Military Correspondence
Dignity - Written communications
Definition of Military Correspondence
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.
Means of Communication
Military Correspondence - a military
communication that concerns almost every
subject composed mostly of letters,
endorsements, and messages.
Characteristics of Military Correspondence
In order to come up with a good military
correspondence, we must consider the
four characteristics of a military
correspondence, its “ABCDs”. A military
correspondence must have accuracy,
brevity, clarity, and dignity.
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
as short as possible but must
contain important details prepared
in logical order) leaving no doubt /
question for the mind to imagine.
Text should be clear, accurate and
brief. Conjunction, preposition and
articles should be eliminated
unless essential to the meaning.
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, 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.
must command respect and should
reflect authority. It is wise to let the
reader picture a pleasant, cheerful,
helpful, and courteous writer.
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
is encouraged to communicate
directly with offices/units of the
General Headquarters, AFP on
subject matters concerning solely
the activities of the headquarters.
4. Routing Through Channels - It is
routing of communication through
commands, agencies, or offices
expected to exercise control, take
action, or be concerned with the
subject matter.
5. Prompt Reply - A communication
should be answered promptly. In
the case of an unusual delay, an
acknowledgment 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 Military Correspondence
1. Formal Correspondence
a. Military Letter (Subject-To-Letter)
b. Non-Military Letter (Civilian Letter)
c. Endorsement Letter
d. Memoranda
e. Written Reports:
1) After Conference Report
2) After Activity Report
3) After Travel Report
4) After Training Report
5) After Battle / Casualty Report
6) Investigation / Spot Report
7) Tour of Duty Report
2. Informal Correspondence
a. Disposition Form (DF)
1) Informative DF
2) Summary DF
b. Routing Slip
c. AFP Message / Fax Message
d. Minutes of Conference
e. Board Resolutions
f. Dot Point Brief
3. Miscellaneous
a. Personnel Action Form (AGO Form
NR 110)
b. Morning Report Form (AGO Form Nr
1)
c. Personnel History Statement
d. Personal Data Sheet
e. Statement of Assets, Liabilities and
Networth
f. Military Summary of Information
(SOI)
g. Clearance Form
Military Letter (Subject-To Letter)
The Military Letter is a formal Military
Correspondence used in the AFP. In this
chapter, we will discuss the following:
● Definition, Usage, and Style
● Formatting
● Three Main Elements of a Military
Letter
● Additional Guidelines in Military
Letter
● Sample of Military Letter
Definition, Usage, and Style
Definition
Military Letter is the accepted format in
corresponding with other commands both
on and off post, addressed to the
commander of higher headquarters or to
subordinate units. As much as practicable,
the body should be short enough to fit two
(2) pages.
Usage
It is used for correspondence with the
Major Services as well as the AFP Wide
Service and Support Units / Unified
Commands.
Style
It is dignified, direct, and accurate; the
tone is formal and courteous; nicknames
are avoided.
Formatting
1. Margin Rules
a. Top (1st page with letterhead) –
typed letterhead 0.75 inches from the top
b. Top (second and succeeding pages)
– 1.25 inches from the top edge of the
paper
c. Left - 1.25 inches
d. Right – 0.75 inches
e. Bottom – 1.25 inches
2. Size of Paper: A4 (8.27” x 11.69”)
3. Font: Arial, Size 12
Three Main Elements of a Military Letter
1. Heading
All of the materials/information above the
first line of the body comprise the heading.
It is placed in the upper third of the sheet
of paper.
a. Letterhead - Normally consist of
three to five lines.
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:
UPCoC)
c. Date - In order of day, month, year
(i.e., 28 July 2020). 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.

2. Body
The message itself, the substance of the
letter. It is placed in the lower two-thirds of
the sheet.
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)
1987 Constitution.
Republic Act 9225 dtd 28 July
2003.
Presidential Decree 1638 dtd 10
September 1979.
Executive Order 264 dtd 25 July
1987.
AFP Regulations 200-054 dtd 22
September 2014.
Circular Nr 3 dtd 11 September
2014.
SOP Nr 1 dtd 13 January 2014.
Letter Directive Nr 21 dtd 01
September 2014.
AFP Regulations Manual series
2014.
Example 2: (same category)
Cir Nr 2 dtd 2 October 2017.
Cir Nr 1 dtd 27 July 2015.
Cir Nr 3 dtd 15 January 2011.
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 represent “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.
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.

When there are two or more Example of Body:

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:
3. Complimentary Ending
1. ..........
This refers to the information located
2. .......... below the last paragraph of the body.
a. .......... a. Command or Authority Line – It is
typed in capital and bold letters, which
b. ..........
begins at the second line below the first
1) .......... letter of the first word of the last line or
sentence. Abbreviations are not used.
2) ..........
An authority line will be shown when
a) .......... the correspondence is signed for the
Commander or Head of a Command or
b) .......... Office by an individual authorized to do
so. This reflects the fact that the
(1) .......... communication is an expression of the will
of the Commander or Head of Office. This
(2) ..........
line is omitted when the correspondence
(a) .......... has the personal signature of the Head of
the Command or Office.
(b) ..........
Types of Authority Line

(1) General Officer with command

d. Abbreviations - a military letter function (authority to command troops) and
allows abbreviations which are generally addressed to a member of their command:
accepted in the AFP. They are generally
(a) BY COMMAND OF GENERAL
written without spacing or periods. If the
BARTILET:
full name is used, the abbreviated rank is
 (b) BY COMMAND OF MAJOR
GENERAL BASA:
(2) If not addressed to a member of their
command:
(a) FOR THE COMMANDING
GENERAL:
(b) FOR THE COMMANDER:
(3) General Officer issuing Memoranda
addressed to their personnel:
(a) BY DIRECTION OF THE
DEPUTY CHIEF OF STAFF:
(b) BY DIRECTION OF THE
ADJUTANT GENERAL:
(4) For an Officer below the grade of
Brigadier General addressed to a member
of their Command:
BY ORDER OF LIEUTENANT
COLONEL SANCHEZ:
(5) If not addressed to a member of an
Officer’s Command:
FOR THE COMMANDING OFFICER:
(6) For a Branch/Section/Division Chief,
in behalf of a Staff who is addressing an
individual in another part of the Armed
Forces.
FOR THE STAFF JUDGE
ADVOCATE:
NOTE: For the communications approved
by the Chief of Staff, AFP and addressed to
their Command (AFP-Wide), the command
line will be, “BY COMMAND OF GENERAL
BARTILET:”, while for the communications
addressed outside the AFP, the command
line will be, “FOR THE CHIEF OF STAFF,
AFP:” A Staff Officer may sign under the
command line, “BY ORDER OF COLONEL
PACURSA:” or “BY COMMAND OF
BRIGADIER GENERAL CUMLAT:” only
when authorized by their Commander.
Ex.
b. Signature Element – Signature contains
the first name, middle initial and the family
name. The name is typed, stamped or
printed in capital letters, and in bold text. It
must also contain the officer’s grade,
branch of service and title.
Double signature is avoided; instead
designated individuals may affix their
signature and add the word FOR or F in
front of the typed name.
The typewritten portion of the signature
is in block style and placed five (5) lines
below the command line or the body. The
front letter begins one (1) space from the
center to the right.
Block style and open punctuation are
used. This means placing the first letter of
the grade and title directly under the
typewritten signature. Abbreviation of
grade, arm of service and the title may be
used, except those with the rank of
Colonel and above. If the rank is
abbreviated, the letters are capitalized.
(Example: MAJ or Major).
c. List of Enclosures – These are
supplementary documents sent with
communications to provide additional
information. When a letter has one (1) or
more enclosures, it is typed at the left side
page in the following manner:
Ex.
 d. Copy Furnished to Other Offices – A
notation concerning copies furnished
typed immediately under and separated
by at least one line from the listing of
enclosures, if any. When no enclosures,
notation of copies furnished shall be typed
beginning at the left margin on the same
line as that of the typed signature.

Ex.