Student Handout 1
Advance Sheet
Lesson Hours
This lesson consists of two hours of small group instruction and two hours of graded
practical exercises (performance). Receiving a GO on these practical exercises is a
graduation requirement.
Overview
This lesson provides you with a review of the Army writing style and the opportunity
to prepare an award recommendation, complete a sworn statement, and write a
memorandum. The three practical exercises combine to create the Communicate in
Writing evaluation, which is a graduation requirement.
Learning
Objective
Terminal Learning Objective (TLO).
Action:
Prepare correspondence using the Army writing style.
Conditions:
As a leader of a squad/team, in the classroom, given the instruction
in this lesson.
Standards:
Prepare correspondence using the Army writing style by:
• Achieving a GO on the end of module examination by scoring a
minimum of 70 percent;
• Reviewing standards for Army writing;
• Preparing an award recommendation;
• Preparing a Sworn Statement; and
• Preparing a memorandum.
ELO A
ELO B
ELO C
ELO D
Assignment
Review the standards for Army writing.
Prepare an awards recommendation.
Prepare a Sworn Statement.
Prepare a memorandum.
The student assignments for this lesson are:
• Read Student Handout 3.
• Scan Student Handouts 2, 4, and 5.
Additional
Subject Area
Resources
Additional subject area resources for this lesson are available on the Warrior Leader
Course webpage in AKO. These resources are available to all military personnel
with an AKO account.
Bring to Class
You must bring the following materials to class:
• All reference material received.
• Pen (black ink), pencil, and writing paper.
• Any materials required by the NCOA’s SOP.
SH-1-1
COMMUNICATE IN WRITING
STUDENT: (Rank, Last, First, MI)
SGL: (Rank, Last, First, MI)
DATE:
AWARD RECOMMENDATION
PERFORMANCE STEPS
1. DA Form 638 PART I: Each block (1 thru 13)
worth one point (GO or NO GO). Must be legible and
contain correct information in the correct format.
GO
NO
GO
GO
NO
GO
GO
NO
GO
Block 1 – Approving authority’s address
Block 2 – Recommending commander’s address
(See AR 600-8, pages 45 and 48 for an example and detailed
explanation for each block.)
Block 3 – Date (YYYYMMDD)
Comments:
Block 5 – (Rank – All Caps)
Block 4 – Name (last, first, MI – All Caps)
Block 6 – SSN (xxx-xx-xxxx)
Block 7 – Soldier’s unit address
Block 8 – Previous decorations including OLCs and numerals)
Block 9 – BLANK (Only for non-Army personnel)
Block 10 – Recommended award (ARCOM)
Block 11 – Dates (YYYYMMDD)
Block 12a – Reason (PCS)
12b - NO
Block 13 – Date – 90 days from assignment (YYYYMMDD)
TOTAL POINTS PART I
13 points maximum
2. DA Form 638 PART II: Each block (14 thru 19)
worth two points (GO or NO GO). Must be legible and
contain correct information in correct format.
Block 14 – Student’s name (Last, first, MI – All Caps)
Block 15 – Unit address in scenario
(See AR 600-8, pages 45 and 49 for an example and detailed
explanation for each block.)
Block 16 – Team Leader
Comments:
Block 18 – Team Leader
Block 17 – Student’s Rank (3 letters)
Block 19 – Student’s signature
TOTAL POINTS PART II
12 points maximum
3. DA Form 638 PART III: Each block (20 and 21)
worth five points (GO or NO GO). Must be legible and
contain significant events from vignette in sentence
format.
Block 20 – Bullet statements derived from scenario
Block 21 – Limited to six lines
TOTAL POINTS PART III
(See AR 600-8, pages 45 and 49 for an example and detailed
explanation for each block.)
Comments:
10 points maximum
Add items TOTAL POINTS PART 1, 2, and 3 to
determine Award Recommendation Total Points
35 points maximum
AWARD RECOMMENDATIONTOTAL POINTS
NOTE: If a performance step does not present itself during the evaluation, through no fault of the
student, score that performance step a “GO.”
SH-1-2
COMMUNICATE IN WRITING
(continued)
SGL: (Rank, Last, First, MI)
STUDENT: (Rank, Last, First, MI)
DATE
SWORN STATEMENT
PERFORMANCE STEPS
Points Awarded
1. DA Form 2823 HEADING: Each block (1 thru 8)
worth one point (GO or NO GO). Must be legible and
contain correct information in correct format.
GO
NO
GO
GO
NO
GO
GO
NO
GO
GO
NO
GO
Block 1 – Post & state; no building numbers or address
Block 2 – Date (YYYYMMDD)
(See L225 Student Handout 5, pages SH-5-2 and SH-5-3 for a
detailed explanation of each block.)
Block 3 – BLANK – completed when signed
Comments:
Block 5 – Name (Last, first, complete middle name)
Block 4 – BLANK (For court use)
Block 6 – SSN (xxx-xx-xxxx)
Block 7 – Grade (Pay grade, not rank) & Status (RA, USAR, etc)
Block 8 – Complete address
TOTAL POINTS HEADING
8 points maximum
2. DA Form 2823 BODY: Block 9 is worth 14 points.
Score two points for each element (GO or NO GO):
who, what, where, when, how/why, border to border, &
///END OF STATEMENT///.
Who
What
Where
(See L225 Student Handout 5, pages SH-5-2 and SH-5-3 for a
detailed explanation of each block.)
When
Comments:
Borders (Written from border to border)
How/Why
End (///END OF STATEMENT///)
TOTAL POINTS BODY
14 points maximum
3. DA Form 2823 EXHIBIT: Each block (10, 11, and
“pages”) worth one point (GO or NO GO). Must be
legible and contain correct information in correct
format.
(See L225 Student Handout 5, pages SH-5-2 and SH-5-3 for a
detailed explanation of each block.)
Block 10 – BLANK (For court use)
Block 11 – Student’s initials – or may be left blank until sworn
Pages – Indicates number of pages
TOTAL POINTS EXHIBIT
Comments:
3 points maximum
4. DA Form 2823 AFFIDAVIT: Each of five blanks
(name, page, signature, initials, and “pages”) worth
one point.
Name – (First name, middle name or MI, last name)
Page – (as appropriate)
(See L225 Student Handout 5, pages SH-5-2 and SH-5-3 for a
detailed explanation of each block.)
Signature – BLANK (completed after taking the oath)
Comments:
Pages - Indicates number of pages
Initials - Student’s initials – or may be left blank until sworn
TOTAL POINTS AFFIDAVIT
5 points maximum
Add items 1, 2, 3, and 4 to determine the Sworn
Statement Total Points
(30 maximum)
SH-1-3
SWORN STATEMENT TOTAL POINTS
COMMUNICATE IN WRITING
(continued)
STUDENT: (Rank, Last, First, MI)
SGL: (Rank, Last, First, MI)
DATE
MEMORANDUM
PERFORMANCE STEPS
Points Awarded
NOTE: See AR 25-50, page 26, Figure 2-18 for example.
1. HEADING: Score three points (GO or NO GO) for each
item below. Line spacing, font, and information must be
correct. (See AR 25-50, page 26, Figure 2-18 for example.)
a. Office Symbol.
b. Date (day, month, year - example: 15 January
2010 or 15 Jan 10).
c. MEMORANDUM FOR line.
d. SUBJECT line.
e. Line spacing, font, information.
Comments:
15 Points maximum
2. BODY: Score three points (GO or NO GO) for each item
below. Line spacing, font, and information must be correct.
(See AR 25-50, page 26, Figure 2-18 for example.)
a. Short, clear purpose sentence.
b. Information (the main point).
c. Point of contact (POC) line.
d. Line spacing, font, information.
Comments:
12 Points maximum
3. CLOSING: Score seven points (GO or NO GO) for the
signature block. Line spacing, font, and information must be
correct.
(See AR 25-50, page 26, Figure 2-18 for example.)
Comments:
8 Points maximum
Add items 1, 2, and 3 to determine Memorandum Total Points
NO
GO
GO
NO
GO
MEMO FOR – “RECORD”
Subject - Conduct of Lesson L225, Army
Correspondence
Line spacing, font, information
TOTAL POINTS HEADING
Purpose
Information
POC line
Line spacing, font, information
TOTAL POINTS BODY
Signature Block – Centered, 5 lines below last line,
standard 3 line signature block, name all CAPS
TOTAL POINTS CLOSING
MEMORANDUM TOTAL POINTS
1. Enter Total Points from AWARD RECOMMENDATION
2. Enter Total Points from SWORN STATEMENT
3. Enter Total Points from MEMORANDUM
4. Add lines 1, 2, and 3 to determine COMMUNICATE IN WRITING Total Score
TOTAL SCORE
NOTE: Maximum score is 100. Enter the appropriate rating in the RATING block as indicated below:
RATING
90-100=SUPERIOR.
STUDENT SIGNATURE:
Date:
SGL SIGNATURE:
Date:
SH-1-4
GO
Date – (day, month, year)
COMMUNICATE IN WRITING TOTAL SCORE
70-89=SATISFACTORY
NO
GO
Office Symbol - ATSS-DCP
(35 maximum)
0-69=UNSATISFACTORY
GO
Student Handout 2
Extracted Material from AR 25-50, Preparing and Managing Army Correspondence
This student handout contains 19 pages of extracted material from the following
publication:
AR 25-50, Preparing and Managing Army Correspondence, 3 Jun 2002
Chapter 1
Chapter 2
Chapter 6
pages 1 thru 7
pages 8 thru 10, 23, and 26 thru 30
pages 48 thru 50
Disclaimer: The training developer downloaded the extracted material from the
Army Publishing Directorate (USAPA) web site. The text may contain passive
voice, misspellings, grammatical errors, etc., and may not be in compliance with the
Army Writing Style Program.
RECOVERABLE PUBLICATIONS
YOU RECEIVED THIS DOCUMENT IN A DAMAGE-FREE CONDITION. DAMAGE IN ANY WAY, TO
INCLUDE HIGHLIGHTING, PENCIL MARKS, OR MISSING PAGES, WILL SUBJECT YOU TO
PECUNIARY LIABILITY (STATEMENT OF CHARGES, CASH COLLECTIONS, ETC.) TO RECOVER
THE PRINTING COSTS.
SH-2-1
Chapter 1
Preparing Correspondence
Section I
General
1–1. Purpose
This regulation prescribes Department of the Army (DA) policies, procedures, and standard formats for preparing and
processing Army correspondence.
1–2. References
Required and related publications and prescribed and referenced forms are listed in appendix A.
1–3. Explanation of abbreviations and terms
Abbreviations and terms used in this regulation are explained in the glossary.
1–4. Responsibilities
a. The Administrative Assistant to the Secretary of the Army will—
(1) Establish policies and procedures for preparing correspondence on behalf of the Secretary of the Army.
(2) Oversee Army correspondence on behalf of the Secretary of the Army.
b. The Deputy Chief of Staff for Personnel will develop policy and direction of correspondence management for
DA.
c. The Deputy Chief of Staff for Operations and Plans will incorporate effective and efficient Army writing into
training policy and will fund any special requirements.
d. Heads of Headquarters, Department of the Army (HQDA) agencies and commanders of major Army commands
(MACOMs), installations, activities, and units will supervise and manage the Correspondence Management Program
within their agencies or commands.
e. Commanders at all levels will actively support effective and efficient Army writing by working to eliminate poor
writing in their commands and providing training opportunities for all Army writers.
1–5. Restrictions to this regulation
This regulation has been made as complete as possible to avoid the need to issue additional instructions. The
correspondence formats outlined in this regulation take precedence over format instructions outlined in other regulations or directives. Therefore, supplements to this regulation will be restricted to instructions that are unique to an
agency or command. Guidance found in DA Memo 25–52, dated 15 September 1996 (Staff Action Process and
Correspondence Policies), must be followed when preparing correspondence for signature by the Secretary of Defense;
Secretary of the Army; Chief of Staff, Army; Vice Chief of Staff, Army; and the Director of the Army Staff.
1–6. Objectives
The objectives of this regulation are to—
a. Create a standard of acceptance for written communication in the Army.
b. Provide clear instructions for the preparation of all correspondence. This should reduce the time needed for
training in this area.
c. Reduce the cost of preparing correspondence.
d. Standardize the preparation and distribution of correspondence.
Section II
General Correspondence Guidance
1–7. Methods of communication
a. Personal or telephone contact. Whenever possible and appropriate, conduct official business by personal contact,
local telephone, Defense Switched Network (DSN) or electronic mail (e-mail). A memorandum for record (MFR)
should be used to document any decisions or agreements reached during these communications.
b. Memorandum. The memorandum will be used for correspondence within a department or agency, as well as for
routine correspondence to Federal Government agencies outside the Department of Defense (DOD). Do not use the
memorandum format for corresponding with the families of military personnel or private businesses. See paragraph 2–2
for the proper use of the memorandum.
c. Letter. Letters will be used for correspondence addressed to the President or the Vice President of the United
States, members of the White House staff, members of Congress, Justices of the Supreme Court, heads of departments
and agencies, State governors, mayors, foreign government officials, and the public. Letters may also be used to
AR 25–50 • 3 June 2002
SH-2-2
1
address individuals outside the department or agency when a personal tone is appropriate, such as in letters of
commendation or condolence. See paragraph 3–2 for the proper use of the letter.
d. Electronic mail. Electronic mail may be used for unclassified organizational and individual information transfer.
e. Automated Digital Network (AUTODIN) messages. Use electronically transmitted AUTODIN messages or commercial telephone only when other means of transmission will not suffice.
1–8. Direct communications
Send correspondence as directly as possible to the action office concerned. See paragraph 2–4a(4). Include the action
officer’s name and office symbol when addressing correspondence.
1–9. Routing through channels
a. Routing action correspondence. Route correspondence through commands, agencies, or offices expected to
exercise control or to take action.
b. Bypassing intermediate headquarters. Correspondence will not be routed through a headquarters that has no
interest or concern in the matter or action. However, a copy of the communication and the referral action will be sent
to the command, agency, or office that was bypassed. Routine correspondence may bypass intermediate headquarters
when—
(1) It is apparent that the intermediate headquarters is not concerned.
(2) No action is required.
(3) No controls need to be exercised.
c. Routing directly to the addressee. When there is not enough time to route a communication through channels and
still meet a suspense date, send it directly to the addressee. This is an exception to 1–9a. At the same time, send a copy
of the communication and referral action to the organizations that were bypassed.
d. Using technical channels. Use technical channels to route correspondence that deals with technical matters. This
includes technical reports, instructions, or requests for information that do not involve command matters. Before using
technical channels, ensure that the action is not one that should be sent through command channels. Do not use FOR
THE COMMANDER on the authority line of technical channel correspondence.
1–10. Quality of writing
Department of the Army writing will be clear, concise, and effective. Army correspondence must aid effective and
efficient communication and decision making. Writing that is effective and efficient can be understood in a single rapid
reading and is generally free of errors in grammar, mechanics, and usage. Refer to paragraphs 1–43 through 1–46 of
chapter 1 and appendix B of this regulation and to DA Pamphlet (Pam) 600–67, Effective Writing for Army Leaders,
for more information on effective and efficient Army writing. The standards contained in these references are the
mandated Army style.
1–11. Rewriting, retyping, and drafts
a. Correspondence and mission accomplishment. Correspondence helps the Army accomplish its mission. Information clarity and efficient mission accomplishment are the most important aspects of correspondence.
b. Rewriting. Excessive revisions to create a perfect product are a waste of time. The objectives of good correspondence are clarity and brevity. Do not rewrite internal DA correspondence unless it is clearly inadequate for the intended
purpose. Do not rewrite to correct minor errors in format, arrangement, and phraseology unless the correspondence is
going outside DA or to the general public.
c. Retyping. Do not retype DA correspondence to correct typographical errors, word omissions, or other minor errors
unless the changes are so numerous that the end result looks sloppy. Make corrections neatly and legibly with pen and
ink.
d. Drafts. When correspondence must be prepared for the approval or concurrence of another office, submit it in
draft form (unless it is known that it will not be changed). The approving or reviewing official will approve and return
the draft. Prepare the final correspondence for signature and attach the draft to the record copy.
1–12. Review of outgoing correspondence
Keep the number of times outgoing correspondence is reviewed to a minimum. Normally, make one review for
grammar, format, and content. When available, use electronic spell check. The senior secretary or administrative officer
of an organization should provide a final review of all the correspondence prepared for the signature of the signing
official.
1–13. Form letters
The term “form letter” is a generic term and encompasses memorandums and letters. Form letters save time and money
and often provide a higher level of quality than composed letters.
a. Economy. The form letter, when designed and used properly, is the most economical of all correspondence media.
2
AR 25–50 • 3 June 2002
SH-2-3
b. Appropriateness. Use a form letter to convey information about impersonal or routine matters.
c. Flexibility. Form letters that are well designed provide flexibility and can be adapted to serve almost all the needs
for which a form letter is economical and appropriate.
d. Forms approval and control. See AR 25–30, The Army Publishing and Printing Program, for information on
approval procedures and forms control.
1–14. Exclusive For correspondence
a. Use. Use Exclusive For correspondence for matters of a sensitive or privileged nature. Keep its use to a minimum
to avoid delay of action if the named addressee is absent or unavailable to receive and act on the correspondence.
Prepare Exclusive For correspondence in either the letter or memorandum format.
b. Addressing. Address Exclusive For correspondence to the name and title of the addressee.
c. Handling. When preparing Exclusive For correspondence, place it in a sealed envelope. Type and underline the
words Exclusive For on the envelope. Distribution center and mailroom workers will give this kind of mail to
addressees unopened.
d. Personal For. The term Personal For is not authorized for use on Army correspondence, but it is used in certain
electronic message traffic as prescribed in AR 25–11, Record Communications and the Privacy Communications
System.
Section III
Specific Correspondence Guidance
1–15. Dissemination of command instructions
The acronyms ALARACT (all Army activities) and ARSTAF (Army Staff) are used only in electronically transmitted
messages. These acronyms assign responsibility for distribution instructions. Do not use them in Army correspondence.
1–16. Abbreviations and brevity codes
a. Memorandums. Use abbreviations and brevity codes authorized in AR 310–50, Authorized Abbreviations and
Brevity Codes, for memorandums. Use standard dictionaries for abbreviations not contained in AR 310–50. Prescribing
regulations for various technical fields also provide authorized abbreviations, acronyms, and brevity codes. Abbreviated
ranks are authorized for memorandums and personal correspondence. General officers will use their full rank on all
formal or official correspondence.
b. Letters. Use only common abbreviations found in standard dictionaries. Do not use military abbreviations, brevity
codes, acronyms, or military jargon in letters addressed to persons outside the Department of Defense. Military
personnel will use their full rank (for example, Lieutenant General, Major General, Captain, Sergeant First Class, and
so forth) for letters.
c. Abbreviation guidelines.
(1) Established abbreviations are acceptable in all but the most formal writing. For reading ease, use only wellknown abbreviations or those you think would be known by the recipient.
(2) When a word or title that is not well known will be used more than once in a document, place the abbreviated
form in parentheses after the first time the word or title is used. Thereafter, only the abbreviated form is used. Do not
place the abbreviated form of a word or title after the spelled out version of the word or title if the word or title will
not be used more than once.
(3) Do not place a period after abbreviated words in addresses, for example, St (street), Blvd (Boulevard), and so
forth. The word Fort can be abbreviated (Ft) when used with a location.
1–17. Acronyms
Use military and civilian acronyms in memorandums, if appropriate. Do not, however, use military acronyms when
writing to individuals or organizations who would not be familiar with their use. When an acronym that is used more
than once is not well known or is not contained in AR 310–50, spell out the word or title the first time it is used and
follow it with the abbreviated form. Thereafter, the acronym may be used. Above all, do not overuse acronyms.
1–18. Letterhead
a. Letterhead identifies the originating agency and provides the agency’s complete standardized mailing address.
The letterhead does not show the organizational structure of the agency, nor should it do so. Therefore, do not make
internal office designations part of the letterhead.
b. Computer-generated letterhead will be used for all official correspondence and will conform to the following:
(1) Use only the approved letterhead template provided by US Army Publishing Agency at www.usapa.army.mil.
(2) No other seal, emblem, decorative device, distinguishing insignia, slogans, or mottos will be used unless
approved by the Secretary of the Army.
(3) All computer-generated letterhead will be printed on white paper.
AR 25–50 • 3 June 2002
SH-2-4
3
(4) Letterhead will be printed with black ink.
1–19. Paper
Paper used for Army correspondence will be the standard 8 1⁄2 - by 11-inch size. Continuing efforts will be made to
conserve paper and to minimize the use of high cost premium grade paper by adhering to the following:
a. Original pages. Use computer-generated letterhead for the first page of all formal memorandums and letters
except when an approved form is prescribed. Use plain white paper for continuing pages.
b. Copies.
(1) Use photocopies of original pages when sending outside the originating agency.
(2) Use photocopies for record copies if necessary. Type, stamp, or write clearance or coordination ladders only on
record copies.
1–20. Type fonts and sizes
When creating official correspondence, use type fonts and sizes that make the correspondence easy to read and
understand. The following guidelines will provide the best results:
a. A font with a point size smaller than 12 or larger than 14 should be avoided. When possible, a 12-point size will
be used.
b. Preferred type fonts are Times Roman and Times New Roman.
c. Unusual type styles, such as script, should not be used to create official correspondence.
1–21. Ink color
Use black or blue ink to sign communications. Black ink will be used to stamp dates and signature blocks.
1–22. Using one side of paper
Prepare original correspondence using only one side of a sheet of paper; however, correspondence should be reproduced on both sides of the paper.
1–23. Copies
a. Record copy. Make one record or file copy of correspondence after original has been signed and dated. Stamp or
write “record copy” or “file copy” along the edge of the right margin. Maintain file copies in accordance with Army
recordkeeping system requirements.
b. Reading file copies. If reading files are used, maintain in accordance with Army recordkeeping system
requirements.
c. Copies furnished. Use “copies furnished” to keep other than the prime addressee informed of an action. Make
copies after original has been signed and dated.
1–24. Classified and special handling correspondence
a. General. Information that requires protection against unauthorized disclosure in the interest of national security
shall be classified. Correspondence containing classified information will be safeguarded as prescribed in AR 380–5,
Department of the Army Information Security Program. The contents of a classified communication will be revealed
only to individuals who have the appropriate security clearance and whose official duties require such information.
b. Marking classified correspondence. See chapter 8 and AR 380–5 for detailed instructions on marking and
downgrading instructions.
c. Use of FOR OFFICIAL USE ONLY (FOUO) marking. See AR 25–55, The Department of the Army Freedom of
Information Act Program, for the proper use and marking of FOUO material.
1–25. Identification of writer
Normally, when writing any type of correspondence, the writer will be identified by military rank or civilian prefix,
name, telephone number, and if appropriate, facsimile number and e-mail address. This information is generally placed
in the last paragraph of the correspondence.
1–26. Identification of originating office
a. Office symbols are used to identify the office of origin for memorandums and electronically transmitted messages
within the DA. Use the office symbols when addressing or replying to memorandums.
b. Office titles are used to identify the office of origin for letters. See paragraph 3–7a(2)(b).
1–27. Expression of date
a. Dates on memorandums. Express dates on memorandums in only these two ways: 1 January 2000 or 1 Jan 00.
The four digits for the year will be used only when the month is spelled out or when date stamps reflect abbreviated
months and four-digit year.
4
AR 25–50 • 3 June 2002
SH-2-5
b. Dates on letters. Express dates on letters and refer to dates within letters only in this way: January 1, 2000.
c. Separating date elements. Avoid separating any of the three date elements (day, month, and year) from each
other, but if it is absolutely necessary, the four-digit year may be carried over to the next line when the month is
spelled out.
1–28. Expressing time
Military time will be expressed in a group of four digits, ranging from 0001 to 2400 based on the 24-hour clock
system. The first two digits represent the hour after midnight and the last two digits represent the minutes. For
example, 1:37 p.m. civilian time is expressed as 1337 military time. The word hours will not be used in conjunction
with military time. Use civilian time in letters.
1–29. Suspense date
a. Use a suspense date on memorandums when a reply is required by a certain date. (See fig 2–2.) Suspense dates
should be reflected in the body text and appear in bold. Do not use suspense dates on letters.
b. Consider the following time factors in setting a suspense date on correspondence:
(1) Number of days required to transmit the communications.
(2) Number of days needed to complete the action.
(3) Number of days required to transmit the reply.
1–30. Addressing
Address correspondence and envelopes as prescribed in AR 25–51, Official Mail and Distribution Management, and
chapter 5 of this regulation.
1–31. References
List references in the first paragraph of the correspondence. Enclose copies of references that are not readily available
to the addressee. List and number references in the order they appear in the correspondence. When references do not
appear in the text of the correspondence, list them in ascending date order (oldest to most recent). Include the
following information as a minimum:
a. Publications. When listing publications, include the number, title, and date, for example, AR 25–50, Preparing
and Managing Correspondence, 21 Nov 88; and (for a supplement and change) USASC, Suppl 1, 3 Mar 95, to AR
710–2, Inventory Management Supply Policy Below the Wholesale Level, 31 Oct 97; and Change 2, 15 Oct 99, to DA
Pam 27–9, Military Judges’ Benchbook, 30 Sep 96.
b. Correspondence. When referencing correspondence, include the type of correspondence, organization of origin,
office symbol, date, and the subject of the correspondence, for example, Memorandum, HQ USAMC, AMCIO–F, 20
Feb 88, subject: Training for AMC Personnel; and Message, HQ TRADOC, ATPL–TD–OR, 101623Z Sep 84, subject:
Correspondence Management. When referencing e-mail or facsimiles, use the name of the sender and the office symbol
(if included), for example, E-mail, HQ TRADOC (ATPL–TD–OR), Mr. Sam Jones, 3 Nov 96, subject: Correspondence
Management; and Fax, HQ FORSCOM, Ms. Ella Johns, 25 Feb 97, subject: Copier Management.
c. Referencing classified or unclassified material. (See chap 8 for portion marking.) Use the following guidelines
when referencing unclassified material in a classified document or referencing classified material in a classified or
unclassified document.
Note. When the reference contains classified information or is required to be placed within a classified document, portion-mark the
reference and the subject of the reference with the appropriate classification symbol. See AR 380–5 for guidance.
(1) When referencing a classified document in unclassified correspondance, show the classification of both the
referenced material and the subjuct, for example, Secret message, HQ TRADOC, ATCG, 201623Z Sep 94, subject:
Correspondence Management (U).
(2) When referencing unclassified correspondence in a classified document, show the classification of the referenced
material and the subject, for example, (U) Unclas message, HQ TRADOC, ATPL–TD–OR, 201623Z Sep 84, subject:
Correspondence Management (U).
(3) When referencing a classified document that has a classified subject in classified correspondence, show the
classification of both the reference and its subject, for example, (C) Secret message, HQ TRADOC, ATCG, 201623Z
Sep 94, subject: Correspondence Management (C).
(4) When drafting an unclassified document and the subject of the reference(s) is classified, the document must
show the classification assigned to the referenced subject. The document then becomes classified to the level of the
reference cited and must be marked appropriately. (See AR 380–5 and chap 8 for proper marking of classified
correspondence.)
(5) When drafting an unclassified piece of correspondence that contains a mixture of classified and unclassified
references although all subjects are unclassified, show the classification marking for each reference. Here are examples
of references:
AR 25–50 • 3 June 2002
SH-2-6
5
(a) (U) Secret message, HQ TRADOC, ATCG, 201623Z Sep 94, subject: Correspondence Management (U).
(b) Unclas memorandum, HQ TRADOC, ATCG, 20 Sep 94, subject: Correspondence Management (U).
(c) (U) Conf message, HQDA, DAPC–ZX, 201624Z Sep 94, subject: Correspondence Management (U).
(6) When preparing messages or when referencing correspondence on messages within messages, see AR 25–11 for
guidance.
(7) When drafting unclassified correspondence that contains unclassified references, do not mark it to indicate its
unclassified status.
d. Paragraphs of regulations or publications.
(1) When citing a regulation or publication, cite its number, name, and date: DA Pam 600–67, Effective Writing for
Army Leaders, June 1986.
(2) When referencing a specific paragraph in a regulation or publication, cite the regulation or publication number,
name, paragraph, and date, for example, DA Pam 600–67, Effective Writing for Army Leaders, paragraph 3–1a, June
1986. If the regulation has been listed as a reference in the first paragraph of the memorandum, additional references
need only include the paragraph number and the number of the regulation, for example, DA Pam 600–67, paragraph
3–1a.
e. Telephone conversations or meetings. When referencing telephone conversations or meetings, first cite the
communication, then the individuals’ headquarters or office of location, the date, and the subject, if applicable:
(1) Reference telephone conversation between Mr. Smith, this office, and Ms. Jones, TRADOC, 23 Jan 95, subject:
Office Copiers.
(2) Reference meeting between Ms. Jones, TRADOC, and Mr. Smith, this office, 23 Jan 95, subject: Office Copiers.
f. Referencing material that has the same subject. The term “subject as above” or the acronym “SAB” may be used
in lieu of stating the subject in memorandums. This does not apply to letters.
1–32. Authority lines
Chapter 6 explains in detail the composition and proper use of authority lines.
1–33. Complimentary close
Chapter 3 explains in detail the composition and proper use of complimentary close.
1–34. Signature blocks
Chapter 6, section II, explains in detail the composition and proper use of signature blocks for military and civilian
personnel.
1–35. Postscripts
A postscript (P.S.) is an informal technique to add an afterthought to a communication; do not use in official
correspondence.
1–36. Page and paragraph numbering
See chapters 2 and 3 for exact guidance on paragraph and page numbering and placement of the page number.
1–37. Underlining, using boldface type, and italicizing for emphasis
Use underlining, boldface type, and italics only to emphasize a specific or important fact. Overuse of these methods for
emphasis (like overuse of the exclamation point) defeats its own purpose. In general, substitute more specific or
forceful words to gain emphasis.
1–38. Distribution formulas
Develop a distribution formula that is easy to understand and use. Ensure that it is a fast and cost-effective way to
distribute information to a great number of addresses. Do not use internal distribution formulas for correspondence
external to your command or installation. (See AR 25–51.)
1–39. Identifying and listing enclosures
Use enclosures for memorandums and letters. Number and attach all enclosures in the same order in which they appear
in the body of the correspondence. Place the identification of each enclosure in the lower right corner of the first page,
in pencil, before making copies. Specify enclosures in the text. See paragraph 4–2 for proper listing of enclosures.
Attachments to enclosures are referred to as enclosures to enclosures (for example, enclosure 3 to enclosure 2).
1–40. Nine-digit ZIP Code (ZIP+4 Code)
Use the ZIP+4 Code on all return envelope addresses and on all “FOR” addresses. The ZIP+4 Codes will be used on
all letterhead.
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1–41. NATO correspondence
Correspondence for NATO purposes is governed by Standardization Agreements. See guidance in appendix F.
1–42. Recordkeeping requirements
This regulation requires the creation, maintenance, and use of the specific record FN 25–50a (Delegation of signature
authority), in accordance with AR 25–400–2.
Section IV
Effective Writing and Correspondence: The Army Writing Style
1–43. Goal
The goal of all Army correspondence is effective communication.
1–44. Standards for Army writing
a. Effective Army writing transmits a clear message in a single, rapid reading and is generally free of errors in
grammar, mechanics, and usage.
b. Good Army writing is concise, organized, and right to the point. Two essential requirements include putting the
main point at the beginning of the correspondence and using the active voice (for example (main point up front), “You
are entitled to jump pay for the time you spent in training last year”).
c. The standard English sentence order, subject-verb-object, works best. It speeds communication and helps the
reader understand the main point.
d. Active writing—
(1) Emphasizes the doer of the action.
(2) Shows who or what does the action in the sentence, or puts the doer before the verb.
(3) Creates shorter sentences. Eliminating the passive voice reduces the number of words in a sentence.
(a) Passive: The PT test was passed by SGT Jones (eight words).
(b) Active: SGT Jones passed the PT test (six words).
e. The passive voice is easy to recognize. A verb in the passive voice uses any form of “to be” plus the past
participle of a main verb (for example, am, is, are, was, were, be, being, been), plus a main verb usually ending in “en”
or “ed” (for example, were completed, is requested).
1–45. Constructing military correspondence
a. General techniques. Focus first on the main point to construct basic military correspondence. Use of the active
voice is the basic style of Army writing.
b. Specific techniques. Meeting the standards for correspondence requires specific techniques. Use these additional
rules of correspondence construction to improve effectiveness.
(1) Use short words. Try not to use more than 15 percent over two syllables long.
(2) Keep sentences short. The average length of a sentence should be about 15 words.
(3) Write paragraphs that, with few exceptions, are no more than 10 lines.
(4) Avoid jargon.
(5) Use correct spelling, grammar, and punctuation.
(6) Use I, you, and we as subjects of sentences instead of this office, this headquarters, this command, all
individuals, and so forth.
(7) Write one-page letters and memorandums for most correspondence. Use enclosures for additional information.
(8) Avoid sentences that begin with “It is ...,” “There is ...,”or “There are ....”
1–46. Packaging correspondence
a. Structure. The simplified formats in this regulation are specific ways of structuring particular kinds of correspondence. Packaging, however, applies to all Army writing.
b. Framework. Packaging is the general framework of military writing style. All formats start with this standard
structure and are tailored to each type of correspondence.
c. Packaging. Structure correspondence for easy quick reading:
(1) First, open with a short, clear purpose sentence.
(2) Next, put the recommendation, conclusion, or more important information as the main point. (These first two
steps can be combined in some correspondence.)
(3) Last, clearly separate each section. Use short paragraph headings or section titles.
AR 25–50 • 3 June 2002
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7
Chapter 2
Memorandums—Special Purpose Memorandums
Section I
Memorandums
2–1. General
There are two types of memorandums: formal and informal. Figures 2–1 through 2–18 illustrate examples of usage and
general rules.
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AR 25–50 • 3 June 2002
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Figure 2–1. Using and preparing a memorandum
AR 25–50 • 3 June 2002
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9
Figure 2–2. Preparing a memorandum
10
AR 25–50 • 3 June 2002
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Figure 2–15. Using and preparing an informal memorandum
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23
Figure 2–18. Preparing a memorandum for record
26
AR 25–50 • 3 June 2002
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2–2. Use
a. Formal memorandums. The formal memorandum is used for correspondence that is sent outside the headquarters,
the command, the installation, or similarly identifiable organizational elements within the DOD; for routine correspondence to Federal Government agencies outside the DOD; for notification of personnel actions, military or civilian; and
for showing appreciation or commendation to DA employees and soldiers.
b. Informal memorandums. The informal memorandum is used for internal correspondence within the same headquarters, same command, or similarly identifiable organizational elements. As a general rule, do not use informal
memorandums when corresponding with organizations or individuals not familiar with your office symbol. Informal
memorandums may be preprinted and used as form letters.
Note. Refer to DA Memo 25–52, Staff Action Process and Correspondence Policies, for correspondence originating within the Army
Staff or Secretariat Agencies.
2–3. General rules
a. Paper. The standard size is 81⁄2 by 11 inches.
b. Original pages.
(1) For formal memorandums use computer-generated letterhead for the first page and plain white paper for
continuing pages.
(2) The informal memorandum is typed or printed on plain white paper; do not use letterhead.
c. Copies. Prepare only the number of copies needed. See paragraph 1–23 for more information on record, copy
furnished, and reading file copies.
d. Dates. Type or stamp the day, month, and year on the memorandum flush with the right margin.
e. Margins. The standard margin is 1 inch from the left, right, top, and bottom margins. Do not justify right margins.
f. Spacing. See figures 2–1 and 2–2.
g. Abbreviations and brevity codes. See paragraph 1–16.
h. Acronyms. See paragraph 1–17.
i. Signature blocks.
(1) Type the signature block of military officials on three lines with the name (in uppercase) on the first line, rank
and branch of Service on the second line, and the title on the third line. If the title requires an extra line, a fourth line is
authorized. Indent the beginning of the fourth line so that the first character will be aligned underneath the third
character of the third line.
(2) Type the signature block of civilian officials on two lines with the name (in uppercase) on the first line and the
title on the second line. If the title requires an extra line, a third line is authorized. Indent the beginning of the third line
so that the first character will be aligned underneath the third character of the second line.
(3) Do not use academic degrees, religious orders, or fraternal orders as part of the signature block unless it would
benefit the Army for the receiver to know this information, for example, use of a medical degree to show that medical
information provided was based on expertise of a member of the medical profession.
(4) Do not use “(P)” (meaning that the signer is promotable) after the rank for personal benefit; use only if it would
benefit the Army.
2–4. Format
When writing a memorandum, use the modified block style format. The format has three parts: heading, body, and
closing.
a. Heading. The heading has five elements:
(1) Office symbol. Type the office symbol on the second line below the seal. The symbol names the writer’s office
(for example, DAPE–PRR). Do not use computer identification codes or word-processing codes as part of the office
symbol. Other information may follow the office symbol when needed and if not part of the subject line. Some
examples are the name of an individual, social security number, rank, primary military occupational specialty, contract
number, or bill of lading number. Do not crowd the office or reference symbol line. If the additional information is
lengthy, write it on a second line, flush with the left margin.
(2) Date.
(a) Put the date on the same line as the office symbol.
(b) End the date approximately even with the right margin.
(c) Express the date in this order: day, month, year. Day—Express in numerals. Month—Spell out if the year is not
abbreviated; abbreviate if the year is abbreviated (15 January 1999 or 15 Jan 99 but not 15 January 99 or 15 Jan 1999).
AR 25–50 • 3 June 2002
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27
Year—Express either with two or four digits, depending on whether the month is abbreviated or spelled out. The only
exception to this rule is if the date stamp uses the abbreviated month and the four-digit year.
(d) The date may be typed or stamped.
(3) Suspense date. Use a suspense date if a reply is needed by a certain date. Do not impose a suspense date when
there is no compelling reason.
(a) Placement. Put the suspense date at the right margin on the same line as the Reply to Attention Of or two lines
above the date of the memorandum.
(b) Setting of suspense date. Always consider the time factors involved, for example, transmission time to the
reader, time the reader needs to gather the information, and transmission time for the return reply.
(c) Format of the date. See paragraph 2–4a(2)(c).
(4) MEMORANDUM FOR line. Type MEMORANDUM FOR on the third line below the office symbol. Write to the
office that is expected to complete the action. Do not simply address an action to a headquarters if it is known which
element of that headquarters will receive the action. If the memorandum is sent to someone’s attention, place the
person’s name in parentheses after the office symbol (see fig 2–4). Exception: When used for Exclusive For correspondence, appreciation, and commendation, a memorandum will be addressed to name and title of the addressee.
When a second line is needed for the address, begin it flush with the left margin, except for multiple-address
memorandums, which will begin under the third character of the line above it. Type addresses in either all uppercase or
upper- and lowercase type. Be consistent. Do not mix the two type styles.
(a) Single-address memorandums. Figures 2–4 and 2–5 give examples of memorandums with a single address.
Figure 2–4 gives an example for HQDA, and figure 2–5 gives one for a major command. When using a single address,
MEMORANDUM FOR and the address are on the same line.
(b) Multiple-address memorandums. See figures 2–6 and 2–7 for examples of memorandums for HQDA and figure
2–8 for an example for MACOMs. Note that “multiple-address memorandums”means more than one and less than six.
If the address extends more than one line, continue the second as stated in paragraph 2–4a(4). On multiple-address
memorandums, prepare one original and make copies for additional addressees after signature. Place a checkmark to
the immediate left of each addressee to designate that addressee’s copy. This readily identifies the recipient and
eliminates the need for reading the entire addressee listing.
(c) SEE DISTRIBUTION memorandums. If a memorandum is sent to more than five readers, use the SEE DISTRIBUTION format (see fig 2–9) for the addresses. Type the words SEE DISTRIBUTION one space after the words
MEMORANDUM FOR. On the second line below the last line of the signature block or enclosure listing, whichever is
lower, type DISTRIBUTION: and block the addresses as shown in figure 2–9. The distribution list may be continued on
the second page (see fig 2–10). If necessary, the complete distribution list may be typed on a separate page. Prepare
one original and make copies for additional addressees after signature. Place a checkmark to the immediate left of each
addressee to designate that addressee’s copy. This readily identifies the recipient and eliminates the need for reading
the entire addressee listing. The envelope for an addressee on a SEE DISTRIBUTION list must show the complete
address; otherwise, the U.S. Postal Service (USPS) will not be able to deliver it.
(d) THRU memorandums. Use a THRU memorandum to let others know what is being done and to give them the
opportunity to comment, especially if their comment will have an impact on the action. Use this format when an action
must be approved by several recipients, in turn. See figure 2–11 for the format for a single THRU memorandum. Use
the format in figure 2–12 when sending the THRU memorandum to more than one reader.
(5) Subject line. Type the subject line on the second line below the last line of the address. Use only one subject and
write the subject in 10 words or less, if possible. If the subject needs more than 10 words, limit the number of words
and use authorized abbreviations. If the subject is more than one line, begin the second line flush with the left margin
(see fig 2–13). Type SUBJECT: in uppercase letters (see examples).
b. Body (Text).
(1) Beginning. Begin the text on the third line below the last subject line.
(a) If there are references, list these in the first paragraph. See paragraph 1–31 for instructions on how to list.
(b) Begin the memorandum with a short, clear purpose sentence.
(c) Put the recommendation, conclusion, or most important information (the main point) next. (Some writing
combines the purpose and the main point.)
(d) Clearly separate each major section. Use paragraphs, headings, or sections.
(e) When appropriate, a point of contact (POC) line will be the last paragraph of the body of the correspondence.
(2) Spacing. Single-space the text with double-spacing between paragraphs and subparagraphs. Single-space oneparagraph memorandums. (See fig 2–13.) On occasion, one-paragraph correspondence requires subparagraphing. The
spacing for subparagraphing is the same as that for major paragraphs.
(3) Indenting. When paragraphs are subdivided, indent them as shown in figure 2–1.
(4) Numbering paragraphs.
(a) Do not number a one-paragraph memorandum.
(b) If the memorandum has more than one paragraph, number the paragraphs as outlined in figure 2–1.
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AR 25–50 • 3 June 2002
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c. Closing. Major elements are the authority line, signature block, and enclosure listing. Sub-elements are the
DISTRIBUTION listing (if needed) and Copies Furnished (CF).
(1) Authority line. See chapter 7 and appendix E. Type the authority line at the left margin in uppercase letters on
the second line below the last line of the text. The authority line is used by individuals properly designated as having
the authority to sign for the commander or the head of an office.
(2) Signature block. See chapter 7 and appendix E for examples.
(a) Placement. Begin the signature block in the center of the page on the fifth line below the authority line. If there
is no authority line, begin it on the fifth line below the last line of the text.
(b) Omission. Omit the signature block if it is not known at the time of writing who will sign. The signature block
may be added either by typing or by use of a rubber stamp at the time of signature.
(c) Format. See paragraph 2–4.
(3) Enclosures. Number and attach enclosures in the same order in which they appear in the memorandum. When
there is only one enclosure, do not precede “Encl” with the number “1.” Use only “Encl.” Begin the enclosure listing at
the left margin on the same line as the signature block. (See chap 4.)
(4) DISTRIBUTION listing (if needed). See figures 2–9 and 2–10.
(5) Copies Furnished. See figures 2–10 and 2–13 through 2–15. Use the copy furnished line to inform others of the
subject only if they have a need to know or an interest in the subject. Type CF: on the second line below the last line
of the signature block, enclosure listing, or distribution listing, whichever is lower. Show whether or not enclosures are
included by adding either “(w/encls)” or “(wo/encls)” at the end of each CF address. If all copies furnished addressees
will be provided copies of the enclosures or all will not be provided enclosures, type either “w/encls” or “wo/encls” in
parentheses after “CF” rather than type each one separately after each address (for example, CF: (w/encls)).
2–5. Multiple-Page memorandums
Try to limit the memorandum to no more than two pages. Use enclosures for additional information. If a memorandum
is longer than one page, see figures 2–2 and 2–3 and follow these rules:
a. Type the office symbol at the left margin 1 inch from the top edge of the paper.
b. Type the subject of the memorandum at the left margin on the next line below the office symbol.
c. Begin the continuation of the text at the left margin on the third line below the subject phrase. When continuing a
memorandum on another page—
(1) Do not divide a paragraph of three lines or less between pages. At least two lines of the divided paragraph must
appear on each page.
(2) Include at least two words on each page of any sentence divided between pages.
(3) Do not hyphenate a word between pages.
(4) Do not type the authority line and the signature block on the continuation page without at least two lines of the
last paragraph. If, however, the last paragraph or subparagraph has only one line, it may be placed alone on the
continuation page with the authority line and signature block.
d. Center the page number approximately 1 inch from the bottom of the page.
Section II
Special Purpose Memorandums
2–6. Memorandum of Understanding or Memorandum of Agreement
a. Uses. Use a Memorandum of Understanding (MOU) or a Memorandum of Agreement (MOA) to document
mutually agreed to statements of—
(1) Prepare the MOU or MOA on the letterhead of the preparing or requesting agency.
(2) Intentions.
(3) Procedures.
(4) Parameters.
(5) Policies of future actions.
(6) Matters of coordination.
Note. Do not substitute an MOA for formal support agreements within one Service or between Services. However, an MOA may be
used to document an agreement before writing a more formal one.
b. Format. When an MOU or MOA is required, use the format shown in figures 2–16 and 2–17.
(1) Heading. Prepare the MOU or MOA on the letterhead of the preparing or requesting agency. This provision may
be altered to meet internal or special requirements of the parties involved in the agreement. Center the title MEMORANDUM OF UNDERSTANDING or MEMORANDUM OF AGREEMENTon the second line below the seal. Type the
word BETWEEN, also centered, on the line immediately following the title. Center the names of the agreeing agencies
on the line immediately following the word BETWEEN. The requirement for centering may be altered when there are
more than two agreeing agencies or where the agency titles are too lengthy to be typed on one line.
AR 25–50 • 3 June 2002
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29
(2) Subject. Type the word SUBJECT: at the left margin on the second line below the last line of the agreeing
agencies’ titles.
(3) Text. Begin the first line of the text at the left margin on the third line below the last line of the subject. The
basic text will contain, but is not limited to, the following six categories
(a) Reference. List the references that are directly related to the agreement.
(b) Purpose. The paragraph defines or states, in as few words as possible, the purpose of the agreement.
(c) Problem. Present a clear, concise statement of the problem, to include a brief background.
(d) Scope. Add a short and to the point statement specifying the area of the agreement.
(e) Understandings, agreements, support, and resources. List the understandings, agreements, support, and resource
needs and responsibilities of and between each of the parties or agencies involved in the agreement.
(f) Effective date. Enter the date the agreement will become effective.
(4) Paragraph numbering. Paragraph numbering and indentations are the same as for the general use memorandums.
(5) Signature blocks. Signature blocks on MOUs and MOAs are unique in that signature blocks of both the agreeing
parties appear on the same line. Type signature blocks on the fifth line following the last line of the text. Precede all
signature blocks by overscoring as shown on figures 2–16 and 2–17. Include the name, title, and agency for civilians
and name, rank, branch, and title for military personnel. Include the date that each official signs. Place the signature of
the senior official on the right. When in doubt as to the seniority, use the signature of the official whose organization is
the same as the letterhead.
2–7. Memorandum for record
a. Use. Use the memorandum for record (MFR) to give a summary of preceding correspondence and to show the
authority or basis for the action taken. See figure 2–18. The MFR is also used to document informal meetings or
telephone conversations in which official business was conducted.
b. Contents.
(1) Summary. The summary contains the source, office symbol, date, subject, addressee, and action requested or
indicated.
(2) Basis for action. Show all background information having a direct bearing on the matter. Include the authority
and basis for action. This lets reviewing and signing officials know the basis for the action.
(3) Coordination. Show the name of the office or agency; the name, title, and telephone number of the person
contacted; date of coordination; and indication of concurrence, nonconcurrence, or other action.
c. Format. Prepare an MFR on white paper. An abbreviated form of the MFR may be typed or written on the
bottom of the record or file copies. This saves paper and filing space and ensures that all information about the subject
is in one place.
(1) Type the office symbol at the left margin and 1 inch from the top of the paper. Stamp or type the date on the
same line ending approximately at the right margin.
(2) Type the words MEMORANDUM FOR RECORD at the left margin on the third line below the reference
symbol.
(3) Type SUBJECT: at the left margin on the second line below MEMORANDUM FOR RECORD.
(4) Begin the text on the third line below the last line of the subject.
(5) Try to limit the MFR to one page. If a second page is needed, prepare it in the same way as the continuation
page of a memorandum.
(6) Mark the paragraphs and subparagraphs of the MFR as for a memorandum. Prepare and position all remaining
applicable elements (signature block and enclosure listing) as for a memorandum. Do not use an authority line on an
MFR.
(7) Anyone who has an official use for this format may prepare and sign it.
Chapter 3
Preparing Letters
3–1. General
This chapter provides instructions for preparing letters. Specific formats and instructions come from the Office of the
Secretary of the Army (OSA).
3–2. Use
Letters will be used for correspondence addressed to the President or the Vice President of the United States, members
of the White House staff, members of Congress, Justices of the Supreme Court, heads of departments and agencies,
State governors, mayors, foreign government officials, and the public. Letters may also be used for correspondence to
30
AR 25–50 • 3 June 2002
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example follows:
BY ORDER OF THE SECRETARY OF THE ARMY: Used by the US Total Army Personnel Command on military
personnel matters only.
h. Deputy Chief of Staff. When signing for the DEPUTY CHIEF OF STAFF, make sure authority has been granted.
See AR 10–5, Organizations and Functions, Headquarters, Department of the Army.
Section II
Signatures and Signature Blocks
6–3. Signatures
a. Use the regulation or directive governing the action involved to decide on the appropriate signature. If signature
is not prescribed, write the signature as desired, which normally includes the full name. The individual may use an
initial or initials in place of first and middle names. The typed name will match the signature. Once individuals decide
on their official signature, they should use the same signatures for official actions throughout their employment or
services with DA.
b. A signature is the name of the individual written by hand. (See para 6–10 for the use of facsimile signatures.)
c. If the person whose name is typed does not sign personally, the individual authorized to sign will sign his or her
own name and add the word for in front of the typed name in the signature block. If an individual in the military signs
for another, the signer should show his or her rank following the signature. If a civilian signs for an individual in the
military, include his or her title (for example, Mr., Mrs., or Ms.).
d. On THRU correspondence, when no comment is made, the signer will line through the appropriate address and
initial and date the line out.
6–4. Signature block
a. General. The signature block will include—
(1) The name of the person who signs the military correspondence. Type, stamp, or print it in capital letters identical
to the individual’s signature, except as shown in (3) and (4) below.
(2) Rank, branch, and title of military official or title of civilian official except as shown in (3) below.
(3) “Commanding” for commanders to denote the active exercise of authority.
(4) Do not use abbreviations or titles designating religious and fraternal orders or academic and honorary degrees in
signature blocks on official correspondence unless their use will either benefit or improve the image of the Army. See
paragraphs 2–3i(3) and 2–3i(4).
(5) “Commander’s Signature” is required by Federal statute on certain forms. All other forms will have “Authorized
Signature,” “Signature of Approving Authority,” “Signature of Reviewing Authority,” or other phrases as appropriate.
The requiring document will state who is specifically authorized to sign as Authorized Signature and how to obtain
authentication.
(6) Civilians will use only a two-line signature block consisting of name and title, unless a third line is necessary for
a long title. Civilians should not use “DAC” (Department of the Army Civilian) on a signature block unless the civilian
is attached to or serving with a multiple-Service organization.
b. Placement. Begin the signature block at the center of the page on the fifth line below the authority line. If there is
no authority line, begin it on the fifth line below the last line of the text.
c. Omission. If the identity of the signer is not known, omit the signature block. It may be added by typing, or by
rubber stamp, on military correspondence at the time of signature.
d. Format. Type the signature block of military officials on three lines: name, rank and branch of Service, and title,
in that order. If the title requires more than one line, continue it on the fourth line, aligning the first character
underneath the third character of the third line. Type the signature block of civilian officials on two lines: name and
title, in that order. If the title requires more than one line, continue it on the third line, aligning the first character
underneath the third character of the second line. To preserve block style format on all signature blocks, use short title
abbreviations (as outlined in AR 310–50) and any mixture of full or abbreviated rank and branch.
e. Examples of signature blocks. See appendix E.
f. Rank and branch abbreviation. See tables 6–1 and 6–2 and AR 310–50. Follow this guidance when abbreviating
ranks or titles:
(1) Do not use rank abbreviations on letters.
(2) Use the full general officer rank on all formal or official correspondence (for example, Major General,
Lieutenant General, and so forth). Use the abbreviation (for example, MG, LTG, BG) on informal correspondence.
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Table 6–1
Rank abbreviation
Abbreviations
Rank
GEN
LTG
MG
BG
COL
LTC
MAJ
CPT
1LT
2LT
CW5
CW4
CW3
CW2
WO1
CSM
SGM
1SG
MSG
SFC
PSG
SSG
SGT
CPL
SPC
PFC
PV2
PV1
General
Lieutenant General
Major General
Brigadier General
Colonel
Lieutenant Colonel
Major
Captain
First Lieutenant
Second Lieutenant
Chief Warrant Officer
Chief Warrant Officer
Chief Warrant Officer
Chief Warrant Officer
Warrant Officer 1
Command Sergeant Major
Sergeant Major
First Sergeant
Master Sergeant
Sergeant First Class
Platoon Sergeant
Staff Sergeant
Sergeant
Corporal
Specialist
Private First Class
Private
Private
Table 6–2
Branch title abbreviations
Abbreviations
General
AD
AG
AMSC
AN
AR
AV
CE
CH
CM
DC
EN
FA
FC
GS
IG
IN
JA
MC
MI
MP
MS
NG
OD
QM
SC
TC
VC
Air Defense Artillery
Adjutant General’s Corps
Army Medical Specialist Corps
Army Nurse Corps
Armor
Aviation
Communications Electronics
Chaplains
Chemical Corps
Dental Corps
Corps of Engineers
Field Artillery
Finance Corps
Army General Staff: General Staff w/troops (duty detail only)
Inspector General (duty detail only)
Infantry
Judge Advocate General’s Corps
Medical Corps
Military Intelligence
Military Police Corps
Medical Service Corps
National Guard Bureau (duty detail)
Ordinance Corps
Quartermaster Corps
Signal Corps
Transportation Corps
Veterinary Corps
AR 25–50 • 3 June 2002
SH-2-19
49
6–5. Personnel on active duty
a. Name. Sign the name plainly and legibly. It must be identical with the typewritten, stamped, or printed name.
b. Social security number. Use social security numbers in accordance with the guidelines of the Privacy Act of 1974
or as otherwise directed by this regulation.
c. Rank. The rank will be that in which served (for example, Colonel, Lieutenant Colonel, and Major). For
chaplains, put the rank in parentheses and precede it with the word “Chaplain.” For example:
J. JONES
Chaplain (CPT) USA
(1) In preparing general officer signature blocks, it is preferable to spell out the rank. When using abbreviations in
any signature block for other than general officers, use only the abbreviations (for example, LTC, MAJ, and so forth).
On military correspondence, rank abbreviations are optional. Abbreviations may also be used in the text of all military
correspondence when referring to an individual by rank.
(2) Do not use the “(P)” (meaning that the signer is promotable) as part of a signature block on Army correspondence unless it benefits or enhances the image of the Army. However, it may be used in an address for such things as
congratulatory notes.
(3) General officers will use the designation “USA” except as indicated in (4) and (5) below. Write “US Army” (not
“USA”) on letters.
(4) General officers detailed to duty in general staff positions will use the designation “GS.” Do not use the
designation “GS” on letters; use “US Army.”
(5) General officers serving in a branch of the Army Medical Service will use the abbreviations of the branch in
which they are serving (for example, MC, DC) except as indicated in (4) above.
(6) Warrant officers will use the designation “USA” except where a branch title is authorized. Reserve warrant
officers on active duty will use the designation “USA.” Army National Guard warrant officers will use the designation
“ARNGUS.”
(7) For chaplains, the designation “USA” will follow the rank, for example, Chaplain (MAJ) USA.
(8) Officers assigned or detailed as general staff officers and officers in the rank of colonel or below detailed as
inspectors general will use the designation “GS” or “IG” as appropriate.
(9) Officers assigned or detailed to the headquarters of a joint command or agency will use only the Service
designation “USA.” Otherwise, use “US Army” in place of branch designation.
(10) Branch designation should be used on letters only when necessary for credibility. For example, use Medical
Corps or Chaplain on matters that would require the attention of the medical profession or the clergy.
(11) Army National Guard personnel not on active duty will use the two-letter State or territory abbreviation of their
unit followed by “ARNG,” for example, KSARNG (Kansas Army National Guard personnel).
d. Organization. In some cases the organization may be shown in the signature block. This will often be the case
when the signer’s organization is not included in the letterhead or elsewhere in the correspondence. Show the
organization as the final element of the signature block.
e. Title.
(1) When an individual is serving in an acting capacity, use a title that reflects the acting status, for example, Acting
Commander, Acting The Adjutant General, Acting Transportation Officer, and Acting Post Engineer.
(2) When an individual occupies more than one position, use the title that is most appropriate to the message that he
or she is signing, for example, E.D. White, Colonel, AG, Director, Staff Support; E.D. White, Colonel, AG, Secretary,
Retirement Board.
(3) When the signer writes about himself or herself, do not use a title.
6–6. Retired military personnel
Retired military should follow the same rules as active personnel, except that no organization or branch of the Army
will be shown. Show retired status after the rank as follows:
a. All Regular Army personnel retired for Service, age, or physical disability, including Regular Army personnel on
the Temporary Disability Retired List will use “USA Retired,” for example, A.B. Smith, COL (USA Retired).
b. All personnel on the Army of the United States Retired List, including nonregular Army personnel on the
Temporary Disability List, will use “AUS Retired,” for example, A.B. Smith, COL (AUS Retired).
c. All personnel on the Officers Honorary Retired List will use “AUS Retired (Hon).”
d. All Army reservists assigned to USAR Control Group (Retired), except those referred to in b above, will use
“USAR Retired.”
e. Army retirees serving as DA civilians will not use or refer to their military grade or rank except when referring to
their personal retirement actions.
50
AR 25–50 • 3 June 2002
SH-2-20
Student Handout 3
Extracted Material from DA Pam 600-67, Effective Writing for Army Leaders
This student handout contains four pages. The first portion consists two pages of
extracted material from the following publication:
DA Pam 600-67, Effective Writing for Army Leaders, 2 Jun 1986
Chapter 1
Chapter 2
Chapter 3
Chapter 4
Chapter 5
page 1
page 1
pages 1 and 2
page 2
page 2
The second portion consists two pages of self-development aids created by the
training developer concerning identifying passive and active voice.
Disclaimer: The training developer downloaded the extracted material from the
Army Publishing Directorate (USAPA) web site. The text may contain passive
voice, misspellings, grammatical errors, etc., and may not be in compliance with the
Army Writing Style Program.
RECOVERABLE PUBLICATIONS
YOU RECEIVED THIS DOCUMENT IN A DAMAGE-FREE CONDITION. DAMAGE IN ANY WAY, TO
INCLUDE HIGHLIGHTING, PENCIL MARKS, OR MISSING PAGES, WILL SUBJECT YOU TO
PECUNIARY LIABILITY (STATEMENT OF CHARGES, CASH COLLECTIONS, ETC.) TO RECOVER
THE PRINTING COSTS.
SH-3-1
Chapter 1
Introduction
Chapter 3
Issuing the Guidance
1–1. Purpose
This pamphlet is a leader’s manual. It –
a. Provides accessible information on what kind of staff writing
to demand and how to have it produced.
b. Explains in detail what good Army writing is and how to
establish uniform Army writing standards.
c. Describes two quantifiable tools to reinforce better writing.
d. Provides examples of the new standard for Army writing.
3–1. Style Rules
Take these guidelines and publish them as your office writing rules
to establish the new Army writing rules to establish the new Army
writing standard. Require all people who write for you–
a. Put the recommendation, conclusion, or reason for writing—
the “ bottom line ”—in the first or second paragraph, not at the end.
b. Use the active voice.
c. Use short sentences (an average of 15 or fewer words).
d. Use short words (three syllables or fewer). (See the clarity
index in paragraph 4–3.)
e. Write paragraphs that, with few exceptions, are no more than 1
inch deep.
f. Use correct spelling, grammar, and punctuation.
g. Use “I,”“you” and “we” as subjects of sentences instead of
“this office,”“this headquarters,”“all individuals,” and so forth, for
most kinds of writing.
1–2. References
a. Required publication. AR 600–70, The Army Writing Program, is a required publication. (Cited in para 2–1d.)
b. Related publication. (A related publication is merely a source
of additional information. The user does not have to read it to
understand the pamphlet.) AR 340–15, Preparing and Managing
Correspondence, is a related publication.
1–3. Why there is an Army Writing Program
a. Too much Army writing does not communicate well. It confuses rather than clarifies; it is wordy rather than concise; it hides
the main idea rather than getting to the point.
b. We all recognize the particular style described in a above as
“Army” writing. The Army has developed this style collectively.
That means that, collectively, we can build a better style.
c. Information overload and the complexity of the modern Army
demand a more effective style and a new standard for writing.
1–4. Defining the standard
a. According to AR 600–70, the standard for Army writing is
writing you can understand in a single rapid reading, and is generally free of errors in grammar, mechanics, and usage.
b. Good Army writing is clear, concise, organized, and right to
the point.
Chapter 2
Leadership and Writing
2–1. Why we need a leader writing pamphlet
a. Leaders lose too much time grappling with poor writing.
b. Poor writing hinders decisions.
c. Only leaders can make this new style happen.
d. Paragraph 2e of AR 600–70 requires all commanders to uphold a common standard.
2–2. A different kind of writing pamphlet
a. This is a leader’s manual, not a thick staff officer’s guide. This
pamphlet provides accessible information on what kind of writing to
demand and how to get your staff to produce it.
b. Most significantly, the Army has set a standard for good writing and developed staff writing rules to reach that standard. You’ll
find those in this pamphlet as well.
2–3. Your role as an Army leader
This pamphlet has three primary sections and will assist you as an
Army leader to —
a. Issue the guidance to establish uniform, effective writing
standards.
b. Be a mentor to your subordinates using specific tools.
c. Show the new standards using sets of examples.
3–2. Two essential changes
These new writing guidelines mandate two critical changes that
leaders must demand. The first change alters the structure of all
Army writing; the second change transforms the style.
a. Structure—main idea first.
(1) Require all staff writing to begin with the main idea. The
greatest weakness in ineffective writing is that it doesn’t quickly
transmit a focused message. Too much Army writing hides the main
point. Insist, as business writers do, on the “bottom line” first. Have
subordinates start with the information they would keep if they had
to get rid of all the rest.
(2) Require specific packaging of all writing. Focusing first on
the main point changes the overall construction of Army writing.
This restructuring, called packaging, is the framework of the new
writing style. Packaging is not format. Formatting begins after packaging to tailor the writing to a specific purpose. To package–
(a) Open with a short, clear purpose sentence.
(b) Put the recommendation, conclusion, or most important information (the main point) next. (Some writing combines the purpose
and the main point.)
(c) Clearly separate each major section. Use paragraphs, headings, or section titles.
(d) Use a specific format if one is appropriate.
b. Style – the active voice.
(1) The major style change that makes Army writing clear, direct
communication is using the active voice rather than passive voice.
Many Army writers overuse the passive voice and create sentences
that are indirect and unfocused, and that slow communication. The
passive voice hides the doer of the action, blocking communication.
Active example: Army beat Navy. Passive example: The Navy has
been beaten by Army.
(2) The active voice is direct, natural, and forceful.
(3) The active voice does more than make sentences clearer – it
shortens sentences. Eliminating the passive voice reduces a piece of
writing by about 20 percent.
(4) The passive voice is actually very easy to recognize: it uses
one of the eight forms of to be plus a verb usually ending in –en or
–ed. Example: am, is, are, was, were, be, being, been plus the –en,
–ed word (is requested, were eaten).
(5) When you see verb constructions like the examples in (4)
above, you know the writing is passive. Although sometimes the
passive is appropriate, most of the time it is not. Examples: The
passive voice is abused in Army writing. When vagueness is wanted, the passive voice is selected by many writers. A direct style, on
the other hand, is created by the active voice.
(6) When you see writing in the passive voice, have the writers
change it to active voice. Tell your subordinates to put the subject
first in sentences and they will become active writers. Example:
Army writing abuses the passive voice. Army writers select the
DA PAM 600–67 • 02 June 1986
SH-3-2
1
passive voice when they want to be vague. The active voice, on the
other hand, creates a direct style.
Chapter 4
Being a mentor
4–1. General
Despite clear staff writing guidelines and focusing on only two
essential changes, some of the writing you see won’t meet the new
standards. Most supervisors have little trouble identifying poor writing. Many, however, have problems knowing how to fix it or counsel someone else on how to fix it. Use the tools discussed in
paragraphs 4–2 and 4–3 to give your subordinates specific, quantifiable feedback.
4–2. The quick–screen edit
This editing tool identifies major violations of the Army standard
for writing. To use the quick–screen edit, simply do the following:
a. use a highlighter, pencil or pen.
b. In a single, rapid reading highlight, circle, or underline–
(1) The “bottom line,” the purpose of the piece of writing.
(2) Any forms of the verb to be used with a past participle ( a
verb ending in “–en” or “–ed”). This identifies the passive voice.
(3) Any unnecessary long words or jargon.
(4) Spelling, punctuation, or grammar mistakes.
c. Have your people revise the four targeted areas. In the
revision–
(1) Move the “bottom line” to the beginning of the writing if it is
not there already.
(2) Change only the other highlighted problems.
(3) Check the writing for packaging.
d. See figure 4–1 for an example of highlighting, using the quick–screen edit. (The reverse type in fig 4–1 represents use of highlighting.) Figure 4–2 shows the revised example.
e. This quick–screen edit is a quick, effective screen. It’s quick
because you only read it once. It’s effective because you highlight
specific errors. It’s a screen because you highlight only those errors
that are distracting.
f. With this technique, you chow subordinates exactly what to
revise without requiring a complete rewrite.
4–3. The clarity index
Some writing problems do not lend themselves to a quick–screen
edit. A second tool, the clarity index, pinpoints tow other major
reasons why writing that arrives on the desk is often confusing and
difficult to read.
a. Long words and long sentences make writing difficult to read.
Such writing does not meet the new standards of Army writing. The
clarity index provides a yardstick to measure how readable writing
is. If you suspect that writing is not effective, this yardstick is
helpful to quantify the problem.
b. The clarity index is based on word and sentence length. Selecting a sample of 200 words or less, use the formula below. (For
graphic representation of the formula, see fig 4–3.)
(1) Count the number of sentences.
(2) Count the number of words.
(3) Divide the number of words by the number of sentences to
get the average sentence length. (The target average is 15 words per
sentence.
(4) Count the number of words that have three syllables or more.
(5) Divide the number of long words by the total of words to
determine the percentage of long words. (The target is 15 percent.)
(6) Add the average sentence length to the percentage of long
words.
(7) The sum is the clarity index. (The target is 30.)
c. If a writer eliminates long words and long sentences without
changing meaning, writing becomes clearer. The writer is not producing simplistic papers or insulting the reader’s intelligence. Instead, time–savings and understanding increase.
d. Use the clarity index once to quantify the density of a piece of
writing for subordinates. Then have them periodically monitor their
own writing. See figures 4–4 and 4–5 for examples of how to
compute a clarity index.
e. Use the following Rules of thumb for the clarity index:
(1) Below 20, writing is too abrupt.
(2) Over 40, writing is difficult to understand.
(3) Aim for an index of 30.
Chapter 5
Showing the New Standards
5–1. Establishing the guidelines
a. The two essential changes – packaging and active writing –
and the seven style techniques create a new standard for Army
writing.
b. The quick–screen edit and the clarity index help enforce the
new standard.
5–2. Setting the examples
a. The examples in figures 5–1 through 5–6 demonstrate the
results of applying the leadership guidelines in this pamphlet to
Army writing. Read and compare the examples. Do not accept
writing like that labeled “poor writing.” Only accept writing like
that labeled “good writing.” Use figures 5–1 through 5–6 as examples for your subordinates.
b. The memorandum at figure 5–1 has a clarity index of 42.
That’s too high. The paper is far too long, is filled with jargon, the
passive voice, and is not focused. Packaging in figure 5–2 brings the
recommendation to the top and eliminates unnecessary verbiage.
The example in figure 5–2 has a clarity index of 23.
c. Much of figure 5–3 is error–riddled or Army jargon. It’s an
attempt to sound “serious” and military. Writing like this slows
communication and sends the wrong message about the writer. Note
the difference in figure 5–4.
d. The other examples of standards in this pamphlet reflect the
dramatic difference brevity makes to bring about more effective
writing. Although the example at figure 5–5 is short, it has a more
basic problem – packaging. Notice that figure 5–6 does not look
markedly shorter, although it is. This document’s legal nature does
mean some things cannot be cut out. It’s much improved, however,
because the “bottom line” is up front and the paragraphs are short.
Packaging speeds communication.
A microcomputer can help this office speed up actions which is very important to getting all missions accomplished. By using the data base
software, we can keep track of all training and not allow repetitive training. WE can use the work processor to do our administrative actions
and speed up our ability to do work. We need such and instrument at this time.
Figure 3-1. Example of writing without packaging
2
DA PAM 600–67 • 02 June 1986
SH-3-3
PASSIVE VOICE
VERB FORMS THAT MAKE UP PASSIVE VOICE--
•
Some form of the auxiliary verb to be:
•
Past participle form of main verb (usually ending in (e)d,
(e)n, or t), e.g., given, seen, done, written, opened, and sent.
We can usually apply three “cures” to correct passive voice:
1. Put the “doer” before the verb.
2. Drop part of the verb.
3. Change the verb.
Examples
(with passive voice)
(delete part)
“The meeting will be conducted at 18:30.” “The meeting will be at 18:30.”
(put doer first)
(change verb)
“We will conduct the meeting at 18:30.” “The meeting will take place at 18:30.”
PASSIVE VOICE (cont)
- PAST PARTICIPLE
- A FORM OF
THE VERB “BE”
AM, IS, ARE, WAS,
WERE, BE, BEING, BEEN
The new recreation area will
be opened by the commander
in a few days. Change to:
The commander will open the
new recreation area in a few
days.
SH-3-4
PASSIVE VOICE (cont)
- PAST PARTICIPLE
- VERBS
PRESENT
PERFECT
TENSE
(ACTIVE
VOICE):
HAVE, HAS
Civilians have replaced
soldiers in many nonmilitary specialties.
(Not passive voice--requires
no correction)
PASSIVE VOICE (cont)
- PAST PARTICIPLE
- VERB
PAST
PERFECT
TENSE
(ACTIVE
VOICE):
HAD
The new motor pool had
opened to all the units
before the FTX.
(Not passive voice--requires
no correction)
SH-3-5
Student Handout 4
Extracted Material from AR 600-8-22, Military Awards
This student handout contains 13 pages of extracted material from the following
publication:
AR 600-8-22, Military Awards, 11 Dec 2006
Chapter 1
Chapter 3
pages 2 thru 4
pages 36, 37, and 42 thru 49
Disclaimer: The training developer downloaded the extracted material from the
Army Publishing Directorate (USAPA) web site. The text may contain passive
voice, misspellings, grammatical errors, etc., and may not be in compliance with the
Army Writing Style Program.
RECOVERABLE PUBLICATIONS
YOU RECEIVED THIS DOCUMENT IN A DAMAGE-FREE CONDITION. DAMAGE IN ANY WAY, TO
INCLUDE HIGHLIGHTING, PENCIL MARKS, OR MISSING PAGES, WILL SUBJECT YOU TO
PECUNIARY LIABILITY (STATEMENT OF CHARGES, CASH COLLECTIONS, ETC.) TO RECOVER
THE PRINTING COSTS.
SH-4-1
c. Recognize veterans and the primary next of kin of Soldiers.
d. Support the Army’s personnel life-cycle function of sustainment.
1–9. Standards of service
a. Awards and decorations are—
(1) A wartime and peacetime military personnel function.
(2) Defined in the tables of organization and equipment (TOE) (for example, the G1/AG) for the tactical force.
(3) Deployed with the tactical force.
(4) The functional responsibility of the Personnel Operations Work Center (and its tactical counterpart).
b. Recommended decorations will be expeditiously processed, and recorded in military orders and certificates by the
final approving authority within 60 days.
c. Typed recommendations will be the norm during peacetime. Handwritten printed recommendations are acceptable
during wartime conditions.
d. A final record of each recommendation and the resulting decision will be maintained for historical purposes.
e. Recipients of awards should receive at presentation, award emblems and the elements (medal, certificate, and
orders) before leaving an assignment or transition from active duty.
f. Award authorities may use Award and Decoration Boards to advise them on appropriate levels of recognition. Use
of these boards is optional.
Section IV
Manpower
1–10. Manpower resources
Manpower Staffing Standards System recognizes the awards function as being the functional responsibility of the
Awards Work Center of the Personnel Service Company (PSC). Manpower officials will use the workload factors
(obtained from Manpower Staffing Standards System) to determine the manpower authorizations.
1–11. Levels of work
a. Most personnel work in the field is performed at three primary levels: unit, battalion, and installation (or some
equivalent in the tactical force). The focus of the guidance in this regulation is on those levels.
(1) Unit- and battalion-level work is straightforward as to where it is performed.
(2) Installation-level work is subdivided into work centers. This regulation identifies the work center required to
perform the work for manpower purposes.
b. This regulation will typically address the following levels of work:
(1) Soldiers. This level of work begins with a Soldier.
(2) Unit. This level of work is executed at unit level.
(3) Battalion. This level of work is executed at battalion level.
(4) Command and Staff. This level of work is executed in the chain of command (other than battalion). The specific
Command and Staff (C&S) work center covered by this regulation is Personnel Plans and Actions (PPA).
(5) Personnel support. This level of work is executed in a personnel support organization. The specific personnel
support work centers covered by this regulation are Officer Records (ORs), Enlisted and Flagged Records, and
Personnel Actions Branch.
Section V
Policy, Precedence, and Information
1–12. Objective and implementation
a. The objective of the Department of the Army Military Awards Program is to provide tangible recognition for acts
of valor, exceptional service or achievement, special skills or qualifications, and acts of heroism not involving actual
combat.
b. Implementation of the provisions of this regulation is a command responsibility. Administrative procedures will
ensure the prompt recognition of deserving Soldiers.
1–13. Categories of individual awards
Individual awards are grouped into the following categories: Decorations, Good Conduct Medal, campaign and service
medals, service ribbons, badges and tabs, and certificates and letters.
1–14. Time limitation
a. Except for the provisions of Section 1130, Title 10, United States Code (10 USC 1130), outlined below and
2
AR 600–8–22 • 11 December 2006
SH-4-2
paragraph 1–15 (Lost recommendations), each recommendation for an award of a military decoration must be entered
administratively into military channels within 2 years of the act, achievement, or service to be honored. Submission
into military channels is defined as “signed by the initiating official and endorsed by a higher official in the chain of
command.” However, pursuant to 10 USC 1130, a Member of Congress can request consideration of a proposal for the
award or presentation of decoration (or the upgrading of a decoration), either for an individual or unit, that is not
otherwise authorized to be presented or awarded due to limitations established by law or policy. Based upon such
review, the Secretary of the Army will make a determination as to the merits of approving the award or presentation of
the decoration and other determinations necessary to comply with congressional reporting under 10 USC 1130.
b. To be fully effective, an award must be timely. Undue delay in submitting a recommendation may preclude its
consideration. It is highly desirable that a recommendation be placed in military channels and acted upon as quickly as
possible. If circumstances preclude submission of a completely documented recommendation, it is best to submit it as
soon as possible and note that additional data will be submitted later. However, to ensure prompt recognition, interim
awards should be considered and are encouraged as indicated in paragraph 1–20.
c. No military decoration, except the Purple Heart, will be awarded more than 3 years after the act or period of
service to be honored. The Purple Heart differs from all other decorations in that an individual is not “recommended”
for the decoration; rather he or she is entitled to it upon meeting specific criteria. Exceptions to the time limit include
decorations approved under 10 USC 1130 and the provisions in subparagraphs d and e below.
d. These time limitations do not apply to retroactive and conversion awards made in confirmation of recognition of
previously issued orders, letters, or certificates or in exchange of decorations hereinafter authorized.
e. In cases where it can be conclusively proven that formal submission of a recommendation for award was not
made within the time limitations indicated in c above, because either the person recommending or the person being
recommended was in a prisoner of war (POW), missing in action (MIA) or in a medically incapacitated status, award
of the Silver Star or lesser decorations may be approved without regard to elapsed time since the act, achievement, or
service occurred, that is to be honored.
f. Recommendations for award of U.S. Army decorations forwarded through command channels to Commander,
USAHRC, AHRC–PDO–PA, Alexandria, VA 22332–0471, for final action will be initiated sufficiently in advance to
arrive in USAHRC not less than 60 days before the desired presentation date.
1–15. Lost recommendations
If the Secretary of the Army determines that a statement setting forth the distinguished act, achievement, or service,
and a recommendation for official recognition was made and supported by sufficient evidence within 2 years after the
distinguished service, and that no award was made because the statement was lost, or through inadvertence the
recommendation was not acted upon; he or she may, within 2 years after the date of the determination, award any
appropriate military decoration, Numeral, or Oak Leaf Cluster in lieu thereof, to the person concerned (10 USC 3744).
In each case, the proponent for an award provides the following to Commander, USAHRC, AHRC–PDO–PA,
Alexandria, VA 22332–0471:
a. Conclusive evidence of the formal submission of the recommendation into military channels.
b. Conclusive evidence of the loss of the recommendation or the failure to act on the recommendation through
inadvertence.
c. A copy of the original recommendation, or its substantive equivalent. As a minimum, the recommendation should
be accompanied by statements, certificates, or affidavits corroborating the events or services involved. It is emphasized
that the proponent must provide Commander, USAHRC, AHRC–PDO–PA, Alexandria, VA 22332–0471, with adequate information for Secretarial evaluation of the deed or service to determine if an award is to be made. The person
signing a reconstructed award recommendation must be identified clearly in terms of his or her official relationship to
the intended recipient at the time of the act or during the period of service to be recognized.
1–16. Reconsideration/Appeal of disapproved or downgraded award recommendations
a. A request for reconsideration or the appeal of a disapproved or downgraded award recommendation must be
placed in official channels within 1 year from the date of the awarding authority’s decision. One time reconsideration
by the award approval authority will be conclusive. However, pursuant to 10 USC 1130, a member of Congress can
request a review of a proposal for the award or presentation of a decoration (or the upgrading of a decoration) that is
not authorized to be presented or awarded due to time limitations established by law or policy for timely submission of
a recommendation.
b. Recommendations are submitted for reconsideration or appeal only if new, substantive and material information is
furnished and the time limits specified in paragraph 1–14 above do not prevent such action. Requests for reconsideration or appeal must be forwarded through the same official channels as the original recommendation. The additional
justification for reconsideration or appeal must be in letter format, not to exceed two single-spaced typewritten pages.
A copy of the original recommendation, with all endorsements, and the citation must be attached. If the original
recommendation is not available, a new/reconstructed recommendation should be submitted.
AR 600–8–22 • 11 December 2006
SH-4-3
3
c. If the reconsideration or appeal is approved and when a lesser decoration has already been approved, action is
taken by the awarding authority to revoke the lesser awarded decoration.
d. Other options for reconsideration or appeal include the Army Board for Correction of Military Records (ABCMR)
and the Inspector General. A DD Form 149 (Application for Correction of Military Record) is required for review by
the ABCMR.
1–17. Character of service
a. Personal decorations. A medal will not be awarded or presented to any individual whose entire service subsequent to the time of the distinguished act, achievement, or service has not been honorable. The determination of
"honorable" will be based on such honest and faithful service according the standards of conduct, courage, and duty
required by law and customs of the service of a member of the grade to whom the standard is applied. Commanders
will ensure that—
(1) Individuals on whom favorable personnel actions have been suspended neither are recommended for nor receive
awards during the period of the suspension. Exceptions to the above are Soldiers who are flagged for APFT failure, in
accordance with AR 600–8–2, paragraph 1–15.
(2) Other-than-honorable service subsequent to submission of the recommendation for an award is promptly reported
to the awards approving authority with a recommendation for appropriate action.
b. Waiver for overweight. As an exception to subparagraph a(1), above, a Soldier who is flagged for overweight
may be recommended for and presented an award based on valor, heroism, or for length of service retirement. A
waiver of the overweight flag must be processed to the first general officer in the Soldier’s chain of command for
approval or disapproval. A waiver for overweight is not required for award of the Purple Heart. Approval or
disapproval authority is delegated to the first general officer in the chain of command. Waivers will be processed as
separate and distinct actions from the award recommendation, and should be submitted and adjudicated prior to
submission of the award recommendation. Approved waivers will accompany the award recommendation once
submitted.
c. Badges. A badge will not be awarded to any person who, subsequent to qualification therefore, has been
dismissed, dishonorably discharged, or convicted of desertion by court-martial.
1–18. Period of award
a. For meritorious service awards, the cited period is limited to the period of service during which the individual
served under the recommending command, except in the case of retirement awards. (See para 1–22.) Meritorious
service is characterized by distinguished service and performance above that normally expected, over a sustained
period.
b. For meritorious achievement awards, the length of time is not a primary consideration; however, the act or
achievement should have a clearly discernible beginning and ending date. Also, the speed of accomplishment of a time
sensitive task could be an important factor in determining the value of the achievement or act.
c. For valor and heroism awards, the cited period is governed by the same standards stated in b above, the only
difference is the manner and circumstances involved during the act.
1–19. Duplication of awards
a. Only one decoration will be awarded to an individual or unit for the same act, achievement, or period of
meritorious service.
b. The award of a decoration in recognition of a single act of heroism or meritorious achievement does not preclude
an award for meritorious service at the termination of an assignment. Recommendations for award of a decoration for
meritorious service will not refer to acts of heroism or meritorious achievements which have been previously
recognized by award of a decoration.
c. Continuation of the same or similar type service already recognized by an award for meritorious service or
achievement will not be the basis for a second award. If appropriate, an award may be made to include the extended
period of service by superseding the earlier award, or the award previously made may be amended to incorporate the
extended period of service.
d. Awards authorities may not recommend a duplicate award for the same act or service from another service
component. That is, if a Soldier is assigned to a Joint command, he or she may not receive a Joint award and a Service
award for the same period; moreover, a Soldier who is retiring may only be recommended for a Service or Defense
retirement award, but not both.
1–20. Interim awards and awards of a lesser decoration
a. To ensure that a deserving act, achievement, or service receives recognition, the appropriate authority may
promptly award a suitable lesser military decoration pending final action on a recommendation for a higher award,
except for retiring U.S. Army general officers. When a higher award is approved, the approving authority will revoke
the interim award using a separate Permanent Order in accordance with AR 600–8–105. The decoration will be
4
AR 600–8–22 • 11 December 2006
SH-4-4
Table 2–6
Steps for processing a recommendation for award of the Military Outstanding Volunteer Service Medal—Continued
8
PAC/Admin Clerk
If award is disapproved, make copies of the
DA Form 638 for PSC records and return the
original through intermediate commander (if
any) to BN S1. The PAC will make copies for
recommender, individual and BN (unit) files.
The BN S1 will update the ORB or ERB showing award of the MOVSM and return original
DA Form 638 to recommender.
9
Recommender
Arrange and conduct presentation ceremony.
Chapter 3
U.S. Army Individual Decorations
Section I
Overview
3–1. Intent
a. U.S. Army military decorations are awarded in recognition of heroism, meritorious achievement, or meritorious
service.
b. In peacetime, U.S. Army military decorations recognize achievements which have significantly contributed to the
readiness or effectiveness of a unit or organization, or have made notable contributions to the morale or esprit de corps
of units or organizations. Exceptional command or leadership of a crew, team, section, squad, or similar unit may be
considered meritorious achievement or service. Recommendations for awards must be based on specific achievement.
c. The decision to award an individual a decoration and the decision as to which award is appropriate are both
subjective decisions made by the commander having award approval authority. Awards for meritorious achievement or
service will not be based upon the grade of the intended recipient. Rather, the award should reflect both the
individual’s level of responsibility and his or her manner of performance. The degree to which an individual’s
achievement or service enhanced the readiness or effectiveness of his or her organization will be the predominant
factor.
d. No individual is automatically entitled to an award upon departure from an assignment. Awards presented in
conjunction with a permanent change of station will be limited to exceptional cases. Certificates of Achievement and
Letters of Commendation or Appreciation are appropriate means to recognize departing personnel.
e. No preconditions for an award may be established such as, for example, when Soldiers are informed in advance
that attainment of specific goals will result in the automatic award of a given decoration. Military decorations will not
be used as prizes in contests.
f. Limiting awards to a specific number per unit is not authorized.
3–2. Decorations authorized and order of precedence
a. The U.S. Army decorations authorized and the order of precedence are as follows:
(1) Medal of Honor.
(2) Distinguished Service Cross.
(3) Distinguished Service Medal.
(4) Silver Star.
(5) Legion of Merit.
(6) Distinguished Flying Cross.
(7) Soldier’s Medal.
(8) Bronze Star Medal.
(9) Meritorious Service Medal.
(10) Air Medal.
(11) Army Commendation Medal.
(12) Army Achievement Medal.
b. The above awards are outlined in table 3–4 at the end of this chapter.
3–3. Personnel eligible
Decorations are awarded primarily to military personnel for services performed while in active Federal military service.
However, established criteria for some decorations authorizes awards to personnel in other categories. The following
additional instructions apply:
36
AR 600–8–22 • 11 December 2006
SH-4-5
a. The Secretary of the Army may award specific decorations to members of the reserve components of the Army
not in active Federal service. This would be to recognize exceptionally meritorious service or singular acts of heroism
or achievement directly related to performance of duty as a member of such reserve components. The Secretary may
also at his or her discretion award an appropriate decoration during occasional periods of active military service. To
qualify, these acts, achievements, or services must not be related directly to membership in the reserve component.
They must clearly be of significant benefit to the mission accomplishment of the Army.
b. Specific decorations may be awarded to U.S. citizen civilian personnel who are determined to be "serving with"
the U.S. Army in a combat zone. (See table 3–6.)
c. Specific decorations may be awarded to foreign personnel for acts or services deemed to be beneficial to the U.S.
Government. (See para 1–38.)
d. Awards of medals may be made following the death of the person being honored.
3–4. Who may recommend
It is the responsibility of any individual having personal knowledge of an act, achievement, or service believed to
warrant the award of a decoration, to submit a formal recommendation into military command channels for consideration. The Army does not condone self-recognition; therefore, a Soldier may not recommend himself/herself for award
of a decoration.
3–5. Peacetime award approval authority
a. Awards for peacetime service are made by the President, the Secretary of Defense, and the Secretary of the
Army. When peacetime criteria apply, authority to award decorations is automatically delegated as shown in table 3–5
at the end of this chapter.
b. Approval authorities must be in command or serving as head of a principal HQDA agency. Authority is extended
to include those individuals occupying vacant positions of approval authorities listed in table 3–5, regardless of grade.
For example, a LTC assigned on orders as a Brigade Commander (an authorized Colonel position) is authorized to act
on recommendations for award of the Army Commendation Medal. This authority may not be delegated to subordinate
officials (that is, executive officer, chief of staff, deputy commander, and so forth). In instances where the incumbent
commander is not available to act on recommendations (hospitalization, extended temporary duty or leave) the acting
commander, regardless of grade, may take final action provided a formal official assumption of command has taken
place. In such cases, the acting commander will sign documents using the title "Acting Commander."
c. The delegation of military award approval authority to certain senior civilian leaders is governed by memorandum
from the Administrative Assistant to the Secretary of the Army.
d. Commanders having authority to approve an award may delegate disapproval (to include downgrade) authority to
their immediate subordinate commanders, provided those subordinate commanders have authority to approve the next
lower award. This delegation must be in writing and should be accomplished with each change of command.
Commanders reporting directly to HQ, USAHRC and officials reporting directly to a principal HQDA agency are
delegated disapproval authority for current recommendations for award of the Distinguished Flying Cross, Soldier’s
Medal, and Air Medal. Such commanders and HQDA officials may also disapprove service and other achievement
award recommendations, provided they have authority to approve the next lower award. This disapproval authority
includes awards for non-Army personnel.
e. The Chief of Staff, Army and Vice Chief of Staff, Army have authority to disapprove a recommendation to award
a general officer the Distinguished Service Medal (DSM). Also, four-star major Army commanders have authority to
disapprove or downgrade all recommendations to award the DSM to general officers. Commanders and heads of
principal Army agencies may recommend disapproval of the DSM for a general officer.
f. Award approval authority applies equally to Army element commanders in Joint, unified and combined commands
in accordance with the grade of the Army element commander and applies only within the headquarters concerned for
approval of Army awards to Army personnel assigned to that headquarters. If an individual is recommended for an
award higher than the Army element commander may approve, the recommendation will be processed through Joint
command channels to the Commander, USAHRC, AHRC–PDO–PA, 200 Stovall Street, Alexandria, VA 22332–0471,
or to an intermediate Joint headquarters in which the senior U.S. commander is a U.S. Army general officer with the
requisite approval authority, for final action. In those cases where the Army element commander is not the senior
United States commander in the headquarters, concurrence of that senior commander, regardless of branch of Armed
Forces, will be obtained prior to approval of the award. Army awards approval authority does not apply within the
Office of Secretary of Defense (OSD) or the Organization of the Joint Chiefs of Staff (OJCS) but does include Defense
OJCS Activities. Where an Army element commander has not been formally designated, the senior Army general
officer within the headquarters will exercise awards approval authority commensurate with his or her grade.
g. Major Army commanders and CONUS armies, with awards approval authority, are authorized to award applicable decorations to unit and non-unit reserve component personnel under their command in accordance with the
authorized grade of the commanders concerned. For attached Individual Mobilization Augmentees (IMA) or non-unit
Reserve personnel attached to U.S. Army Reserve or active Army units for ADT, active duty for special work, inactive
duty training, or in active Guard Reserve (AGR) status, whose records are maintained by HRC–St. Louis, the unit of
AR 600–8–22 • 11 December 2006
SH-4-6
37
3–18. Army Achievement Medal
a. The AAM was established by the Secretary of the Army, 10 April 1981, as announced in Department of the
Army General Order 15, 1990.
b. The AAM is awarded to any member of the Armed Forces of the United States, or to any member of the Armed
Forces of a friendly foreign nation, who distinguished himself or herself by meritorious service or achievement of a
lesser degree than required for award of the Army Commendation Medal.
c. The AAM will not be awarded to general officers.
Section III
Task: Process DA Form 638, Recommendation for Award
3–19. Rules for processing DA Form 638, Recommendation for Award
a. The DA Form 638 will be used to initiate, process, and approve award recommendations of all U.S. Army
individual decorations, to include valor and heroism decorations.
b. Statutory and regulatory time limits for processing valorous awards are in paragraphs 1–14 and 1–15.
c. Criteria for the various valor awards are as shown in this chapter under the respective decoration.
d. Approval authorities may make award decisions without referral to a local awards board. Awards boards are
optional and are at the discretion of the approval authority.
e. Permanent award orders are an authorized part of the DA Form 638. Permanent award orders authority may be
delegated to award approval authorities who would not normally publish permanent orders. This delegation should be
in writing. Permanent orders filing will include a master set filed at the issuing headquarters; see AR 600–8–105,
formats 320, 700, and 705. Approved awards of the Medal of Honor and Distinguished Service Cross will be
confirmed in Department of the Army General Orders.
f. Amendments, rescissions, or revocation of permanent award orders will be prepared on a separate order (See
600–8–105, formats 700 and 705 and paragraphs 1–28 through 1–30 of this regulation). Award orders issued/
announced on the DA Form 638 will be amended or revoked using a separate Permanent Order in accordance with AR
600–8–105 (Format 700 or 705).
g. Approval authorities for individual decorations are in tables 3–5 and 3–6 at the end of this chapter.
h. Commanders may disapprove (to include downgrade) the next higher award normally associated with their grade,
provided such authority has been delegated to them. This delegation must be in writing. Refer to paragraph 3–5d
(above).
i. Orders publication authority for awards may be delegated by Meritorious Service Medal approval authorities (BG
and above) to commanders exercising lower award approval authority. Such delegation will allow those commanders
(COL or LTC) with Army Commendation Medal or AAM approval authority to issue award orders once the award is
approved. The documentation and control requirements in AR 600–8–105, paragraph 1–22, must be established by the
commander before publishing award orders.
j. Each headquarters will have procedures established to ensure that every recommendation is processed with a
minimum of delay. Recommendations requiring action by HQ, USAHRC or higher authority should arrive no later than
60 days prior to the desired presentation date. All other recommendations should be approved or disapproved within
command channels within 60 days of initiation.
k. When an award recommendation contains classified information, no classified information will be entered on the
DA Form 638. Supporting and allied documents will bear a security classification and/or protective markings. The
packet will be prepared, processed and protected according to AR 380–5. Proposed and approved citations will be
prepared so as to contain no classified information.
l. A separate recommendation will be submitted for each proposed award of a decoration and only one proposed
awardee will be named in a single recommendation.
m. The recommender will, to the extent possible, verify data on the DA Form 638 concerning the awardee from
official Army personnel documents.
n. Recommendations submitted to HQ, USAHRC (AHRC–PDO–PA) will be submitted with the original and three
copies of all documents.
o. Premature disclosure of information to the public, or to the individual being recommended for an award is a
potential source of embarrassment to recommending officials and should be strongly discouraged. Prior disclosure of
approved awards should also be discouraged since it would diminish the impact of ceremonies when the award is
ultimately presented.
p. All recommendations placed in official channels must be forwarded through command channels to the designated
commander authorized to approve or disapprove the award. Where appropriate, intermediate endorsing officials or
commanders may recommend disapproval or comment on the propriety of lesser or higher awards if they do not favor
the requested decoration. Each intermediate commander/supervisor will recommend approval or disapproval, and cite
specific reasons whenever disapproval is recommended. Placement in official channels is defined as “signed by the
initiating official and endorsed by a higher official in the chain of command.”
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AR 600–8–22 • 11 December 2006
SH-4-7
q. Typing the recommendation is not required. Recommendations may be handwritten or hand-printed, but must be
clearly legible. Use only black ink for machine readability (copier, fax, or microfiche). If the form is typed, the limited
resources of the PAC should not be used for this purpose.
r. Narrative description of meritorious service or achievement for awards of the MSM, ARCOM, and AAM will be
limited to bullet format in the space allowed on the DA Form 638. Narratives are required for all other awards and will
be added as an addendum to the recommendation. Narrative should be prepared on 8 1/2 by 11-inch bond paper and is
limited to one double spaced typewritten page except for recommendations of the Distinguished Service Medal and
above. Narratives for valor must contain a description of the following elements: terrain and weather of the area in
which the action took place; enemy conditions, to include morale, proximity, firepower, casualties and situation prior
to, during and after the act; the effect of the act on the enemy; the action of comrades in the immediate vicinity of the
act and the degree of their participation in the act; if the act occurred in aerial flight, the type and position of the
aircraft and the individual’s crew position; the degree to which the act was voluntary; the degree to which the act was
outstanding and exceeded what was normally expected of the individual; all unusual circumstances; and overall effects
or results of the act.
s. Heroism award recommendations will contain statements of eyewitnesses, preferably in the form of certificates,
affidavits, or sworn statements; extracts from official records; sketches; maps; diagrams; photographs; and so forth,
which support and amplify stated facts for the heroism award.
t. All Medal of Honor recommendations must be referred to HQ, USAHRC for action, regardless of the recommendations by field and intermediate level commanders. Medal of Honor recommendations will be processed on a priority
basis and will not be interrupted before they are referred to Commander, USAHRC (AHRC–PDO–PA). Medal of
Honor recommendations will be processed and controlled as "For Official Use Only" material. Premature disclosure of
Medal of Honor action is not authorized. Medal of Honor recommendations will contain, when appropriate, the
endorsement of the subordinate unified commander; commander, Joint task force; unified or specified commander
involved; and a recommendation from the JCS. After JCS recommendation is received, HQ, USAHRC
(AHRC–PDO–PA) will continue the final processing.
u. Properly constituted award recommendations will include the following:
(1) DA Form 638.
(2) Narrative justification as explained above.
(3) Proposed citation.
(4) Support documents. (Optional)
(5) Eyewitness statements in the form of certificates, affidavits, or sworn statements. (Optional for Silver Star and
lesser awards.)
(6) Records, extracts, sketches, maps, diagrams, and photographs which support and amplify the award of heroism.
(Optional for Silver Star and lesser awards.)
(7) Recommendations from all intermediate level commanders.
v. Posthumous valor awards must always reflect accurately the actual events and circumstances for which the award
is being presented. Effective 18 April 2006, prior to taking any action on a posthumous valor award recommendation,
the award approval authority must review the completed AR 15–6 collateral investigation, to ensure the accuracy of the
awards process. The approval authority must also indicate on in block 26i, DA Form 638 that the completed AR 15–6
investigation was reviewed.
w. For historical purposes, both the DA Form 638 indicating disapproval/downgrading and the certificate for the
approved award should be forwarded for filing the OMPF.
x. See table 3–3, for steps for preparing Army awards certificates.
AR 600–8–22 • 11 December 2006
SH-4-8
43
Figure 3–1. Sample of a completed DA Form 638
44
AR 600–8–22 • 11 December 2006
SH-4-9
Figure 3–1. Sample of a completed DA Form 638 - continued
AR 600–8–22 • 11 December 2006
SH-4-10
45
Figure 3–1. Sample of a completed DA Form 638 - continued
46
AR 600–8–22 • 11 December 2006
SH-4-11
3–20. Steps for preparing and processing awards using the DA Form 638, Recommendation for
Award
The steps for preparing and processing awards using the DA Form 638 are in table 3–2.
Table 3–2
Steps for preparing and processing awards using the DA Form 638, Recommendation for Award
STEPS
WORK CENTER
1
REQUIRED ACTION
Soldier performs a valorous or heroic act,
meritorious achievement or meritorious service.
2
Recommender
Completes parts I, II, and III of DA Form 638.
3
Recommender
Enter the address of the final approval authority in block 1.
4
Recommender
Enter the address of the Soldier’s immediate
commander in block 2.
5
Recommender
Enter date in block 3. This field is automatically completed once the user signs block
19.
6
Recommender
Click the SET NAME button in block 4 and
enter Soldier’s complete name. Then click
SAVE NAME.
7
Recommender
Enter Soldier’s rank in block 5 or click the
drop down menu and select a rank.
8
Recommender
Enter Soldier’s social security number and
unit in blocks 6 and 7, respectively.
9
Recommender
List all previous individual decorations to include oak leaf clusters or numerals in block 8
(for examples, AAM-2OLC). If no award,
state “NO AWDS.” The user will click on the
PREVIOUS AWARDS button to complete.
10
Recommender
Use block 9 for recommendations for award
to member of other U.S. Armed Forces and
foreign military personnel. For members of
the other U.S. Armed Forces, enter the Service (for example, U.S. Air Force). For foreign
military personnel enter the country (for example, Federal Republic of Germany).
11
Recommender
Enter recommended award, to include oak
leaf cluster or number of award (in case of
the Air Medal) in block 10.
12
Recommender
Enter the period covered by proposed award
in block 11. The date format is YYYYMMDD.
Also, the user will click on SET DATE button
to complete the field.
13
Recommender
Enter reasons for the recommended award
in block 12. Specify if the award is for valor,
heroism, meritorious achievement or meritorious service. If interim award was made,
state award given. See glossary for definitions of valor, heroism, meritorious achievement and meritorious service.
14
Recommender
Check yes or no in block 12c for posthumous
award.
15
Recommender
Enter the proposed presentation date in
block 13. The date format is YYYYMMDD.
Also, the user will click on SET DATE button
to complete the field.
AR 600–8–22 • 11 December 2006
SH-4-12
47
Table 3–2
Steps for preparing and processing awards using the DA Form 638, Recommendation for Award—Continued
16
Recommender
Recommender will complete blocks 14
through 19. (Block 18 serves to clarify the
status of the recommender particularly in
cases where someone outside the chain of
command is making a recommendation.) For
historical purposes it is imperative that the
recommender sign the original DA Form 638
in block 19. The user cannot digitally sign
this field until the first page is completed (includes blocks 20 and 21).
17
Recommender
Block 20–for awards of the MSM, ARCOM,
and AAM, use bullet statements to list the individual’s meritorious achievements or service. This block allows for up to 4 separate
achievements to be listed. A maximum of 4
lines may be completed. For awards of the
LM and above, a narrative or bullet justification (not to exceed one page) is required and
will be added as an addendum (enclosure) to
the DA Form 638. See paragraph 3-19 for
specific requirements for heroism and valor
awards.
18
Recommender
Complete the proposed citation in block 21.
Citation for awards of the MSM, ARCOM, &
AAM are limited to six lines and will be restricted to the space allowed on the DA Form
638. All other awards are limited to nine lines
and may be submitted on 81/2 by 11-inch
bond paper. Awards of the DSM and above
may be up to 19 lines.
19
Recommender
Submit the proposed award to the individual’s immediate commander/supervisor for
further action.
20
Commander/Supervisor
Forward the DA Form 638 to PAC for verification of eligibility (flagging) data.
21
PAC/Admin Clerk
Check to see if Soldier is flagged. If flagged,
check AR 600-8-22 for award eligibility. If eligible, certify by signature in block 22 and return to Cdr/Supv. If ineligible, return the DA
Form 638 through Cdr/Supv to recommender.
22
Commander/Supervisor
Complete block 23 of the DA Form 638 to either approve, disapprove, upgrade or downgrade the award recommendation. One block
must be checked. If recommending downgrade/upgrade, ensure to indicate which
award next to the appropriate block. Take
final action and complete block 26 if authorized to do so or forward to next higher commander, supervisor, or headquarters.
23
Intermediate authority
Complete blocks 24 and 25, as applicable. If
the chain is such that more blocks are required, the addendum page to DA Form 638
must be completed.
24
Award approval authority
Final award approval authority will complete
block 26. If award is approved, downgraded
to a lesser award or upgraded forward the
DA Form 638 to orders issuing authority
(PAC) for completion of Part V-Orders data.
Also, ensure that para 3-19v is reflected (if
applicable).
48
AR 600–8–22 • 11 December 2006
SH-4-13
Table 3–2
Steps for preparing and processing awards using the DA Form 638, Recommendation for Award—Continued
25
PAC/Admin Clerk
If award is disapproved (no award), make
copies of the DA Form 638 for PSC records
and return the original through the intermediate commander (if any) to BN S1. The PAC
will make copies for the recommender, individual, and BN (unit) files. Send copy of the
DA Form 638 for filing in Soldier’s OMPF.
26
PAC/Admin Clerk
If award is downgraded, prepare Part V, orders data to include issuing headquarters
block, permanent orders number, date and
approved award. Prepare award certificate
as outlined in Table 3-5 for approval authority to sign. Send a copy of the DA Form 638
for filing in the Soldier’s OMPF.
27
PAC/Admin Clerk
If award is approved or upgraded, prepare
Part V, orders data to include issuing headquarters block, permanent orders number,
date and approved award. Prepare award
certificate as outlined in Table 3-5 for approval authority to sign. The DA Form 638 of
an approved award is not filed in the OMPF,
on the certificate is filed in the OMPF.
28
PAC/Admin Clerk
Print orders approval authority’s name and
grade in block provided. Use of signature
stamp is authorized.
29
Adjutant
Sign orders approval authority block (adjutant or commander designee).
30
PAC/Admin Clerk
Complete distribution in block 31 of the DA
Form 638 using the following example: Soldier (1) OMPF (1) Unit (1) Files (1)
31
PAC/Admin Clerk
Prepare the award certificate (see table 3-3).
32
Adjutant or PAC/Admin Clerk
Obtain the approval authority’s (commander’s) signature on the certificate. (Ensure approved DA Form 638 is forwarded to approval authority with the certificate.)
33
Adjutant or PAC/Admin Clerk
Make four copies of the DA Form 638 and
certificate.
34
Adjutant or PAC/Admin Clerk
The original certificate and Soldier’s copy of
the DA Form 638 go into the green award
folder for presentation to the Soldier.
35
Adjutant or PAC/Admin Clerk
Send one copy of the DA Form 638 (if applicable) and certificate to the OMPF for filing.
36
Adjutant or PAC/Admin Clerk
Provide one copy of the DA Form 638 and
certificate to the unit for the Soldier’s PAC/
unit file.
37
Adjutant or PAC/Admin Clerk
File original DA Form 638 in awards orders
file of issuing headquarters.
38
PSC Clerk
Submit transaction for entry of award on
ERB for enlisted personnel and ORB for officers.
Section IV
Task: Prepare Award Certificates
3–21. Rules for preparing Army award certificates
a. Proposed certificate citations submitted to HQ, USAHRC (AHRC–PDO–PA) for approval of heroism awards
(Soldier’s Medal and higher), and for the Distinguished Service Medal will be typed double-spaced, not more than 12
characters per inch, on 8 1/2 by 11-inch paper, and may be continued on one double-spaced typewritten page. Do not
submit actual certificates to HQ, USAHRC.
AR 600–8–22 • 11 December 2006
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49
Student Handout 5
Extracted Material from 191-0124 Prepare DA Form 2823 (Sworn Statement)
This student handout contains five pages of extracted material from the following
publication:
191-0124, Prepare DA Form 2823 (Sworn Statement), 7 Jan 2005
Learning Step 1
pages 6 thru 9
Disclaimer: The training developer extracted material from the Military Police
School Training Support Package. The training developer modified the format of
the publication, not the text. The text may contain passive voice, misspellings,
grammatical errors, etc., and may not be in compliance with the Army Writing Style
Program.
RECOVERABLE PUBLICATIONS
YOU RECEIVED THIS DOCUMENT IN A DAMAGE-FREE CONDITION. DAMAGE IN ANY WAY, TO
INCLUDE HIGHLIGHTING, PENCIL MARKS, OR MISSING PAGES, WILL SUBJECT YOU TO
PECUNIARY LIABILITY (STATEMENT OF CHARGES, CASH COLLECTIONS, ETC.) TO RECOVER
THE PRINTING COSTS.
SH-5-1
Extracts from TSP 191-0124 / Version 2-05
Prepare DA Form 2823 (Sworn Statement)
Disclaimer: The training developer extracted this material from the
Military Police School TSP listed above. The material is for use by
Military Police in training and refers to investigations and the like.
However, the material does provide the basis for completing the DA
Form 2823. The text remains as found in the document; only the
formatting changed.
The foundation of every case handled by the Military Police is DA 2823 (Sworn Statement). You must
know how to effectively complete the proper forms and record accurate information. Failure to perform
these duties properly will severely hamper the effectiveness of the Military Police investigation.
Only black ink is authorized for use with this form.
Sworn Statement Heading
(1)
(2)
In the location block, enter the post and state in which the form is being filled out. Do not enter
specifics such as a building number or MP station.
For the date block, enter the DOD date that the statement is being written on.
NOTE:
(3)
(4)
(5)
(6)
(7)
(8)
DOD dates are written as four-digit Year, two-digit Month, and two-digit Date
(YYYYMMDD).
The time block will be completed when the statement is signed.
Leave the file number blank.
Next, enter last name, first name, full middle name (in that order) of the person making the statement
(interviewee). If the person has no middle name, then write “NMN.” If the person has only a middle
initial, write the initial and place (IO) for initial only.
Enter the social security number of the person making the statement.
Enter the grade or status of the person making the statement (for example, E-3, O-3, or GS-05 or
"Civ" (if there are no military affiliations). To enter status, for example, enter Regular Army (RA),
Reserve (USAR), or Inactive Ready Reserve-Army (IRR-Army).
For the organization or address, enter the complete military address including post, state, and zip
code, or APO/FPO of person making the statement. If a civilian other than a government employee
is making the statement, enter the interviewee's address including city, state, zip code, or APO/FPO.
Use military address for civilians employed by the government.
Sworn Statement Body
(1)
(2)
Print or type the first name, middle name, and last name of the person making the statement in the
space provided in the line, “I _______________want to make the following statement under oath.”
Enter the interviewee’s statement:
(a)
(b)
(c)
(d)
Either the interviewer or the interviewee can complete this part.
It may be written, printed, or typed.
Make sure the statement is written from border to border on the form.
The statement may be written as a narrative, as a series of questions with the interviewee's
answer, or as a combination of both of these methods.
(e) Ensure the body of the statement contains information about who, what, where, when, why,
and how. Ensure the statement is sequential.
(f) Ensure all elements of proof for the crime is included.
SH-5-2
1) Include the time and date of specific acts and the methods used to complete the
crime.
2) Include information to identify suspects, accomplices, witnesses, and persons
knowing of the crime; to account for stolen property and instruments used in the
crime; and to tie the evidence to the victims and/or to the suspect.
3) If any of these pieces of information are missing, then you must ask questions.
(g) Be sure the statement is written from border to border on the form. Continue on the second
page of the form if there is not enough space on the first page.
(h) The last question asked is, “Do you have anything you wish to add concerning the matter
under investigation?” If stated, “no”, continue with (i) below.
(i) When the body of the statement (to including any questions and their answers) is completed,
add the words, END OF STATEMENT, (in caps). Place three slashes (///) prior to the word;
END and immediately following the word, STATEMENT to completely close the statement
out.
Sworn Statement Exhibit
(1) Exhibit block. (Leave blank, used for court proceedings)
(2) The “Initials of Person Making Statement” block and the page 1 of ___ pages block will be completed
later.
(3) Page____of ____ Pages block. Leave this block blank until the interviewee has completed the
statement.
(4) If a continuation sheet is used:
(a) Enter person’s first name, middle name or middle initial, and last name.
(b) Fill out the “Taken At (Time)” block and “Dated” block later.
(c) Complete the initials and page numbers later.
Sworn Statement Affidavit
(1) Complete the last page of the statement heading as in paragraph 1c (h) 1 and 2.
(2) Enter the total number of pages used to complete the statement. Page 1 of 2 Pages indicates that the
1st and last page (affidavit section) was completed. If the continuation page were used, it would
appear as; 1st Page: 1 of 2 pages, 2nd page (continuation): Page 2 of 3 Pages, and the last page
(affidavit section) Page 3 of 3 Pages. There will never be fewer than two pages in the statement.
(3) In the affidavit section, enter the interviewee's first name, middle name or middle initial, and last
name, printed or typed, in that order on the line after "I". On the second line enter the total number of
pages used to complete the statement. There will never be fewer than two pages in the statement
and the last page will never contain the number"1". The statement does not end until it has been
sworn to or affirmed and signed.
(4) Have the person review the statement and correct any errors. Let the person read the affidavit or read
it to him. If a mistake is found after the statement is completed, line the word out (single line), write
the correction above the mistake, and then have the person initial it.
NOTE: Correction fluid or any form of eraser will not be used.
Person making the statement signs his payroll signature after affirming the oath.
SH-5-3
SWORN STATEMENT
For use of this form, see AR 190-45; the proponent agency is PMG.
PRIVACY ACT STAEMENT
AUTHROITY:
Title 10, USC Section 301; Title 5, USC Section 2951; E.O. 9397 Social Security Number (SSN).
PRINCIPAL PURPOSE:
To document potential criminal activity involving the U.S. Army, and to allow Army officials to maintain discipline,
law and order through the investigation of complaints and incidents.
ROUTINE USES:
Information provided may be further disclosed to federal, state, local, and foreign government law enforcement
agencies, prosecutors, courts, child protective services, victims, witnesses, the Department of Veterans Affairs, and
the Office of Personnel Management. Information provided may be used for determinations regarding judicial or
non-judicial, punishment, other administrative disciplinary actions, security clearances, recruitment, retention,
placement, and other personnel actions.
DISCLOSURE:
Disclosure of your SSN and other information is voluntary.
1. LOCATION
5. LAST NAME, FIRST NAME, MIDDLE NAME
2. DATE (YYYYMMDD)
3. TIME
6. SSN
4. FILE NUMBER
7. GRADE/STATUS
8. ORGANIZATION OR ADDRESS
9.
I, __________________________________________, WANT TO MAKE THE FOLLOWING STAEMENT UNDER OATH:
10. EXHIBIT
11. INITIALS OF PERSON MAKING STAEMENT
PAGE 1 OF _____ PAGES
ADDITIONAL PAGES MUST CONTAIN THE HEADING “STATEMENT OF_________ TAKEN AT _____ DATED _____
THE BOTTOM OF EACH ADDITIONAL PAGE MUST BEAR THE INITIALS OF THE PERSON MAKING THE STATEMENT, AND PAGE NUMBER
MUST BE INDICATED.
DA FORM 2823, NOV 2006
DA FORM 2823, DEC 1998, IS OBSOLETE
SH-5-4
APD V1.00
USE THIS PAGE IF NEEDED. IF THIS PAGE IS NOT NEEDED, PLEASE PROCEED TO FINAL PAGE OF THIS FORM.
STATEMENT OF __________________________________ TAKEN AT _______________________ DATED
_____________________
9. STATEMENT (Continued)
INITIALS OF PERSON MAKING STATEMENT
PAGE
OF
PAGES
APD V1.00
DA FORM 2823, NOV 2006
SH-5-5
STATEMENT OF ______________________________________ TAKEN AT _________________________ DATED _________________
9. STATEMENT (Continued)
AFFIDAVIT
I, _____________________________________________________ , HAVE READ OR HAVE HAD READ TO ME THIS STATEMENT
WHICH BEGINS ON PAGE 1, AND ENDS ON PAGE _____ . I FULLY UNDERSTAND THE CONTENTS OF THE ENTIRE STATEMENT MADE
BY ME. THE STATEMENT IS TRUE. I HAVE INITIALED ALL CORRECTIONS AND HAVE INITIALED THE BOTTOM OF EACH PAGE
CONTAINING THE STATEMENT. I HAVE MADE THIS STATEMENT FREELY WITHOUT HOPE OF BENEFIT OR REWARD, WITHOUT
THREAT OF PUNISHMENT, AND WITHOUT COERCION, UNLAWFUL INFLUENCE, OR UNLAWFUL INDUCEMENT.
_________________________________________________
(Signature of Person Making Statement)
WITNESSES:
_____________________________________________________
_____________________________________________________
_____________________________________________________
ORAGNIZATION OR ADDRESS
_____________________________________________________
_____________________________________________________
_____________________________________________________
ORGANIZATION OR ADDRESS
Subscribed and sworn to before me, a person authorized by law to
administer oaths, this ______ day of ______________ , _________
at ______________________________________________________
________________________________________________________
(Signature of Person Administering Oath)
________________________________________________________
(Typed Name of Person Administering Oath)
________________________________________________________
(Authority To Administer Oaths)
INITIALS OF PERSON MAKING STATEMENT
PAGE
OF
PAGES
APD V1.00
DA FORM 2823, NOV 2006
SH-5-6
SH-5-7