. Branch Officers are to be reported on as in Article 1024 (d).

1028. Medical, Dental and W.R.N.S. Officers. The following procedure is to be observed:

1. (a) Medical and Dental officers. Reports on those serving in naval hospitals are to be rendered by the Medical Officer-in-Charge through the Administrative Authority to the Commander-in-Chief, who is to refer those on Dental officers to the Command or Fleet Dental Surgeon for his opinion of their professional conduct and ability. Reports on those serving in ships and establishments other than hospitals are similarly to be referrcd by the Commander-in-Chief to the Command or Fleet Medical Officer or Command or Fleet Dental Surgeon as appropriate. In reports on senior Medical Officers their ability to take charge of a naval hospital is to be stated.
2. (b) W.R.N.S. officers. When making reports on Form 5.206 on W.R.N.S. officers the Head of Department and the reporting officer are to consult the W.R.N.S. Unit Officer before completing Section I and Sections II and IV respectively. The Command W.R.N.S. Officer is to be afforded the opportunity of commenting on such reports before Section VI of the form is completed by the Senior Officer, and her remarks (if any) should be incorporated in this section.

1029. Senior Commissioned Officers and Commissioned Officers (Branch List). Reports on Form 5.206 on all Senior Commissioned Officers and Commissioned Officers (Branch List) are to be rendered half-yearly so as to reach the Admiralty by 1st February and 1st August. The occasion for report is to read " Half-yearly report on Senior Commissioned Officer " or " Half-yearly report on Commissioned Officer (Branch List)." Officers dealt with in both Sections V and VI of Chapter 5, are to be included. Reports are also required on the occasions stated in Article 1024 (d) (ii).

2. Schools and Depots are not required to make out forms for officers borne for " time only," whose names are however to be forwarded each half year with the completed Forms 5.206 for the remaining officers.

3. Administrative Authorities should where possible give an order of merit. The importance of confirmation or otherwise by Administrative Authorities of individual reports, whether an order of merit is compiled or not, is strongly emphasised.

1030. Commonwealth naval forces. Officers of Commonwealth naval forces serving in Her Majesty's ships are to be reported on in the same manner and on the same occasions as officers of the Royal Navy, the reports being rendered on Forms S. 206 or 5.202 and forwarded to the Admiralty in the usual way, except that reports on Branch Officers of the Royal Australian Navy are to be rendered direct to the Naval Liaison Officer, Commonwealth of Australia, London, to arrive by 1st February and 1st August each year. Reports on Form 5.202 are to be rendered in duplicate.

1031. Commonwealth and foreign officers under training. On the conclusion of all courses of instruction or periods of training undergone in the Royal Navy by officers of Commonwealth II.

OFFICERS 1036

or foreign forces a separate report on the work, progress and efficiency of each officer is to be forwarded in duplicate to the Admiralty.

1032. Reserve officers mobilised. When officers of the reserves are called out for service with the Fleet they are to be reported on in the same manner and on the same occasions as officers of the Royal Navy.

1033. Royal Naval Reserve officers in peace time. Two copies of Form S. 206 are to be completed in full and forwarded to the Admiral Commanding Reserves in respect of officers who have undergone 14 days or more practical training. Form S.202 should be rendered in lieu of Form S. 206 in the case of Probationary Midshipmen who complete four months training.

2. Section III only of Form 5.206 need be completed in respect of officers who have undergone organised courses or less than 14 days practical training, but Section II or parts thereof may be completed.

3. Section I (d) of all Forms S. 206 rendered on R.N.R. officers is to show the type of appointment for which the officer is recommended on mobilisation.

4. If a probationary officer is considered unfit for retention in the R.N.R. on completion of initial training, a special report, giving reasons for this conclusion, is to accompany Form S. 206 or S.202 as appropriate.

1034. Royal Naval Volunteer Reserve officers in peace time. On all occasions of training or appointment for service in H.M. ships or establishments two copies of Form S. 206 (or S.202) are to be forwarded immediately on discharge to the Admiral Commanding Reserves. Section IV should invariably show the type of appointment for which the officer is recommended on mobilisation. In the case of officers appointed for organised courses, or for less than 14 days practical training, Section III only of Form 5.206 need be completed, though Section II or parts thereof may be completed.

1035. Royal Naval Volunteer Reserve (A) officers in peace time. Reports on permanent R.N.V.R. (A) officers are to be rendered by the Commanding Officers of the R.N.V.R. Air Units annually on 31st October, in duplicate, to the Flag Officer Flying Training, through the Commanding Officer of the parent air station. One copy of this report will be forwarded by the Flag Officer Flying Training to the Admiral Commanding Reserves.

2. Form S. 206 is to be used and is to be accompanied by a statement giving the following information:

1. (a) Flying during period of report
1. In training types ____hrs ____mins
2. In operational types ____hrs ____mins
2. Total non-continuous training during period ...............hrs. hrs.
3. Total continuous training during period days.
4. Number of deck landings during period ................

3. In addition, reports are to be rendered on Forms 5.206 by ships, R.N. Air Stations and establishments on completion of five or more days training by these officers undertaking continuous training away from their R.N.V.R. Squadron. These reports are to be rendered in duplicate and should be accompanied by a statement giving the information under headings (a) (i) and (ii) and (d) of Clause 2 above. The original copy is to be forwarded to the Commanding Officer of the officer's R.N.V.R. Air Squadron who will, after notation, forward it to the Flag Officer Flying Training. The duplicate copy is to be forwarded direct to the Admiral Commanding Reserves.

4. Reports on Form S. 206 on the annual training of permanent R.N.V.R. (A) officers who joined the R.N.V.R. before 1939 and are not now attached to an R.N.V.R. Squadron should be rendered by the Commanding Officer of the station where the training is carried out to the Admiralty, through the Administrative Authority and should be accompanied by a report under Clause 2 (a) above.

5. Reports are not required on supersession of Commanding Officer of parent R.N. Air Station or of Squadron Commander.

1036. Special reports. Special reports on officers are always to be made on the appropriate form (see 1023) any additional information being given on a supplementary sheet.

1037 PERSONAL RECORDS

2. Special reports may also be called for by the Admiralty when particular information about an officer is required. A request for a special report on an officer does not necessarily imply that he has been adversely reported on.

3. When Form S. 206 is used for these purposes, it is to be headed " Special Report " and, if in response to an Admiralty letter, the reference number should be quoted.

1037. Quarterly reports. When directions are given by the Admiralty for an officer to be placed under quarterly report the Admiralty letter is to be read by the Commanding Officer to the officer concerned. Should the latter be transferred to another appointment the Admiralty letter is to be forwarded to his new ship through the usual channels, accompanied by remarks on the appropriate form for the broken period. If the officer's next appointment is not known, the letter is to be returned to the Admiralty with the appropriate form for the broken period.

2. Quarterly reports on officers are always to be made on the appropriate form (see 1023). When used for that purpose the form is to be headed " Quarterly Report," quoting the Admiralty letter as appropriate. The report should continue to be rendered promptly until Admiralty authority for discontinuance is issued or the officer is removed from the Active List.

1038. Reports on officers-General instructions. The following instructions are to be observed when making reports on officers:

(a) The reports, whether on paying off or otherwise, are always to be forwarded before leaving the station so that the Commander-in-Chief or Senior Officer of the station may add his remarks. Reports are to be forwarded so as to reach their final destination with the least possible delay as they may be required in selecting officers for their next appointments.

(b) Except where specifically stated in the preceding articles no report is required on officers who have been less than three months under the orders of the reporting officer or who have already been reported on by the same officer within the preceding three months.

(c) The Captain is to consult the head of department concerned when reporting on non Executive officers who are not themselves the head of a department; he is to consult the Royal Marine Officer of the ship on officers of the Royal Marines. See 1028 on W.R.N.S.

(d) The instructions contained in the covers of Form S. 206 pads should be carefully followed, all details required by the form being accurately stated and names given in full. To ensure correct handling it is essential that the " Occasion for report " should be clearly stated.

(e) Period of report. Each report should cover the whole period of an officer's service in a particular appointment under the reporting officer. c.

(f) Form S. 206, Section 11. Numerical assessment should be noted by marks out of nine and the final figure for each general characteristic should be arrived at by average of marks awarded under the headings contained in the cover to Form S. 206. Assessments are always to be to the nearest whole number.

(g) Form S. 206, Section Ill. General opinion should be given as fully as possible, with particular reference to any qualifications required by the " Occasion for report," and these remarks should bear relation to the numerical assessment in Section II. In this connection it should be noted that if the report, or any portion of it, is adverse the officer is to be informed of it at the time the report is made.

(h) The signature of the reporting officer should be typed under the written signature. Remarks and index errors of senior officers are of the greatest importance and should be given fully whenever possible.

1039. Recommendations for promotion. Promotion to the ranks of Rear-Admiral, Captain and Commander will be made by selection, normally half yearly.

1040. Half yearly recommendations. Recommendations for promotion are to be forwarded, through Administrative Authorities and Commanders-in-Chief, in accordance with the following instructions, in time to reach the Admiralty by the following dates:-

II. OFFICERS 1042

2. Officers who are permanently unfit for sea service for any reason, e.g. defective vision, loss of limb, etc. are not to be recommended for promotion.

3. The claims of all officers who are eligible will be reviewed each half year, but promotion will be made as a general rule only from those who are within the zones of seniority promulgated by the Admiralty from time to time.

4. It is not necessary that the officers recommended should actually be serving at the time on the station, and in making recommendations the claims of those who have recently left the station should be considered.

5. Recommendations for officers serving at the Admiralty, or in positions under officers at the Admiralty, are to be forwarded by the Director of the Department or Division to the Secretary of the Admiralty, through the Superintending Lord Commissioner or direct, as may be appropriate.

6. Recommendations for Engineer and Electrical officers serving in dockyards are to be forwarded by Commanders-in-Chief to the Secretary of the Admiralty through the Director of Dockyards.

7. Recommendations for Engineer officers serving in H.M. Torpedo Factories or Depots are to be forwarded by Commanders-in-Chief to the Secretary of the Admiralty through the Director of Armament Supply.

8. For officers of Commonwealth naval forces serving in the Royal Navy see Article 1043.

1041. Promotion to Rear-Admiral. Administrative Authorities are to forward to the Commander-in-Chief :

(a) A list of Captains in the promotion zone who have the necessary qualifications and sea experience to fit them for Flag appointments afloat and who are so outstanding as to justify immediate promotion.

(b) Reports on Form S. 206 for all Captains recommended for immediate promotion under (a). (c) Reports on Form S. 206 for all other Captains in the senior two batches.

2. The Commander-in-Chief is to forward to the Admiralty his own list of recommendations for the whole command accompanied by the appropriate Forms S. 206 under Clause 1 (b) and (c), after inserting his remarks thereon. His recommendation may also include any Captain in the promotion zone whom he considers fit for immediate promotion although not serving under his command (see 1040 (4) ).

1042. Promotion to Captain and Commander-(All Branches except Chaplains). Commanding Officers are to forward to the Administrative Authority a report on Form 5.206 for:

1. Every Commander and Lieutenant-Commander (including officers of equivalent rank), within the zones of promotion, whether recommended for immediate promotion or not, who is serving under his command or has so served since the preceding recommendations were forwarded.
2. Any Commander or Lieutenant-Commander (including officers of equivalent rank) who, although above or below the zones, is considered to be specially worthy of immediate promotion.

2. The Administrative Authority is to insert any remarks he may wish to make on the Forms S. 206 and forward them to the Commander-in-Chief together with Forms S. 206 for officers of his own staff where appropriate, and with lists on Form S. 596 prepared in accordance with Clause 3 (a), (b) and (c).

3. The Commander-in-Chief is to forward the reports on Forms S. 206 to the Admiralty, together with those for his own staff where appropriate, accompanied by separate lists on Form S. 596 for Commanders and Lieutenant-Commanders as follows-.

EXECUTIVE BRANCH ONLY:

1. A list for each of the half-yearly batches (viz seniority of 31st December to 29th June inclusive, and 30th June to 30th December inclusive) within the promotion zone. The order of merit in each batch of those officers recommended for promotion is to be stated. Officers recommended for immediate promotion are to be indicated by a star.
2. A general list showing the order of merit of all officers who are recommended for immediate promotion. Officers above or below the zone who are recommended for immediate promotion are to be included in each list with a special note against their names.

---

1043 PERSONAL RECORDS

NON-EXECUTIVE BRANCHES:

3. A list of all officers in the zones whether they are recommended or not. Officers below the zone who are recommended are to be included but shown separately on the same list. The order of merit of all officers recommended is to be indicated on each list. Separate lists are to be made for officers of each branch and rank.

1043. Commonwealth naval officers. Recommendations for promotion for Commonwealth naval officers serving in the Royal Navy are to be forwarded on separate forms, and are to include particulars of the position in the command order of merit in which each officer would have been placed had he belonged to the Royal Navy, the total number in order of merit, and the total number recommended.

2. Duplicate Forms S. 206 and S. 596 are to be sent by the Commanders-in-Chief direct to the naval authorities of the Commonwealth concerned, to arrive by the 1st June and 1st December each year.

1044. Addresses, etc., of officers' next-of-kin. Whenever an officer joins a ship or naval establishment (except for short-term training or for an instructional course) he is to give particulars on Form S.537A of the next-of-kin to whom information concerning his death or illness should be communicated. A fresh form should be completed whenever a change occurs in the next-of-kin or in the address of the next-of-kin. See 1003 on disclosure of addresses and 1661-Wills.

2. Form S.537A should be completed in duplicate (triplicate for Royal Marine officers), one copy being retained in the ship or establishment concerned for use, if necessary, in making the reports required under Article 1601. The other copy (two copies for R.M. officers) is to be forwarded without delay to the Admiralty. Tenders or ships not keeping accounts should prepare and forward an extra copy to their parent ships. The prompt despatch of Forms S.537A to the Admiralty and, where necessary, to the parent ship, is to be checked by a notation in the officer's victualling sheet (4925).

3. The particulars so rendered are to be verified annually on the occasions laid down for the verification of details of the nearest relative or friend of ratings (see 1062). Any alterations then found necessary are to be entered on the ship's Form S.537A and a duplicate and triplicate amended form sent forthwith as directed above. See also 4413 on religious denominations.

4. Officers themselves are responsible for notifying any alterations that may occur in the interim. Officers borne on the books of a Depot for leave, sick leave, or for periods between appointments are to report such changes direct to the Admiralty.

5. The above arrangements do not apply to officers borne on the books of H.M.S. President for special duties. Particulars of their next-of-kin should be kept by the Department to which they are attached.

6. Army and R.A.F. Officers embarked in H.M. ships. These officers should be requested to complete Form S.537A in triplicate. One copy should be retained on board, the duplicate should be forwarded to the Admiralty, and the third copy should be sent to the War Office or the Air Ministry as appropriate.

1045. Ministry of Transport Certificates. Information is given in the Appendix to the Navy List on the conditions under which naval officers may obtain Ministry of Transport Certificates of Service or Certificates of Competency as Master, Mate or Engineer in the mercantile marine.

1046 Naval Identity Card for officers Q.R. 1/54.

SECTION III. RATINGS

1051. Service certificate. A service certificate (Form S.459), together with cover (S.459A), is to be prepared for every man and boy on first entry. When any person offers himself for entry, special inquiry is to be made whether he has ever been in the Service; if so, and he fails to produce his certificate, a new certificate is not, on any account, to be prepared for him until the necessary particulars have been received from the Director of Navy Accounts, to whom application should be made.

III. RATINGS 1052

2. NEW CERTIFICATES. If a man's service certificate is defaced, a new certificate, showing the whole of his service, may be issued when necessary, the damaged certificate being impounded and forwarded to the Director of Navy Accounts for naval ratings; to the Pay and Record Office, for Royal Marines; and to the Superintendent, R.M. School of Music, for Royal Marines band ranks.

Should it become necessary through the length of a man's service to issue to him a second certificate, a note is to be placed in the service columns of the old certificate " Continued on new certificate," and on the new one " Continued from the original certificate."

3. IRREGULARITIES. The Captain is to report by letter to the Administrative Authority any irregularities he may observe in the certificates of men joining his ship. The attention of Commodores of Depots and Captains of schools is especially drawn to this point. See also 0804--Name, and 0805-Date of birth.

4. ERASURES OR ALTERATIONS. In no circumstances is any erasure to be made on the certificate, but if an error is committed, and detected at the time, it is at once to be corrected, without erasure, under the authority of the Captain, and attested by his signature.

Except as provided by Clause 8, no alteration relative to the past is to be made on the certificate without the sanction of the Admiralty.

5. CUSTODY. Certificates are to be kept in the Captain's Office of the ship in which the men concerned are borne for pay. When a ship is a tender or has her accounts kept elsewhere, the original service certificates are to be kept in the ship holding the pay accounts; copies of certificates on Form S.1243, together with original conduct sheets (Forms 5.239 and 239A), history sheets and divisional officers' records (1058) are to be held and maintained by the ship in which the men are actually serving. The Captains of such ships are to ensure that copies of certificates on Form S.1243 are held for every man on board and that they are kept up to date. In addition arrangements should be made for periodical comparison of Forms S.1243 with the original service certificates.

6. COPIES. Provided that the Captain is satisfied that there is good reason for it, a man may be furnished with a copy of his certificate on Form S.1243.

7. INSPECTION BY RATINGS. After each annual assessment of character and efficiency every man is to be afforded the opportunity of seeing his service certificate.

8. ANNUAL INSPECTION. The Commander-in-Chief is to take such steps as he may consider best to ensure that the certificates, history sheets, conduct sheets and Forms 5.264 (Divisional Officer's Report) of all men serving on board Her Majesty's ships under his command are carefully inspected once in each year, in order that any irregularities may be detected and corrected, and to ensure that the Forms S.239A Record of Offences sheets are dealt with as directed in Article 2091. The fact that such an inspection has been held, and the date, is to be noted in the report of inspection of each ship.

He is to cause all certificates and history sheets passing through his office to be examined, and in the event of their being found incomplete or incorrect, they are to be returned for correction to the ship from which they were forwarded. When this course is not practicable, as, for instance, when the error arose in a previous ship, certificates are to be forwarded to the Admiralty for any necessary corrections and additions.

9. AUTHORITY OF SERVICE CERTIFICATE. In all questions relative to a man's character, or those which depend upon it, the notations made upon his service certificate are to be considered as conclusive, unless the certificate should appear to have been tampered with or to bear any irregular notations, in which case, the Captain, on noticing it, is immediately to report the particulars to the Admiralty, in order that reference may be made to the records in office to clear up the matter; and on the result being communicated, the Captain is to note it upon the certificate, and attest it with his signature. Awards and restorations of good conduct badges properly made by the Captain are normally to be accepted as final and are not to be altered without Admiralty approval.

1052. Disposal of service certificates. When men are discharged from the Service or transferred to a reserve their service certificates, together with history sheets and other documents, are to be delivered to them with the least possible delay.

2. DEATH. On the death of a rating his certificate, after notation thereon of the date of death, is to be forwarded, together with the history sheets and other documents, to the Director of Navy Accounts.

1053 PERSONAL RECORDS

3. DESERTION. With the exceptions shown in (b) and (e), service documents of deserters are to be forwarded to the appropriate authority as indicated below:

(b) Ships and establishments abroad are to retain the service documents of deserters until paid off, or leaving the station, when action is to be taken in accordance with (a).

(c) A full transfer list is to accompany the service documents and the balance of pay shown thereon is to be apportioned as directed in B.R. 1950 Naval Pay Regulations, Chapter XIX.

(d) The Service documents of unrecovered deserters are to be retained indefinitely.

(e) Until boys have been allocated to a Port Division they are outside the scope of this article. In the meantime their service documents, and also those of other deserters which may not be disposable in accordance with the foregoing instructions, are to be forwarded to the Admiralty (for Director of Navy Accounts, Branch 3).

1053. Notations of service. The service of every man is to be shown on his service certificate, and for this purpose the name of every ship in which he is borne for pay, whether as part complement or otherwise, or borne while awaiting trial for desertion or undergoing imprisonment or detention is to be noted thereon, together with the dates of his entry and his discharge from each ship. If a man is serving in a tender, the name of the tender is to be inserted followed by the parent ship or accounting base, in brackets. See B.R. 14 Drafting Regulations for procedure with " name " ships of Reserve Fleet divisions.

1054. Record of character. The character of naval ratings and Royal Marines is to be recorded on their service certificates in accordance with the instructions in Article 1865.

1055. Record of efficiency in Rating. Except as stated in Clause 2, the efficiency in his rating or rank of every naval rating and Royal Marine is to be carefully assessed and noted on his service certificate by the Captain in his own handwriting on the occasions laid down by Article 1865 for the award of character. The Captain's signature is to be written on the same line as the assessment awarded.

Before making the assessment, the Captain is invariably to consult the head of the department to which the man belongs.

2. Efficiency is not to be assessed for men who, by reason of being still under preliminary training, are not yet eligible for draft. This rule includes new entries, men re-entered after one year and men transferred to new ratings if they undergo preliminary training.

3. TERMS USED. The terms to be employed in assessing efficiency are the following:

The rating held by the man at the time is to be noted in brackets after each assessment thus: Supr. (A.B.). When the advancement of a rating is antedated to a date earlier than that of the assessment of efficiency, the rating in which the assessment was made is to remain unaltered.

III. RATINGS 1056

4. DEFINITION OF TERMS. As a guide to Commanding Officers when making their award, the following definitions are given of the terms to be used:

Note: In these definitions " duties " mean the general duties of the rating held, and " average efficiency " means the average efficiency of all men in the Service holding the same rating.

5. GENERAL RULES FOR ASSESSMENT. Commanding Officers should bear constantly in mind that the efficiency of a man is to be assessed, not only by the manner in which he performs the duties of the rating which he holds, but also by comparison between the man himself and the general average of other men in the Service who hold the same rating. The mere fact of a man holding a higher rating does not in itself in any way necessitate the assessment of his efficiency in that rating as highly as it was assessed before he attained a position of such higher responsibility.

6. " SUPR." AND " SAT." The awards " Superior " and " Satisfactory " are intended to be given to none but efficient men. Men so assessed must not, as a rule, expect to receive the same assessment shortly after advancement to higher rating, since their assessment will depend on the degree of efficiency with which they perform the duties of the higher rating as compared with men of average efficiency and experience in that rating throughout the Service. These considerations naturally apply with less force where advancement involves a less increase in responsibility, e.g., advancement in grade in the Artificer and Artisan Branches.

7. MEN IN SHORE ESTABLISHMENTS. When men are serving in isolated stations or in Depot or other shore establishments, their efficiency should be assessed in accordance with Clauses 1 to 6, but in branches where the man's efficiency should depend ideally on ability demonstrated at sea, Commodores and Commanding Officers should give due regard to the assessment last made at sea.

8. The efficiency assessment of men on long term medical treatment, etc., should, where possible, be the same as that on Form S.239 for any broken period of the year in question; otherwise the appropriate columns of the service certificate should be marked "Not Assessed-Q.R. and A.I. Article 1055 (8)."

1056. Notations on service certificates. Notations are to be made only in the columns provided and in accordance with the headings. Blue-black record ink only is to be used, and all entries are to be in manuscript in accordance with the authorised abbreviations. Dates are to be filled in thus:

1 Jan. '50 and not 1/1/50

and the months are to be entered as follows:

2. WHEN TO BE MADE. Notations are to be made at the time when the fact recorded occurs, except that the date of desertion and other necessary entries to close the certificate of a deserter are not to be made until discharge from ship's books (see 2055) is effected, or recovery if earlier.

When, however, a man who has been marked " Run " is not recovered by 31st December care must be taken to ensure that his character and efficiency assessments on the date of the " Run " (see 1057 (5)) are then entered on his service certificate. If the man subsequently returns to the Service and desertion is not proved, the entry is to be deleted and the annual assessment of character and efficiency inserted.

3. MEDALS. All notations about medals (including the Albert Medal, Board of Trade Medal and Royal Humane Society medals) are to be made at the time of the award. Recommendations for the Long Service and Good Conduct Medal and gratuity are to be noted as directed in Article 1891 and award of this medal as directed in 1894 (2). See 2071 (7) on forfeiture of medals.

4. MERITORIOUS SERVICE. Apart from commendations by Commanders-in-Chief (see Clause 5), only services which have received Admiralty recognition but for which no medal is awarded, and

1056 PERSONAL RECORDS

awards of the Royal Humane Society, etc., other than medals, are to be noted as " Meritorious Service " in the space provided at the foot of page 2 of the certificate; the number and date of the Admiralty letter or order is to be indicated as the authority for each such notation.

5. COMMENDATIONS. Commendations by Commanders-in-Chief (or Senior Officer, if responsible direct to the Admiralty and not to a Commander-in-Chief), for specific acts, or for good service and devotion to duty, are to be noted on service certificates, and reported to Depots or the Pay and Record Office, Royal Marines. Commendations by the Admiralty are to be noted on service certificates when the Admiralty letter so directs.

6. WAR SERVICE. Notations of war services on service certificates, in the space provided for the purpose, are to be limited to notations which fall under the following heads, and care is to be taken that such notations are made:

1. Wounds received in action
2. Prize or other grants
3. Awards, published in The London Gazette, of " Queen's Commendations " or " Mentions in Despatches " or commendations by the Admiralty or Commanders-in-Chief (see Clause 5).

7. ROYAL LIFE SAVING SOCIETY. In view of the high qualifications demanded of the recipients, the awards of the Diploma and Award of Merit of the Royal Life Saving Society may be noted on service certificates, provided that it is made clear that the award noted is not for saving life. A notation is to be made only if the individual concerned gained the award after entry into the Royal Navy.

8. PORT DIVISION. On first entry into the Service the name of the Port Division to which a man is appropriated is to be noted on his service certificate in the space provided. For boy ratings, the notation should be made on completion of their course of instruction (see 0809).

9. RELIGION. The religious denomination of every man or boy is to be noted on his service certificate on first entry; in the event of any man satisfying his Captain that he has become a member of a religious denomination other than that under which he has been entered, and is desirous of having the record altered accordingly, the Captain may permit the change to be made. See also 4413.

The religious denomination is to be stated thus:

Any other denomination must be definitely ascertained and specified. If a man declares himself to be an atheist or to have no religion the word " None " should be inserted against " Religious Denomination." Those belonging to Churches in communion with the Church of England may have their religious denomination recorded as " Church of Ireland," " Scottish Episcopal Church," etc.., in preference to " Church of England," if they so desire.

The terms " Protestant," " Nonconformist " and " Dissenter " should not be used. Care should be taken to insert the precise denomination of all nonconformists.

No entry of a candidate's religious denomination is to be made on his service certificate until the question has been asked of him in the presence of the final entry officer.

10. " CAUSE OF DISCHARGE " COLUMN. The column for " cause of discharge " is to be filled in under the heads given below. The notation is to be made in full except where abbreviations are definitely authorised in this list. List (a) also gives the abbreviated notations to be used on Form S.161.

III. RATINGS 1056

� Loan to a Commonwealth Navy is not to be confused with discharge for the purposes of entering a Commonwealth Navy for permanent service.

ON EXPIRATION OF ENGAGEMENTS

* Where a man elects to draw his pension and continues to serve, the notation " PENSIONED " with the Pension Number will be inserted by the Director of Navy Accounts, against the date he completes time for pension. On final release the notation " Released " should be inserted at the appropriate date.

1056 PERSONAL RECORDS

NATIONAL SERVICE

11. TIME FORFEITED. The following instructions are to be observed in connection with notations in the " Time forfeited " column of the service certificate:

1. Loss of time caused by waiting trial for desertion; by imprisonment, detention, or confinement in cells; by stoppages of pay for absence over leave under Army or Royal Air Force regulations; by conviction by the civil power, or by cases being dealt with by an order under the Probation of Offenders Act, is to be shown on the certificate by notations in the division for " Time Forfeited," using the authorized abbreviations as follows:

Detention (see (d) ) Imprisonment for disciplinary offences only, or imprisonment considered by the Captain to have been awarded in lieu of detention on stations where a detention establishment is not available (see (d))

D.

---

III. RATINGS 1057

Imprisonment under the Naval Discipline Act for other than disciplinary offences, except as provided above (see (d))	P.
Confinement in cells	C.
Conviction by civil power, or cases dealt with by an order under Probation of Offenders Act	C.P.
Waiting trial for desertion	W.T.
Stoppages of pay for absence over leave under Army or Royal Air Force regulations. (Commencing date of absence to be entered.)	A.

2. Each period in civil custody should be shown separately (see 2043 (2) ). If a man is in civil custody prior to a sentence of imprisonment, two entries should be made in order that the date of conviction will be apparent from the second entry.
3. Any inferior character imposed as a naval penalty following conviction by the civil power is to be inserted in the "Time Forfeited " column in accordance with Article 2043 (3) (d).
4. When a sentence of imprisonment or detention is postponed under Article 2022 a note "Wt. dated________" is to be made against the record of the punishment on the offender's service certificate.
5. When a sentence of detention is awarded under the Air Force Act for an offence of negligence whilst taxying or flying only, the following additional notation is to be inserted in brackets underneath the notation of detention:-"R.A.F.a.o."
6. (f) When a portion of an offender's sentence has been remitted or suspended, care is to be taken to amend the notation under the head of " Time forfeited " made on the certificate at the date of sentence (see 2012).

12. CORNER CUT OFF. The corner of the service certificate of a naval rating or Royal Marine is to be cut off when he is discharged with a " bad " character, with disgrace, or in the case of a Royal Marine, with ignominy, and when specially directed by the Admiralty.

13. EXAMINATIONS, ETC. Particulars are given in Appendix 11 of certain notations which are required to be made on service certificates and history sheets in connection with examinations, courses and special qualifications.

1057. Conduct Record Sheet and Record of Offences Sheet. A Form 5.239 (Recommendations for Advancement and Conduct Record Sheet) is to be prepared for each rating on first entry and is to form a continuous record of his position as regards badges, class for conduct, class for leave, date of commencement of " Very Good " conduct and character during broken periods between annual assessments, so as to afford the necessary data, in conjunction with the Record of Offences Sheet, to guide the Captain in awarding punishments, awarding or restoring badges and assessing the man's character in accordance with Article 1865. It is also to record recommendations for re-engagement (0826 (19) ), the Long Service and Good Conduct Medal (1891 (5) ) and advancement (see B.R. 1066).

2. Conduct record sheets are to be kept with the service certificates (see 1051 (5), as to tenders) and are always to be in the charge of an officer, who is to be responsible to the Captain for all notations thereon and for the safe custody of the documents.

3. Form 5.239 is to be regarded as an integral part of a man's service certificate and should invariably accompany that document when it is forwarded with any application about the man. Form S.239A.-Record of Offences sheet (see 2091) should also be forwarded when appropriate.

4. When the term " conduct sheet " is used this is to be taken as including both Forms S.239 and S.239A.

5. On a man's transfer to another ship or on being marked " Run " his character and efficiency are to be assessed and entered on his conduct record sheet together with particulars of his position at that date as regards good conduct badges, class for conduct and class for leave. If a man is not recommended for re-engagement or for the Long Service and Good Conduct Medal when applicable, the appropriate column of Form S.239 is to be ruled through. The entries are to be signed and dated by the Captain.

6. When a man, other than a non-continuous service Officer's Steward or Cook (O), is discharged from the Service, his conduct record sheet is to be handed to him with his service certificate.

1058 PERSONAL RECORDS

The conduct record sheet of a non-continuous service rating is to be forwarded to his Port Division for transfer to his next ship or for destruction if he does not re-enter within five years.

1058. Divisional Officers' records. The following forms are to be kept by Divisional Officers but when a man is to be transferred (see 5206) the forms are to be returned to the Captain's Office and are to accompany the service certificate:

1059. Candidates for commissioned rank. " C.W." Forms are to be dealt with as directed in Appendix 1, Part 2.

1060. History sheets. History sheets are used to provide a record of men's specialist and departmental qualifications and of examinations and courses. They form a guide to officers who have to allocate men to their particular duties or recommend them for advancement. When a man is transferred his history sheet is always to accompany his service certificate.

2. Particulars of the various history sheets in use are given in Appendix 11.

1061. Trade and Vocational Training Certificates. When a man either (a) completes a course of vocational training (other than a correspondence course) or (b) is discharged to shore, or sent to Depot as a preliminary to final discharge to shore, for any reason other than misconduct, the ship or establishment concerned is to prepare Trade and Vocational Training Certificates on the forms stated in Appendix 11. Similar action is to be taken in the case of men invalided from a foreign station.

2. The Trade and Vocational Training Certificates are to be kept with the man's service certificate, completed as may be necessary from time to time, and handed to him on final discharge.

3. Should a man require his Trade and Vocational Certificates before discharge to send to possible employers, copies may be supplied as laid down for service certificates in Article 1051 (6).

1062. Next-of-kin. The name, relationship and address of each man's nearest relative or friend, together with the date of making the notation, are to be noted in pencil on his service certificate.

2. VERIFICATION OF ADDRESSES. On the following occasions Form S.537 is to be completed by every naval rating, including natives but excluding reservists under training, who is borne for pay at the time

3. Form S.537 is also to be completed on the following occasions as they arise:

1. By training establishments when each boy is discharged to sea service.
2. For every rating (including Commonwealth ratings but not including boys entered in training establishments) on first entry or re-entry.
3. Whenever a man or boy notifies any alteration in the particulars of his nearest relative of friend.
4. When a man declares a first allotment to his wife. When changes in allotment are made particulars of the address of the nearest relative or friend are to be verified. See 4444.-Report on marriage or change in marital status.

4. The allotment section on the back of Form S.537 is intended to enable Supply Officers to make periodical checks of allotment charges, and should be completed only when specially directed in ships and establishments.

III. RATINGS 1062

5. Where a ship moves from one station to another, Form 5.537 should only be rendered once a year unless the ship has recommissioned meanwhile, in which event Form 5.537 should again be rendered.

6. When Forms S.537 have been prepared the details on service certificates should be checked and amended as necessary, the date being added as in Clause 1. The forms are then to be forwarded to the Commodores of the ratings' Port Divisions, with the following exceptions:

To be sent to.

7. For ratings of Commonwealth naval forces Forms 5.537 are to be prepared in duplicate, the duplicate being sent direct to the headquarters of the service to which the ratings belong.

8. On the occasions mentioned in Clause 2 the forms are to be accompanied by a certificate that all ratings of the Port Division etc., concerned have rendered the form. Forms for naval ratings are to be sorted into branches and ratings, and arranged alphabetically for each rating. They are to be despatched in a sealed envelope labelled " Forms S.537 " and marked with the name of the ship and date of despatch. Forms for men serving in tenders or ships not carrying their own accounts are to be kept distinct and separately sorted and arranged.

9. Should it at any time be necessary to render Form S.537 when a rating is temporarily detached from his proper ship, e.g. lent for any purpose, care should be taken that the name of the proper ship is recorded.

10. In the event of a rating being absent on the occasions stated in Clause 2, the particulars are to be inserted on Form S.537 from his service certificate, and verified or corrected as soon as possible by enquiry of the rating himself. If this involves any alteration a fresh Form S.537 is to be rendered as above. If neither the rating nor his service certificate is available a Form S.537 shewing the rating's name, rating, port division and official number only is to be rendered, details of any change being reported later on a new form.

11. ROYAL MARINES. The names and addresses of the nearest relatives or friends of Royal Marines embarked are to be verified on the dates laid down for naval ratings and all forms are to be forwarded to the Director of Pay and Records, Royal Marines.

12. WOMEN'S ROYAL NAVAL SERVICE. The procedure for W.R.N.S. ratings is to be the same as for naval ratings but Forms S.537 are to be forwarded to the Superintendent (Training), H.M.T.E. Dauntless, or to the Commodore, R.N. Barracks, Lee-on-Solent, as appropriate.

13. ARMY AND ROYAL AIR FORCE. When soldiers or airmen are serving in or attached to H.M. ships and establishments they should on arrival be required to complete Form S.537 in duplicate. One copy is to be kept on board and the other sent, for soldiers to the appropriate Officer i/c Records (see Appendix 12), and for airmen to the Air Ministry. Any changes should be similarly reported.

14. POSTER. Form 5.585 is to be permanently displayed on the notice boards of H.M. ships and establishments to draw the attention of all ratings to the importance of prompt notification on Form S.537 of any change in the name, relationship or address of the nearest relative or friend.

15. WILLS. Every opportunity should be taken to emphasise that Form S.537 is not a will and that nomination of a person thereon does not entitle that person to receive the effects of a deceased rating (see 1661 (Wills) ).

1063. Engagements. Notations to be made on Service Certificates of naval ratings. Amendment 1/1954

1064. ditto for R.M.s

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