“Take the LEAD,

Soar as ONE”
“Take the LEAD,
Soar as ONE”
 MILITARY
“Take the LEAD,
CORRESPONDENCE
Soar as ONE”
 Objective

At the end of this lecture, the

student should be able to:

▪ Define Military Correspondence

▪ Enumerate the characteristics of
a correspondence
▪ Enumerate the Types of
correspondence
Reference
 Scope of Presentation

❖ DEFINITION OF TERMS
❖ CHARACTERISTICS OF CORRESPONDENSE
❖ TYPES OF CORRESPONDENCE
❖ MILITARY CORRESPONDENCE
(SUBJECT-TO-LETTER)
❖ ELEMENTS OF A LETTER
Definition of Term
Characteristics
 Types of Correspondence
1. Formal Correspondence
2. Informal Correspondence
3. Miscellaneous Forms

1. Formal Correspondence
a. Military Letter (Subject-To-Letter)
b. Non-Military (Civilian Letter)
c. Endorsement Letter
d. Memoranda
 Types of Correspondence
2. Informal Correspondence
a. Disposition Forms (DF)
3. Miscellaneous Forms
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
 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
 Subject to Letter
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.
Left – 1.25 inch Right – 0.75 inch
Bottom – 1.25 inch
Top – (second page) 1.25 inch from the top edge of the paper.
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
Military Subject to Letter
Military Subject to Letter
 Elements of a Letter
1. HEADING – All of the materials/information above 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.
 Elements of a Letter
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.
 Elements of a Letter
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.
 Elements of a Letter
e) 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.
 Elements of a Letter
f) 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.
 Elements of a Letter

Examples:

TO: Commanding General, PA Fort

Andres Bonifacio, Metro Manila
for Personnel, G1
TO: Commanding General, PA
Andres Bonifacio, Metro Manila
PA
Attn: Assistant Chief of Staff
Fort
Attn: MAJ SHIRLEY N BAUTISTA
 Elements of a Letter
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.
 Elements of a Letter
a) References - It must be specific and fully identified. It should
be arranged based on the order of hierarchy of importance.
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.
f. Circular Nr 3 dtd 11 September 2014.
g. SOP Nr 1 dtd 13 January 2014.
h. Letter Directive Nr 21 dtd 01 September 2014.
i. AFP Regulations Manual series 2014.
 Elements of a Letter

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)
 Elements of a Letter

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).

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

.
 Elements of a Letter
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.

.
 Elements of a Letter
Types of Authority Line:
(1) General Officer with command function (authority to
command troops) and addressed to a member of their command:
(a) BY COMMAND OF GENERAL BARTILET:
(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) For an Officer below the grade of Brigadier General addressed to a member
of their Command:
BY ORDER OF LIEUTENANT COLONEL SANCHEZ:
 Elements of a Letter
b) Signature
(1) Contents
(a) Signature contains the first name, middle initial and the family name.
(b) The name is typed, or printed in capital letters, and in bold text.
(c) The officer’s grade, branch of service and title.
(d) Double signature is avoided; instead, designated individuals may affix
their signature and add the word FOR or F in front of the typed name.
Elements of a Letter
 Summary

❖ DEFINITION OF TERMS
❖ CHARACTERISTICS OF CORRESPONDENSE
❖ TYPES OF CORRESPONDENCE
❖ MILITARY CORRESPONDENCE (SUBJECT-TO-LETTER)
❖ ELEMENTS OF A LETTER
 “Take the
THANK YOU LEAD,
AND
Soar asDAY
GOOD ONE”
Practical Excercise

Prepare an excuse letter using the subject to letter.