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    8 views12 pages

    Military Correspondence Completeversion

    Uploaded by

    accel silla

    Copyright:

    © All Rights Reserved
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    of 12
    BASIC MILITARY CORRESPONDENCE INTRODUCTION TO MILITARY CORRESPONDENCE ‘The most important aspect in correspondence is to convey the message to the receiver or reader in conversational manner. (Correspondence is one way of documenting actions and ideas of people identified with the communication). DEFINITION OF TERMS: 1. Correspondence - isa 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 CORRESPONDENC! 41. Accuracy - Information cited in 2 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, itis too short or telegraphic that the idea being conveyed is not welll understood. 4. Dignity - Written communications must command respect and should reflect authority. Itis 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 STIs, 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 cammunicate directly with offices/units of the General Headquarters, AFP on subject matters concerning solely of activities of the headquarters, 4, Routing Through Channels - Its 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 shauld 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). jinently shown as well as RACER” pro’ A tracer includes a duplicate of the original letter with the word “ 2 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. 41. 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. ¢. STVLE Itis dignified, direct and accurate; the tone is formal and courteous; nicknames are avoided 4. SIZE OF THE PAPER Aa (8.27"x11.68") €. FONT & FONT SIZE Arial, 12 #. 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 2) 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. ) 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) ©) 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 blacked under the first letter of the first word. ) Channels - THRU and TO begin on the fourth line below the preceding item. itis used when the correspondence is routed through an intermediate command, unit or office. #) Address of the recipient - Placed at left margin on the fourth line below the last word of the subject. [tis addressed to the Commanding General/Commender/Commanding Officer or Head/Chief of Office. 8g) 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: MAI SHIRLEY N BAUTISTA PA. 2) BODY ~The message itself, the substance of the letter. Written in single-spacing, except when less than pine (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 4: (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. ) 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. Bx 100900 January 2017 (within the Philippines) 100900H January 2017 (outside the Philippines) ©) 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: 4 2) b). 4d) 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 = COMMODORE or that of a full-pledged GENERAL is not abbreviated. 3) COMPLIMENTARY ENDING ~ This refers to the information located below the lest paragraph of the body. @) 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 cormmunication 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: 4) Use of one (1) side of the peper- except when using prescribed forms or reproduced materials. 2) One (1) original and one (1) duplicate are prepared. The duplicate serves asthe receiving and file copy of the originating office. 3) Prescribed Ink Color - a standard black ink (settings) of the printer shall be used in officil ‘communications. 4) As a matter of preference, all correspondence (civilian or military letters) with the CSAFP, VCSAFP & TOCSAFP as signatories shall be in “inverted pyramid” or “bottom line upfront”. The concern, recommendation ar action shall be stated first before glving any background on the matter. eat. EM : muprsreoeeeree b Sebtecae sr sega 2 BR MSeT Str tun rm ow ora 4 a, we, HCO 2, Pa wenn. Sp Yee be Gua 338 6 wae tend md ira GS CH ast hen at {Senet na tartar soeoe seed donee americas meg 0 RFPS Tot Kod BL LS 400 quis OTe 80 Onder 8 De Oi 5 ovina af ate ncaa hat ete eseegrmert coneroGnd BNSC be cacens we aths Pb estes 8 Fortnermieconcertor Ree a 2. NON-MILITARY LETTER (CIVILIAN LETTER) 2. 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 seml-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, , 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 8. 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 frst 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/yeer format. In civilian letter, the month is never abbreviated and always with a comma between the day and the year. ) 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, Cubzo d) Attention Line — This is used to speed up handling of the letter especially when itis addressed to 3 company or to a particular department of a company or to an individual aside from the addressee. Itis written one (1) TAB indent just below the inside address and two (2) spaces above the salutation ¢) Selutation — 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. wa COMMANDING GENERAL PHILIPPINE ARMY mm 3. ENDORSEMENT LETTER: a. DEFINITION A reply or a forwarding statement added to a military letter. Its 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 etter. 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 (eg. 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. ¢. SIZE OF THE PAPER 4 (8.27°x11.69") 4. FONT & FONT SIZE: Arial/12 fe. 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 #. 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. 6) 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 teleghone number of the writer maybe added. ¢) 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. 4) 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. 8) 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” ling 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 clase 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. Itis not placed alone on a page; and 6) Enclosure notations begin ot the left margin and on the same line as the first line of the typewritten signature, a ary 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 sublect is written directly below the file reference. The rules pertaining of dividing materials between pages in military letter shall apply. fh, PLACEMENT 41) 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 1es are blocked margin, If the address requires more then one (1) line the second and succeeding, under the first letter of the address, SUBIECT: RHE-CPT TEMPLO, 18 HEADQUARTERS PHILIPPINE ARMY. Fert Andes Bora, RstraRta D Mare 2008 > Commander, LAD PA po bamrell Capas Tatac Mir ACiorS ton wih the sve ret, cig cama oftate CPT a em 30 eu its, Roan epea calc orO Prabt Nero, bith plo irq @bonade member ofthe AFP. : ir w ev hot cer pa Dancy MA en 0 6a TOUS ie. em aR. Chacey Weta TENANT GENERAL 1ORADE aaa, Hage Ne ta EDUARDO ANDES Geloral, AGS (GSC) PA 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: 41) 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, . SIZE OF THE PAPER: A4 (8.27°x11.69") e, FONT & FONT SIZE: Arial, 12 £. 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 8. ELEMENTS OF A DISPOSITION FORM: 41) 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 itis 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 itis written in bold. itis never addressed to the headquarters or office. Itis 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 itis signed, 7) Comment Nr — It is written after the dete. 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, typists 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 paragrephs ere numbered end intended like those of a military letter. The first part of the body should list the references, ifthere 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 nother 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 isa type @ 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: 4) 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. ©) Last paragraph - will contain the phrase “For the information and appreciation of peculiarities on the part of Major Services. Note: There are ‘The words “DISPOSITION FORM” are to be the only words that should he written in the upper left box of the DF. Remove Office Name/Title and Logo. The borderline thickness should be 2 % point. (SAMPLE) ‘The second page of the DF has no border line. | ¢GA Disposition Form “es | une ‘SUBIEGT UstofRateos ——— | a es ae eo 1. Raleronca: PARSAB Resoksion Nr? 2. Per reference, the PARSAB resoWved that rose oftcenvEP who have apples for compulsoryopnoral eerement tes ot more years ater Wom he eMtectve date of ther reromant Se"ssved appropriate orders. ae thay are hot rendeing dies anymore and few pay and Stowanses ore arwady at of 2. In this regard. request appropriate action on the appicaton for retrement of the ‘otomrg named aficers EP effects dates ae indcated Name MOR EFF OATE | COL FEUIPEC AGUHOR 107508 PA Comexison Aug os LTE ROGENOC NARVASA.O105845PA — Optoral Ot di0e S LIGHNIsTprneRA TANABE 720A Optonal 24 hay 20 : Sonera 1 Sopot Ta coward Reyes S7e588 PA, Spsena sep 4 Attached atm partinent documents tr rlerence ¢_Furmer request tavraole corsiaerston ALTAMRANO 2) SUMMARY DISPOSITION FORM (SDF) It Is a type of Disposition Form used to secure the Commander's approval of recommended actions. Its 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. Itis 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 followin (a) references; (2) 2 synopsis of the basic request; (3) @ statement of the problem; (4) the facts or background of the subject; and/or (5) 2 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 itis 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. 2. ROUTING SLIP 2. DEFINITION: A slip of paper that spect a route for the documents to circulate. bb. USAGE: Transmitting papers from office to office within Headquarters or between sections wi office. It is NEVER used to forward papers to an office outside of 2 headquarters. It is elso 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. Itmay contain comments, not intended to be forwarded beyond the addressee on the slip. Note: Since the routing slip is ordinarily not filed, itis 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 2 red slip is used when demanding immediate 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 a__|stuoy 5 _| REPLY DIRECT TO WRITER 6 7 & 9 REPORT DUE REWRITE/REDRAFT INFORMATION/NOTATION ‘SEE ME/ CALL ME 10 | DISPATCH ai [FILE 12 _| misROUTED 13, [REMARKS Remarks MISCELLANEOUS FORM 3. MEMORANDUM: 4, 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 1s records of events or observations. ¢. STYLE Simple, clear and direct to the point, d. SIZE OF THE PAPER Ad (8.27"x11.69") ©. FONT & FONT SIZE Arial, 12 £ MARGIN: ‘Top ~ 0.75 inch from the tap 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 4a) Letterhead/Office of Origin - Normally consists of three (2) lines: GENERAL HEADQUARTERS, ARMED FORCES OF THE PHILIPPINES; name of the initiating office, and address of the initiating organization bb 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. ¢) 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.

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