FITREP Writing Tips for
Writers and Reporting Seniors
CAPT Diana Novak, MSC,USN
OIC, NEPMU-2 Norfolk
Why FITREPS
• Article 1129, U.S. Navy Regulations, 1990,
requires that records be maintained on naval
personnel “which reflect their fitness for the
service and performance of duties.”
• FITREPs on officers and chief petty officers,
and Evaluation Reports (EVALS) on other
enlisted personnel, are used for career
actions (i.e. selection for promotion,
advanced training, specialization or
subspecialization, and responsible duty
assignments.)
• Timely, realistic, and accurate reports are
essential for each of these tasks.
Teamwork in Developing FITREPS
• Input from member, primary and collateral duty
supervisors, etc.
• Rater reviews performance, assigns trait grades
using performance standards, proposes career
recommendations, prepares comments for Block 41.
• Senior rater reviews rater's trait grades and career
recommendations, expands comments, if necessary,
and propose a promotion recommendation.
• Reporting senior ensures FITREP standards have
been respected, determines final distribution of
promotion recommendations within member's
summary group.
• The smooth report is prepared and signed
Mid-Year Counseling
• Very important tool in the FITREP process.
• Provide feedback, motivate, and assist improvement
• Identify strengths and address important weaknesses
• Avoid personality and concentrate on PERFORMANCE –
how does it support Unit mission?
• FITREP forms used as counseling worksheets; must be
signed by the counselor and member
• Counselors may use the tick marks next to each
performance standard, assign tentative trait grades, and
write comments
• Under no circumstances should a future promotion
recommendation be promised during counseling.
• Member should be given a copy of the counseling
worksheet at the time of counseling.
Write your FITREP
with this in mind
• "If I had only a few seconds to read this
report, what would it tell me about the
member's (my) progress and promotion
potential?“
• Write your FITREP for a promotion board
member
PRIMARY/COLLATERAL
WATCHSTANDING DUTIES ( Block 29)
• Most significant primary duty. Examples: DIRECTOR,
DEPT HD, ENVHLTHOFF, INDHYGOFF, RADHLTHOFF, etc.
• Be as clear as possible. This entry appears as duty
assignment on your Performance Summary Report (PSR).
• Duty Titles. Most significant primary duty; other duties;
collateral duties; watchstanding duties. Example:
RADHLTHOFF-7; MESS TREASURER-8; CHAIRMAN,
SPACE UTILZATION COMM; CDO-3
• Periods Not Available for Duty. Identify periods during which
no duties were assigned. Example: TEMADD 2001OCT18-
2001NOV30
• Job Scope Statement. Briefly state scope of primary duty
responsibilities. Include technical or professional duties,
personnel supervised, budget administered. Example:
Responsible for all Unit medical issues; managing 20 military.
Trait Grades (Blocks 33-39)
• Meaning of trait grades are printed on the
form, along with representative performance
standards
• 5.0 grade reserved for performance which is
far above standards, and is notable for its
exemplary or leadership quality
• The 1.0 grade means generally poor
performance which is not improving, or
unsatisfactory performance with respect to a
single standard
• For the majority of officers, most of the trait
grades should be in the 2.0 to 4.0 range
Recommendation (Block 40)
• Reporting senior's recommendations, based on
performance
• Be realistic. Do not recommend for programs or
assignments for which the member is not or cannot
become qualified
• Be specific. The instructions on the form give
examples of areas to be considered, not necessarily
the specific entries desired
• First recommendation should be for next significant
career milestone; should be useful to detailers and
screening boards
• Do not enter very long-range goals, regardless of the
member's promise (e.g., do not recommend a LTJG
for command screening)
Fitrep Observations
• Write your bullets for Block 41in this
format:
Action verb …………. object of the
action………….results/impact of
the action
• Must answer the “so what?” question
Style and Content of Block 41
• Space is limited. Get directly to performance. Do not use
puffed up adjectives.
• Use direct, factual writing. Allow performance to speak for
itself. Bullet style is preferred.
• Give solid examples of performance and results.
• Comparisons in general terms, supported by evidence, e.g.,
"Best (EHO, IHO, etc).. . . in the command, as demonstrated
by (give solid examples). . . "
• Comment on poor performance or misconduct, only where
necessary. Report is a permanent official record.
• Define acronyms.
• Avoid recommendations. Use the sections of the report that
have been set aside for them (Block 40)
FITREP Report Update
• For all officers – it is mandatory to
comment on:
– Efforts and results in fostering a command
and workplace environment conducive to
the growth and development of personnel.
– Advancement results, career development,
retention efforts/results
FITREP Observations (Block 41)
• For the writer:
– Don’t use job specific language or acronyms
– Remember, the board membership is more
than just your designator or specialty
• For the Reporting Senior:
– Say what needs to be said…..board
members struggle with “What message is
the reporting senior trying to send?”
Written Comments (Block 41)
A recent Reporting Senior wrote:
“Read this carefully…the rules force me
to make him only a Must Promote. He
is an Early Promote! He is rated
against another 0-5 who has been my
Acting Executive Officer for 7 months.
He certainly would be an EP in any
other setting.”
(The Good!)
Written Comments (Block 41)
A recent Reporting Senior wrote this bullet:
“Maintains a positive demeanor and strives
for success in every challenge.
Regrettably not equipped to handle the
fast paced operational and watch standing
environment specific to the SWO
community. Highly recommended for staff
or restricted line community transfer where
his strength as an officer will allow him to
excel.”
(The Bad!)
Written Comments (Block 41)
A recent Reporting Senior wrote this bullet:
“Lacking situational awareness, he failed
to compartmentalize between personal
and professional issues..…engaged in
crude, socially unacceptable behavior
and frequently spoke before thinking,
compounding his poor oral
communication skills.”
(The Ugly!)
Written Comments (Block 41)
Opening:
“Ranked 1 of 10 hand-picked active duty officers.”
Closing:
“He has my strongest endorsement and
recommendation for major command and
accelerated promotion to Captain – NOW.”
Promotion Recommendation
(Block 42)
• Promotion recommendation must be consistent with the
performance trait grades
• Do not make "Early Promote" and "Must Promote"
recommendations merely because quotas are available
• Do not recommend any member as "Promotable" who
could not, if called on, currently perform the basic duties
of the next higher grade
• Do not automatically place individuals in the "Early
Promote" category when they are evaluated singly (i.e. the
“kiss” goodbye)
• Use the same standards for trait grades and
recommendations for all members of the command
Recommendation for
Promotion
Reporting Seniors…
Don’t send mixed signals!
Promotion Significant Must Early
NOB Progressing Promotable
Recommendation Problems Promote Promote
42.
INDIVIDUAL X
43.
SUMMARY 0 0 0 0 2 0
OR??
Promotion Significant Must Early
NOB Progressing Promotable
Recommendation Problems Promote Promote
42.
INDIVIDUAL X
43.
SUMMARY 0 0 0 0 1 1
Recommendation for Promotion
If you can get a job that allows you to be
ranked…do so!
Promotion Significant Must Early
Recommenda NOB Problems Progressing Promotable Promote Promote
tion
42.
INDIVIDUAL X
43.
SUMMARY 0 0 1 23 15** 9
**This officer was the #1 MP at the Command – so the board knew he was 10 of 48!)
OR??
Promotion Significant Must Early
Recommend NOB Problems Progressing Promotable Promote Promote
ation
42.
INDIVIDUAL X
43.
SUMMARY 0 0 0 0 0 1
Promotion Observations
• Performance in competitive jobs is the number
ONE indicator of success - past and future
• Hard jobs are better
• Filling in blocks of OSR is very good:
– Additional quals
– Masters/Advanced Degrees
– Subspecialties
• Avoid “Not Observed” FITREPS for long periods
of time
Misconduct Reporting
• Adverse or downgraded FITREPS/EVALS
may not be directed as punishment or used
as an alternative to the proper disposition of
misconduct under the UCMJ
• Reports may not mention nonpunitive
censure, or investigatory, judicial, or other
proceedings which have not been concluded
or which have exonerated the member.
• FITREPS should take into account
misconduct which has been established
through reliable evidence to the reporting
senior's satisfaction.
Member’s Rights and Responsibilities
• Sign all regular reports, unless impossible to do so
• Receive a copy of every report from the reporting
senior at the time it is signed.
• The right to submit statements to the record, either
at the time of the report or within 2 years
thereafter.
• Review records, and ensure records are complete.
• The right to communicate directly with selection
boards
• There are various avenues to appeal for change or
removal of their reports
Retaining Reports
• The reporting senior must retain copies of
officer FITREPs for 5 years.
• The command must retain copies of
enlisted FITREPs and EVALs for 2 years.
• Counseling worksheets must be held in a
Privacy Act records system until the
member detaches, then destroyed.
Sample FITREP Bullets
• Initiated program resulting in the training of
embarked nursing staff for the continued
application of hypnotheraputetic protocols in a
clinical setting.
So what?
• Re-write: Set up first-ever clinical hypnosis
credentialing program for nurses on board ships.
Established protocols, and assisted in the
credentialing of 4 nurses on USS KERSARGE.
SURFLANT adopted this program for all ships.
Sample FITREP Bullets
• Spearheaded project to establish predetermined
personnel casualty routing during combat drills,
resulting in more expeditious casualty
movement and treatment.
•
So what?
Re-write: Recognized problem in patient
movement during combat drills and fixed it!
Rerouted patients without interfering with ship’s
operations and saved both time and lives.
Sample FITREP Bullets
• Personally authored lesson training guides and instructed
classes on Prevention and Control of Tuberculosis,
Sexually Transmitted Diseases, Prevention and
Investigation of Food-borne Illnesses, and CBRE Courses.
So what?
• Rewrite: Recognized Preventive Medicine expert by Navy
and civilian public health communities. Authored case
studies of diseases in operational settings, developed
course curriculums, and published in peer-review journals.
Educated over 1000 medical providers on identifing and
treating Chemical, Biological, and Radiological injuries and
illnesses.
Actual FITREP Bullets
• His men would follow him anywhere, but only out of curiosity.
• This Officer is really not so much of a has-been, but more of a definitely won't-be.
• When she opens her mouth, it seems that this is only to change whichever foot was
previously in there.
• He has carried out each and every one of his duties to his entire satisfaction.
• Technically sound, but socially impossible.
• This Officer reminds me very much of a gyroscope - always spinning around at a
frantic pace, but not really going anywhere.
• This young lady has delusions of adequacy.
• When he joined my ship, this Officer was something of a granny; since then he has
aged considerably.
• Since my last report he has reached rock bottom, and has started to dig.
• She sets low personal standards and then consistently fails to achieve them.
• He has the wisdom of youth, and the energy of old age.
• This Officer should go far - and the sooner he starts, the better.
• The only ship I would recommend this man for is citizenship.
• Works well when under constant supervision and cornered like a rat in a trap
Note to readers: These are NOT sample bullets for your next FITREP!