BASIC MILITARY CORRESPONDENCE

INTRODUCTION TO MILITARY CORRESPONDENCE

The most important aspect in correspondence is to convey the message to the receiver or reader in a
conversational manner. (Correspondence is one way of documenting actions and ideas of people
identified with the communication).

DEFINITION OF TERMS:

1. Correspondence - is a written communication which conveys information and ideas to the reader or
addressee. In this process, rapport is established between the writer and the reader.

2. Military Correspondence - a military communication that concerns almost every subject composed
mostly of letters, endorsements and messages.

CHARACTERISTICS OF CORRESPONDENCE:

1. Accuracy - Information cited in a letter must be factual. The sincerity of the purpose is based on the
statement of true facts.

2. Brevity - Letter must be brief, (kept short as possible but must contain important details prepared in
logical order) leaving no doubt/question for the mind to imagine.

3. Clarity - (denotes easy understanding, the words are simple and common to the reader.) Lengthy
correspondence confuses and makes the writer, as well as the reader, to lose track of the substance of
the letter. At times, it is too short or telegraphic that the idea being conveyed is not well understood.

4. Dignity - Written communications must command respect and should reflect authority. It is wise to
let the reader picture a pleasant, cheerful, helpful and courteous writer.

MEANS OF COMMUNICATIONS:

1. Personal contact or through telecommunications, electronic mail, SMS, MMS & facsimile, digital and
social communications such as: Viber, Messenger, Skype, WhatsApp, and other means of
communications.

2. Official written communication is more preferable than electronic means such as STLs, SDFs, DFs,
Radio Message, Written Report formats, Military, Civilian, Endorsement Letters and Memoranda.

3. Direct Communication with Headquarters of Major Services, Major Commands or separate units are
encouraged to communicate directly with offices/units of the General Headquarters, AFP on subject
matters concerning solely of activities of the headquarters.

4. Routing Through Channels - It is the routing of communication through commands, units or offices
expected to exercise control, act or be concerned with the subject matter.

5. Prompt Reply - A communication should be answered promptly. In the case of unusual delay, an
acknowledgement should be made to include the date when the reply was forwarded. Whenever the
answer appears to be unduly delayed, the office origin initiates a communication inquiry (TRACER).

A tracer includes a duplicate of the original letter with the word “TRACER” prominently shown as well as
a brief statement of the required action and the date of transmittal.

TYPES OF CORRESPONDENCE:
1. Formal Correspondence

letter and endorsement

2. Informal Correspondence

Disposition Form, Routing Slip, Radio message

3. Miscellaneous Forms

Conference minutes, Briefing notes/kits, After conference report, memorandum

FORMAL CORRESPONDENCE
1. MILITARY LETTER (SUBJECT-TO-LETTER)

a. DEFINITION The accepted format in corresponding with other commands both on and off the post,
addressed to the Commander of higher headquarters or to the subordinate units. As much as
practicable, the body should be short enough to fit the two (2) pages.

b. USAGE It is used for the correspondence with the Major Services as well as the AFPWSSUs/UCs.

c. STYLE It is dignified, direct and accurate; the tone is formal and courteous; nicknames are avoided.

d. SIZE OF THE PAPER

A4 (8.27”x11.69”)

e. FONT & FONT SIZE Arial, 12

f. MARGIN

Top – 0.75 inch from the top edge of the paper.

Top – (second page) 1.25 inch from the top edge of the paper.

Left – 1.25 inch

Right – 0.75 inch

Bottom – 1.25 inch g.

PLACEMENT

1) Heading and address – upper third of the sheet of paper

2) Body of the Letter – lower two-thirds of the sheet

3) Complimentary Ending – it follows the body of the letter h.

THREE MAIN ELEME NTS OF A LETTER

1) HEADING – All of the materials/information above the first line of the body comprise the heading.

a) Letterhead/Office of Origin - Normally consists of three (3) lines: GENERAL HEADQUARTERS,

ARMED FORCES OF THE PHILIPPINES is written in capital letters; name of the initiating Command,
Office, installation or unit; and address of the initiating organization.

b) File Reference - Placed on the left margin, two (2) spaces below the letterhead in line with the
date. It consists of the originating office (Example: OTAG/AFPRD).

c) Date - The date should follow the day, month and year format. Abbreviation is not authorized.
When stamps are used, the date is not entered until the letter is signed.

d) Subject - It should be written in a few words, and as much as possible, not to exceed ten (10)
words, written in bold text, and typed two (2) spaces below the file reference. When the subject
extends to two (2) lines, the second line is blocked under the first letter of the first word.

e) Channels - THRU and TO begin on the fourth line below the preceding item. It is used when the
correspondence is routed through an intermediate command, unit or office.

f) Address of the recipient - Placed at left margin on the fourth line below the last word of the
subject. It is addressed to the Commanding General/Commander/Commanding Officer or
Head/Chief of Office.

g) Attention address - To speed routing, correspondence may be addressed to the individual either
by reference to his/her name or by the use of an office designation. It is written in bold text.
 Examples:

TO: Commanding General, PA

Fort Andres Bonifacio
Metro Manila
Attn: Assistant Chief of Staff for Personnel, G1

TO: Commanding General, PA

Fort Andres Bonifacio
Metro Manila
Attn: MAJ SHIRLEY N BAUTISTA PA

2) BODY – The message itself, the substance of the letter. Written in single-spacing, except when less than
nine (9) lines where double-spacing is used. The first line of the body of the letter begins on the fifth line
below the address.

a) References - It must be specific and fully identified. It should be arranged based on the order of
hierarchy of importance, if the references are the same, it will be based from the most recent published
policies.

Example 1: (according to importance)

a. 1987 Constitution.

b. Republic Act 9225 dtd 28 July 2003.

c. Presidential Decree 1638 dtd 10 September 1979.

d. Executive Order 264 dtd 25 July 1987.

e. AFP Regulations 200-054 dtd 22 September 2014.

b) Date/Time - Prepared communications to be sent within the Philippines, need NOT indicate the letter
“H” in writing a specified time. “H” does not represents “Hours”, but the Time Zone Designation (GMT+8)
of the Philippines. However, when sending communications outside the Philippines, “H” should be
indicated.

Ex:

100900 January 2017 (within the Philippines)

100900H January 2017 (outside the Philippines)

c) Paragraphing/Numbering - For purposes of uniformity, the manuscript or texts should adopt the
following numbering style as universally accepted format. When there are two or more paragraphs, they
will be numbered consecutively and its sub-paragraphs will be lettered. When a letter consists of only one
paragraph it will not be numbered, however, if there will be sub-paragraphs, the sub-paragraphs will be
lettered.

Paragraphs with subdivisions are illustrated in this manner:

1. ……

2. ……..

a. ………

b. ……..

1) ……..

2) ….

a) …………..
 b) ….

d) Abbreviations - a military letter allows abbreviations which are generally accepted in the AFP. They are
generally written without spacing or periods. If the full name is used, the abbreviated rank is permissible
(COL FRANCISCO A GARCIA); if family name only, the rank is spelled out (COLONEL GARCIA). The rank of a
COMMODORE or that of a full-pledged GENERAL is not abbreviated.

3) COMPLIMENTARY ENDING – This refers to the information located below the last paragraph of the
body.

a) Command or Authority Line - It is typed in capital and bold letters, which begins at the second line
below the first letter of the first word of the last line or sentence. Abbreviations are not used.

An authority line will be shown when the correspondence is signed for the Commander or Head of a
Command or Office by an individual authorized to do so. This reflects the fact that the communication is
an expression of the will of the Commander or Head of Office. This line is omitted when the
correspondence has the personal signature of the Head of the Command or Office.

ADDITIONAL GUIDELINES:

1) Use of one (1) side of the paper - except when using prescribed forms or reproduced materials.

2) One (1) original and one (1) duplicate are prepared. The duplicate serves as the receiving and file copy
of the originating office.

3) Prescribed Ink Color – a standard black ink (settings) of the printer shall be used in official
communications.

4) As a matter of preference, all correspondence (civilian or military letters) with the CSAFP, VCSAFP &
TDCSAFP as signatories shall be in “inverted pyramid” or “bottom line upfront”. The concern,
recommendation or action shall be stated first before giving any background on the matter.
2. NON-MILITARY LETTER (CIVILIAN LETTER)
a. DEFINITION Differs from a military letter in terms of phraseology, paragraphing, abbreviations, and
form. Its paragraphs are not numbered or lettered and it does not encourage abbreviations.

b. USAGE Outside the AFP.

c. STYLE Dignified, direct and accurate; the tone is formal and courteous; nicknames are avoided. It is
written in semi-block style.

d. SIZE OF THE PAPER: A4 (8.27”x11.69”) e. FONT & FONT SIZE: Bookman Old Style, 12 for the letters to
SND and President of the Philippines. Arial, 12 for all other civilian letters.

f. MARGIN: Top – 0.75 inch from the top edge of the paper.

Top – (second page) 1.25 inch from the top edge of the paper.

Left – 1.25 inch

Right – 0.75 inch

Bottom – 1.25 inch

g. PLACEMENT:

Heading and address – upper third of the sheet of paper Body of the Letter – lower two-thirds of the
sheet Complimentary Ending – it follows the body of the letter

h. THREE MAIN ELEMENTS OF A NON-MILITARY LETTER:

1) HEADING – All of the materials/information above the first line of the body. a) Letterhead/Office of
Origin - Normally consists of three lines: GENERAL HEADQUARTERS, ARMED FORCES OF THE PHILIPPINES
is written in capital letters; name of the initiating command, office, installation or unit; and address of
the initiating organization.

b) Date - Follow the month/day/year format. In civilian letter, the month is never abbreviated and
always with a comma between the day and the year.

c) Inside Address – The addressee’s name fully written and always followed by a courtesy title, except in
the case of M.D., Ph.D., and others. The first line shows the addressee’s name and designation. The
second line is the name of the company of the addressee and the third line is the address of the
company.

MRS. AILEEN P. CUMLAT

Operations Manager

Department of Trade and Industry

Araneta Center, Cubao

d) Attention Line – This is used to speed up handling of the letter especially when it is addressed to a
company or to a particular department of a company or to an individual aside from the addressee. It is
written one (1) TAB indent just below the inside address and two (2) spaces above the salutation.

e) Salutation – It greets the reader and the greeting may be formal or informal or cordial or personal.

2) BODY – The message itself, the substance of the letter.

3) COMPLIMENTARY CLOSE – Usually followed by a comma and written one (1) space below the last line
of the message.

4) SIGNATURE - Contains the first name, middle initial and family name of the sender, including the rank
and branch of service.
3. ENDORSEMENT LETTER:

a. DEFINITION A reply or a forwarding statement added to a military letter. It is a communication within

a communication. It becomes an integral part of correspondence and not withdrawn from the basic
communication to which it is appended. Endorsements show facts relative to a definite case stated in
the basic letter. As to content, an endorsement is meant to furnish information, comment or
recommendation on the matter at hand. If there is enough space at the end of a letter, the
endorsement is written or begun there. When the space is not sufficient to include the address and at
least two (2) lines of the body, the endorsement is started on a separate sheet of plain bond paper. It
should not be typed on the back of the page. Left and right margins are the same as those of the military
letter. Endorsements are numbered consecutively (e.g. 1st Endorsement).

b. USAGE: When required as a prescribed format or by the addressee, otherwise, the correspondence
would take the form of a civilian letter or military letter whichever is appropriate.

c. SIZE OF THE PAPER

A4 (8.27”x11.69”)

d. FONT & FONT SIZE: Arial/12

e. MARGIN:

Top – 0.75 inch from the top edge of the paper.

Top – (second page) 1.25 inch from the top edge of the paper.

Left – 1.25 inch

Right – 0.75 inch

Bottom – 1.25 inch

f. ELEMENTS OF ENDORSEMENT LETTER:

1) HEADING
 a) Number – This is placed in the center of the page, on the same line as the first line of the file
reference.

b) File Reference - The first line of the file reference begins at the left margin on the line below the
suspense date. If no suspense date is used, it begins on the third line below the close of preceding
material or 1.25 inches from the top of the page.

c) Identification of writer - The bold initials of the writer followed by initials of the typist are placed at
the right margin on the same line as the endorsement number on all copies or on file copies only. The
telephone number of the writer maybe added.

d) Subject - The subject is placed right below the first line starting on the left hand margin. If the
endorsement begins on a new page, the subject begins at the left margin of the line following directly
below the file reference and appears only once on a page. It is written in bold text.

e) Designation of Originating Office - The official designation and address of the headquarters or office
from which the endorsement is dispatched, begin at the left margin separated two spaces from the
preceding material. Continuation lines follow the block style beginning under the first letter of the
designation of the originating office. Authorized abbreviations may be used.

f) Date - The date of the endorsement is placed on the same line as the official designation and address
of the headquarters from which the correspondence is dispatched.

g) Designation of Addressee - The official designation and address of the recipient is preceded by word
“TO” which begins at the left margin on the second line below the headquarters of origin and date, or
“THRU” address, if used. When a complete address requiring more than one line is used, the first letter
of the second and any succeeding line appears under the first letter of the addressee. Brief Address may
be used, when appropriate. An “ATTENTION” line follow the block style beginning under the first letter
of recipients’ designation.

2) BODY - The body of an endorsement are prepared in the same way as the military letter. Its body
begins on the second line below the heading.

3) COMPLIMENTARY CLOSE - The complimentary close of an endorsement letter is prepared in the

same way as the military letter. It begins on the second line below the body.

a) The command or authority line is typed in capitals and begins on the second line below the last
paragraph of the endorsement, directly under the first letter of the preceding major paragraph.
Abbreviations are never used;

b) The typewritten signatures begin with five (5) lines below the command or authority line. It is not
placed alone on a page; and

c) Enclosure notations begin at the left margin and on the same line as the first line of the typewritten
signature, as in military letter.

g. CONTINUATION PAGES - For continuation pages, if any, the file reference endorsement number, date
and subject are written, beginning at the left margin 1.25 inches from the top of the page. The
endorsement number is centered on the page, in line with file reference and date. The subject is written
directly below the file reference. The rules pertaining of dividing materials between pages in military
letter shall apply.

h. PLACEMENT

1) The first line (such as s-25 Mar 78) begins 0.5 inch below the last written part of the basic letter of
previous endorsement;

2) The first line of separate sheet begins 1.25 inches from the top;

3) The designation and address of the headquarters begins at the left margin, two (2) spaces below the
file date or other identifying matter. If more than one (1) line is needed the second and succeeding lines
are blocked from the left margin;

4) The word “TO” will be placed three (3) spaces below the headquarters line, beginning at the left
margin. If the address requires more than one (1) line the second and succeeding lines are blocked
under the first letter of the address.
INFORMAL CORRESPONDENCE
1. DISPOSITION FORM (DF):

a. DEFINITION: A means of communication among staff offices and between the staff offices and the
Commander.

b. USAGE: Applicable for the following purposes:

1) Giving instruction;

2) Transmitting orders, policy, advice of information;

3) Requesting action, instruction, policy, opinion;

4) Tracing action of check or follow-up implementation of orders; and

5) Recording comment, coordination and recommendations including a brief summary when action
recommended is prepared for approval and signature of a higher commander.

c. STYLE: The first page is usually written in a table format or box while the succeeding pages have no
borders.

d. SIZE OF THE PAPER: A4 (8.27”x11.69”)

e. FONT & FONT SIZE: Arial, 12

f. MARGIN:

Top – 0.75 inch from the top edge of the paper.

Top – (second page) 1.25 inch from the top edge of the paper.
Left – 1.25 inch Right – 0.75 inch

Bottom – 1.25 inch

g. ELEMENTS OF A DISPOSITION FORM:

1) Security Classification – This should be found at the upper right most box of the DF/SDF, opposite the
word DISPOSITION FORM.

2) File Reference – The file reference box contains the file name and location where it is saved.

3) Subject – Stated as briefly as not to exceed ten (10) words and in bold text. The first letters of each
word is written in capital letters.

4) Addressee – It is entered after “TO:” and it is written in bold. It is never addressed to the
headquarters or office. It is addressed to Commanding Officer or Head of Office or Unit by his/her title.
The word “THRU:” is written below the word “TO:”, if the DF is coursed through the Deputies. The titles
of both addressees should be aligned.

5) Addressor – The title of the addressor is entered after “FROM:” and is written in bold. Authorized
abbreviation is used.

6) Date – It is written in the space provided. A DF or Summary DF prepared for signature of the
command is not dated until it is signed.

7) Comment Nr – It is written after the date. It is numbered accordingly if a concurring staff has a
comment on the original SDF.

8) Identification of the Writer – The grade/rank and surname of the writer, typist’s initials and the
telephone number are placed below the word DATE. The writer should affix his/her initials on his/her
name to validate the communication.

9) Body – It is the substance of the communication that begins two (2) spaces below the addressee or
the concurring line. The paragraphs are numbered and intended like those of a military letter. The first
part of the body should list the references, if there are any. Multiple references are lettered and no line
spaces between each reference. As a general rule, no command line is used.

10) Signature – Only the last name of the addressor is typed or printed one space from the center of the
fifth line below the last line of the body. It is signed above the typed name. If another person signs for
the addressor, the former legibly signs his/her rank and own family name and write the word “For” in
front of the type name. Note: No need to put spaces after every letter for characters with more than 5
characters.

11) Enclosure – Same as that in the military letter.

h. TYPES OF DISPOSITION FORM:

1) INFORMATIVE DISPOSITION FORM – It is a type a Disposition Form used to inform and appreciate the
message contained in the DF by the addressee. It will only contain at least three (3) paragraphs:

a) First paragraph – will be the reference to the basic request or directive, or the reason or background
why the DF is made.

b) Succeeding paragraphs – will contain clear and concise information regarding pertinent action or
actions taken.

c) Last paragraph – will contain the phrase “For the information and appreciation of ….” Note: There are
peculiarities on the part of Major Services.

The words “DISPOSITION FORM” are to be the only words that should be written in the upper left box of
the DF. Remove Office Name/Title and Logo. The borderline thickness should be 2 ¼ point. (SAMPLE)
The second page of the DF has no border line.
2) SUMMARY DISPOSITION FORM (SDF)

It is a type of Disposition Form used to secure the Commander’s approval of recommended actions. It is
prepared on a DF form and follows the basic rules in the preparation of a DF.

As to form, it differs from an informative DF because of some additional items. For instance, an SDF has
concurrence lines where the initiating staff affixes his/her signature on the left line and the date signed
on the right line. It is placed at the upper right corner of the SDF.

SECTIONS OF THE BODY OF THE SUMMARY DISPOSITION FORM:

a) SUMMARY – the summary may include the following:

(1) references;

(2) a synopsis of the basic request;

(3) a statement of the problem;

(4) the facts or background of the subject; and/or

(5) a concise discussion of action taken to include pertinent laws; regulations or precedents.

b) COORDINATION – the coordination covers a synopsis of the coordination made by paraphrasing the
comments of the Staff concerned. When no coordination is made (because it is not necessary), this
action will be omitted and the RECOMMENDATION becomes the second section.

c) RECOMMENDATION – the recommendation will state clearly and concisely the specific action or
actions recommended. Alternative recommendations are not made.

The title of each part is written in bold, capital letters, underlined and followed by a colon.
2. ROUTING SLIP

a. DEFINITION: A slip of paper that specifies a route for the documents to circulate.

b. USAGE: Transmitting papers from office to office within Headquarters or between sections within
office. It is NEVER used to forward papers to an office outside of a headquarters. It is also used to speed
up transmittal correspondence direct to action section without using the DF or formal endorsement.

For inter office routing in a headquarters for the purpose indicated by the remarks printed on the form.
It may contain comments, not intended to be forwarded beyond the addressee on the slip.

Note: Since the routing slip is ordinarily not filed, it is never used for approvals, disapprovals,
concurrence and other important comments, even though brief. The type of action is placed either in
the basic paper itself or on a DF.

Ordinarily, plain white routing slip is used, but a red slip is used when demanding immediate action. A
red routing slip indicates that the paper to which it is attached must be given priority
 ROUTING SLIP NEVER WRITE ON THIS FORM APPROVED,
DISAPPROVED, CONCURRENCE OR SIMILAR
ACT
SUBJECT:

TO FROM DATE SENDER’S ACTION ACTION REQUESTED

LAST NR
NAME
1 APPROVAL / SIGNATURE
2 COMMENTS / RECOMMENDATION
3 STAFF ACTION
4 STUDY
5 REPLY DIRECT TO WRITER
6 REPORT DUE
Remarks: 7 REWRITE/REDRAFT
8 INFORMATION/NOTATION
9 SEE ME / CALL ME
10 DISPATCH
11 FILE
12 MISROUTED
13 REMARKS

MISCELLANEOUS FORM
3. MEMORANDUM:

a. DEFINITION The prescribed publication pertaining to matters that are directive, advisory or
informative in nature, the term of which either is temporary or permanent in duration.

b. USAGE For inter-office communications dealing with official matters. These may serve as reminders or
as records of events or observations.

c. STYLE Simple, clear and direct to the point.

d. SIZE OF THE PAPER A4 (8.27”x11.69”)

e. FONT & FONT SIZE Arial, 12

f. MARGIN:

Top – 0.75 inch from the top edge of the paper.

Top – (second page) 1.25 - inch from the top edge of the paper.

Left – 1.25 inch Right – 0.75 inch

Bottom – 1.25 inch

g. ELEMENTS OF A MEMORANDUM LETTER:

1) HEADING

a) Letterhead/Office of Origin - Normally consists of three (3) lines: GENERAL HEADQUARTERS, ARMED
FORCES OF THE PHILIPPINES; name of the initiating office, and address of the initiating organization.

b) File reference - Placed on the left margin, two (2) spaces below the letterhead in line with the date. It
consists of the office initials/acronym of the originator.

c) Date - The date should follow the day, month and year format. Abbreviation is not authorized. When
stamps are used, the date is not entered until the letter is signed.

d) Memorandum to/for – It is typed either in capital letters or in small letters, depending upon the style
of the individual office.
e) Subject – It uses the same rules as those used in letters, endorsements or disposition forms. It is a
brief statement indicating what the memorandum is about to help the readers prepare themselves for
the contents.

2) BODY - Usually contains the following:

a) Telling the readers why the memorandum is written and what they are going to do and how;

b) Conveying the information, the details, relevant to the preceding paragraph or paragraphs; and

c) Giving suggestion/s for future action or requesting guidance on future action.

3) COMPLIMENTARY CLOSE – same rule/procedure as to military letter.

h. DIFFERENCE BETWEEN MEMORANDUM TO AND MEMORANDUM FOR:

MEMORANDUM TO - The prescribed correspondence pertaining to matters that is directive, advisory or

informative in nature. The memo may be addressed to an individual or group of individuals by the head
of Staff or Commander. They are usually addressed by position or designation, including name and title,
if it is addressed to an individual is an accepted practice.

MEMORANDUM FOR – The prescribed publication pertaining to matters of advisory or informative in

nature. This memorandum is usually made by a staff in conveying information or message to the
Commander or by a Staff Officer to their superior.

“WE SHALL DEVELOP OUR STRENGTHS, ADDRESS OUR WEAKNESSES AND CORRECT OUR
DEFICIENCIES IN ORDER TO COMPLEMENT ONE ANOTHER”
LTGEN ALEXANDER B YANO AFP

COMMANDING GENERAL, PA

“OUR PLEASURE TO SERVE YOU”

THE ADJUTANTS

“THERE’S NO WAY TO UNDO THE PAST BUT WE CAN WEAVE THE FUTURE INTO A MASTERPIECE”
THE ADJUTANTS