Gordon Brown has fallen foul of an official policy that dictates that the Prime Minister should write to the families of all servicemen and women who are killed in action on operations.

Downing Street said that Mr Brown laboured for some time over the scrawled and misspelt letter to Jacqui Janes, whose son Jamie died in Afghanistan on October 5 — despite Ministry of Defence guidelines that suggest the letter should be drafted normally by military officials.

While the letter that is always sent by the victim’s commanding officer must always be hand-written according to the MoD rules, there is no such demand for the Prime Minister’s message. In the case of his missive to Mrs Janes, his erratic handwriting and poor eyesight appear to have been part of the problem.

Writing letters of condolence to soldiers killed in action is one of the most sensitive and difficult responsibilities of every commander officer. There are a number of golden rules.

Patrick Mercer, former commanding officer of The Worcestershire and Sherwood Foresters Regiment (now 2 Mercian), and Tory MP for Newark, told The Times: “Promptness is one of the most important things, you must write as soon as you possible can, and you must get the name and rank and number correct.

“Preferably if the soldier has a nickname you should include that, too. I would never have referred to a soldier by his nickname but in a letter of condolence you do.”

The details of every individual soldier, including next of kin, is included on a qualifications and records card held by his company and a master card is kept by the regiment.

“One of the problems is that you may be dealing with a soldier whose parents have broken up and the mother’s name has changed, so you have to make sure you get it right,” Mr Mercer added. “It’s incredibly important that all the details are correct and that when you write a letter it’s hand-written.”

Protocol suggests that condolence letters should be sent within two working days of the death being announced.

An MoD briefing note on procedure suggests: “Condolence letters and letters of sympathy for those such as missing believed killed can be a great source of comfort.”

Protocol dictates that the Prime Minister’s expressions of condolences should be followed shortly afterwards by a letter from the head of the Navy, Army or RAF, depending on which branch of the armed forces the person belonged.

The document states: “No matter how or where a death occurs, the service person’s commanding officer (CO) is to offer his (and his unit’s) condolence to the next of kin in person and/or in writing.

“Letters of condolence . . . should be dispatched by first-class mail within seven days of the death being reported.

“In addition, the COs may choose to write to any other members of the family or a long-term partner if they feel it would be beneficial and appreciated.”

The Defence Secretary will write to the families of all personnel who die in service.

The MoD document Joint Casualty and Compassionate Policy and Procedures dated July 2008 is posted on Parliament’s website.

Times Recommends

• Heed the great stabiliser’s words
• How a voice for everyone led to stalemate
• Bakara market becomes a slaughterhouse