AFP Vision 2028: A World-class Armed Forces, Source of National Pride RES GENERAL HEADQUARTERS ARMED FORCES OF THE PHILIPPINES uoDimts/6141 Camp General Emilio Aguinaldo, Quezon City OTAGION 13 August 2020 LETTER DIRECTIVE NUMBER 44 SUBJECT: Communication Guidelines To: All Concemed 4. REFERENCES: a. Military Correspondence Book 2017; b._ Memorandum from SND dated 17 June 2020, Subject: Approval of the Prescribed Format of the Military Title of General/Flag Officers of the AFP; and ¢. Coordinating Conferences with Representatives from OTDCSAFP, OSJS, and OTAG on 11 June 2020 and 06 July 2020. 2. PURPOSE: This Letter Directive prescribes the updated guidelines in preparing written communications and aims to enhance the capability of AFP personnel as effective communicators. 3. SCOPE: This Letter Directive applies to all personnel in the AFP. 4, GUIDELINES: The following are guidelines in drafting communications in order to minimize recurring corrections: a. Summary Disposition Forms/Disposition Forms (SDFs/DFs) 1) Packaging a) The communications must be packaged properly in a folder with a transparent cover page; fb) Allreferences Page 1 of 16 pages RESTRICTED AFP Core Values: Honor, Service, PatriotismAFP Vision 2028: A Worldclass Armed Forces, Source of National Pride RESTRIC Ltr Dir Nr 44, GHQ, AFP dated 13 August 2020, contin: b) All references must be attached. if the reference is a bulky document, attach the first page of the document and the specific page where the Quotation/provision was lifted with the specific provision highlighted; ©) Appropriate decent tabbings must be provided for: (1) Pages that require the action of higher authorities, i.e., For Signature/Notation; and (2) References, annexes and other attachments d)___ ‘For Signature” tabbings of originating and concurring staff and internal Routing Slips must be removed prior to submission to higher authorities, 2) Communications must adopt the Complete Staff Work principle. a) _Allstaff concerned should concur on the SDF/DF and their comments, if any, should be written in a DF format, attached with proper tabbings and comments incorporated in the discussion in the main SDF/DF. If retumed for corrections, an additional paragraph (COORDINATION) before the RECOMMENDATION must indicate the concurrence of the concemed staff in the previous SDF with the bar code number specified; Example COORDINATION 5. Chief, OFM, AFP and DCS for Logistics, J4 have already concurred on the previous SDF with bar Code Nr AFP-B40909. RECOMMENDATION: b) Informative SDFs must only include concurring lines and "SUMMARY ’ line without the “COORDINATION” and RECOMMENDATION’ lines; ©) All documents, except those "For Notation", must be signed by signatories specified in the documents prior submission to higher authorities; and d) All communications pertaining to Memoranda of ‘Agreement and Memoranda of Understanding must include the concurrence of The Judge Advocate General (TJAG) (or its equivalent in the Major Services), and TJAG's (or its equivalent in the Major Services) legal opinion/comment shall be incorporated in the SDF/DF. 3) General Format a) Font style is Arial, font size is 12, single-spaced, and all paragraphs should be justified; fo) Headers... Page 2 of 16 pages RES D AFP Core Values: Honor, Service, PatriotismAFP Vision 2028: A World-class Armed Forces, Source of National Pride RESTRICTED Ltr Dir Nr 44, GH 413 August 21 at b) Headers and Footers should be located 0.25 inches from the top and bottom pages of the paper, in Arial font style, font size is ten (10), in italics, and centered; ©) Margins should be: Top — 0.5 inches from the top edge of the paper, Left 1.25 inches Right - 0.75 inches; and Bottom - 0.5 Inches from the bottom edge of the Paper. d) Date stamping for SDFS/DFs that will be endorsed by ‘The Deputy Chief of Staff, AFP (TDCSAFP) (FROM: TDGSAFP) should be done by the OTDCSAFP after TDCSAFP signature. The signature of drafter should not occupy the space for the date stamping; ) The references must be written as follows: ‘Wiong_: | Memo from SND dated 17 Jun 20 subj: same as above. Memo from SND dated 17 Jun 20, Subject: same as above. Correct =| Memorandum from SND dated 17 June 2020 with subject: Approval of the Prescribed Format of the Military Title of General/Flag Officers of the AFP. Wrong =] DO Nr 174, Subject: Additional Designation of CSAFP and renaming of other AFP positions. Correct : Department Order Number 174 dated 19 June 2020 with subject ‘Additional Designation of CSAFP and Renaming of Other AFP Positions. | Wrong = | Perrefs 1a and 1b Per references a | Reference ta pertain | References b, ¢, and d Correct =| In references a and b In reference a (or other term for “per” to be used as appropriate) | Reference a pertains References b tod Wrong [DF from OJ6 dated 22 June 2020, Subject’ Fund Support for the Dismantling of Old Communications Tower at WESCOM. Correct :| DF from J6 dated 22 June 2020 with subject Fund Support for the Dismantiing of Old Communications Tower at WESCOM. ul Wrong :|@. GHQ Letter Directive Nr 18 dated 27 March 2018, Subject Armed Forces of the Philippines Transformation Roadmap Institutionalizatior Pathway (AFPTRIP) Implementation (TAB A); and b. GHO Letter Directive Nr 52 dated 03 Sep 2018, Subj: Armed Forces « the Philippines Transformation Roadmap institutionalization Pathw (AFPTRIP) Implementation (TAB B). Page 3 of 16 pages ED 7 Service, PatriotismAFP Vision 2028: A World-class Armed Forces, Source of National Pride RES 2 Lir Dir Nr44, GHQ, AEP dated 13 August 2020, contin: Correct :!a. GHQ Letter Directive Number 18 dated 27 March 2016 with subject: | Armed Forces of the Philippines Transformation Roadmap Institutionalization Pathway (AFPTRIP) Implementation (Tab A); and b. GHQ Letter Directive Number 52 dated 03 September 2018 with subject: Armed Forces of the Philippines Transformation Roadmap Institutionalization Pathway (AFPTRIP) Implementation (Tab B). f) The recommendation should reiterate the complete requested action and not merely cite the paragraph that is being referred; Example: instead of RECOMMENDATION: 7. Approval of para 6. Itshould be: Example 1 RECOMMENDATION. 7. Approval of and signature on the letter recommending to the SND (Attn: ASHR) the approval of the attendance of FIRST LIEUTENANT ALBERT CLO N VELUZ 0-17670 (SC) PA and CAPTAIN LAWRENCE G CRESENCIO _0-16520 (SC) PA as principal and alternate candidates, respectively to the Regimental Signal Officer Course in Kuala Lumpur, Malaysia from 15 March to 18 July 2020, for a | period of 126 days inclusive of travel time. Example 2 RECOMMENDATION: 7. Approval of the dropping and closing of the complaint against LIEUTENANT COMMANDER JUAN T DEL ROSARIO 0-1111 PN for lack of merit. Example 3 RECOMMENDATION: | 7. Approval of conferral of AFPTRIP Compliant Status to| OCSAFPIOTDCS, AFP. | 9) All pages of non-original attachments must be countersigned; qh) Attachments... Page 4 of 16 pages RESTRICTED ‘AFP Core Values: Honor, Service, PatriotismAFP Vision 2028: A World-class Armed Forces, Source of National Pride RESIR D tr Dir Nr 44, GHQ, AFP dated 13 August 2020, contin: h) Attachments especially those involving financial concerns must be duly signed in the "Prepared by’ and "Certified correct" lines; and Contraction and abbreviation of words are not allowed eg,, they're, they've, she's, ref, did, subj, thru except for THRU in the addressee of the ‘SDF/DF (THRU: VCSAFP). 4) Presentation a) _ Communications must be clean and printed clearly, ‘especially final drafts that are for signature of higher authorities; and b) Packaging must be presentable. 5) Grammar rules pertaining to the following must be strictly observed: a) Subject-verb agreement; b) —Punctuations; c) Appropriate prepositions especially for prepositional phrases must be used; d) Articles should be used appropriately; e) Symbols shall be used only as necessary e9., parentheses; and Instead of: 3. Approval and signature on the letter to SND (Attn: OASHR) submitting the ATR of the AFP delegation headed by COLONEL RAMIL M BITONG GSC (INF) PA to the Initial Planning Conference for the MN-HADR TTX 2017 (attached). Itshould be Approval of and signature on the letter to SND (Attention: ASHR) submitting the attached ATR of the AFP delegation headed by COLONEL RAMIL M BITONG GSC (INF) PA to the Initial Planning Conference for the MN-HADR TTX | 2017. f) On capitalization, only proper nouns are capitalized ‘except for some military terminologies e.g., Enlisted Personnel, Officer(s) if particularly referring to specific offcer(s). Example: Instead of: 4. _ Relative to the said agreement, the AFP shall undertake the provision of Additional Medical and Health Practitioners to help fight the COVID-19 pandemics, It should be: Relative to the said agreement, the AFP shall undertake the provision nal medical and health practitioners to help fight the COVID-19 pandemic. 16) Coordinated . Page 5 of 16 pages RESTRICTED [AFP Core Values: Honor, Service, PatriotismAFP Vision 2028: A World-class Armed Forces, Source of National Pride RESTRICTED Ltr Dir Nr-44, GH, AFP dated 13 August 2020, cont’ 6) Coordinated Miltary Use a) Names (1) In the body of the letter, if the full name is used for the first time, the rank is spelled-out. When names are mentioned subsequently in the following sentences/paragraphs, use only the abbreviated rank, last name, suffixes, if any, and Armed Forces Occupational Specialty (AFOS) and Major Service (Note: PN(M) does not have a space in between). In the case of Flag/General Officers, the rank is not abbreviated and without AFOS. Example: 2. Reference a pertains to the recommendation of the Commanding General, Philippine Army for the attendance of CAPTAIN CECILIO N LUCAS JR 0-137877 (CE) PA and FIRST LIEUTENANT ARIEL C LACASANDILE 0-17168(INF) PA as principal and alternate candidates, respectively to the Civil Affairs Training at Fort Leonard Wood, Missouri, USA from 28 June to 25 November 2019 for a Period of 151 days, inclusive of travel time. 3. The training aims to provide learning on a specific region's history, culture and characteristics, and build understanding on different regional issues. | | 4. CPT LUCAS JR (CE) PA is the Operations Officer/Acting CMO Officer, Engineering Support Battalion, 51% Engineer Brigade, Philippine Army. (2) _ The use of the "AFP" suffix in the names of General/Flag Officers will be replaced by their respective Branches of Service. Example: MAJOR GENERAL JUAN A CRUZ PAF Deputy Chief of Staff for Operations, J3 MAJOR GENERAL JUAN A CRUZ O- 12345 PAF JUAN A CRUZ Major General PA Deputy Chief of Staff for Operations, J3 (3) Officers’ last names indicated in the signatary line of the SDF/DF must have a space after every letter if the total number of letters is five (5) characters and below and the suffix is dropped; RECOMMENDATION Page 6 of 16 pages Rg ICTED AFP Core Values: Honor, Service, PatriotismAFP Vision 2028: A World-class Armed Forces, Source of Nation Pride RESTRIC Ltr Dir Nr44, GH, AFP dated 13 August 2020, cont'n: RECOMMENDATION: 5. Approval of the following: a. Change of Chief of Office Ceremony of AFPSEO on Monday, 010830 June 2020 at the Bulwagang Balangiga, 4" Floor, GH Building, Camp General Emilio Aguinaldo, Quezon City with The Deputy Chief of Staff as the Presiding Officer; and | (4) For PA personnel, AFOS should be indicated in their names; (6) For military names, no punctuation marks are used; however, for civilian names, proper punctuations must be followed, Example: COLONEL RAMON F DOMINGO PAF (GSC) Sergeant Gary V Garcia (Inf) PA Ms. Charlotte H. Bermudez Civ HR. (6) _ Officer's names are typed in ALL CAPS format, These should be in bold format if one (1) to two (2) name is listed. For three (3) or more: officers name enumerated, name is no longer in bold format. Example 1: LTC MARCUS D LUNA PN (GSC) MAJ SHERYL C BERMUDEZ AGS (PA) Example 2: LTC MARCUS D LUNA PN (GSC) MAJ SHERYL C BERMUDEZ AGS (PA) CPT GERALD C VELUZ PAF b) Amounts (1) Amount in words are all in ALL CAPS and not bold (XXX MILLION XXX THOUSAND XXX HUNDRED XXX AND X/100 PESOS); while amount in figures are all in bold with the format, ([Link]) with compound words spelled out with a dash; and (2) Amount in figures are written in bold with the format ([Link]) and no spaces in between, including after the currencies, such as. PhP, USD, EUR, etc. as shown in the example below. [Example Page 7 of 16 pages RE oO AFP Core Values: Honor, Service, PatitismAFP Vision 2028: A World-class Armed Forces, Source of National Pride RESTRICTED Ltr Dir Nr 44, GHQ, AFP dat Example: ONE MILLION EIGHTY-SEVEN THOUSAND ONE HUNDRED EIGHTY-FIVE AND [05/100 PESOS (PhP4,087,185.05) | (3) Among the listed amounts stated in the SDF/DF, only the most important figure/total amount is spelled-out in words; and (4) Figures stated must be consistent with those indicated in the attachments and letter/s. If amount indicated is different from the ‘submitted document from the originating office/unit (e.g., from the Major Services), a certification or explanation must be provided. ©) Dates (1)__ Ifthe communication is addressed to a military entity/person, the format should be: DD/MM/YYYY, e.g., 03 June 2020; and (2) _ If the correspondence is addressed to civilian entities/personalities, format should be: MM/DD/YYYY, e.g., June 3, 2020. d) For numbers, only those from one (1) to ten (10) must be spelled out along with their corresponding numerals, enclosed in parentheses. This excludes compound nouns. Numbers 11 and above are to be written in numeric form. Example: The unit was able to procure ten (10) air conditioning units for the three-storey EP condominium. e) _ Onspacing, four (4) spaces are rendered from the last line of the paragraph before the last name of the signatory. Example ;OMMENDATI 1 6 Notation on the attached Letter of Instructions to be signed by TAG, AFP. | / i | 4spaces um ) Enumerating Page 8 of 16 pages RES. CITED AFP Core Values: Honor, Service, PatriotismAFP Vision 2028: A World-class Ammed Forces, Source of National Pride REST. Ltr Dir Nr44, GHO, AFP dated 13 Au 2020, contin: ) Enumerating (1) The following format is recommended when ‘enumerating 1, The attendees recommended the following: ‘a. Sustained participation to trainings provided by US PACOM as follows: 1) Humanitarian Assistance and Disaster Response (HADR) with the following conditions: a) Conduct of HADR activities in the following Unified ‘Commands: (1) NOLCOM (2) 71D...: (b) SID to facilitate the following: 1 Availability of ...; and 2 Coordinate b) Subject Matter Exchanges. 2) Civil Military Operations. 2. Notation on the attached After Activity Report. (2) Use semi-colon when enumerating with > word ‘and’ after the second to the last item enumerated; (3) Enumerate the listed data in a table forma! if there are three (3) or more entries; and (4) There should be no spaces in between clustered enumerated items. Example | 1. a. Chief Nurses of the Major Services; and b. Selected representatives from the combat medics. ‘g) Alignment Page 9 of 16 pages B& 1CTED ‘AFP Core Values: Honor, Service, PatriotismAFP Vision 2028: A World-class Armed Forces, Source of National Pride RE. CITED Ltr Dir Nr 44, GHQ, AFP dated 13 August 2020, cont'n: 9) Alignment (1) Tables must be aligned with the right and left margins; (2) The first line of a paragraph shall be indented while the second and succeeding lines must be aligned with the left margin, Example: In view of the above, the attendees recommend the following: | 1. Increased participation on military medicine trainings abroad; 2. Inclusion of other attendees to the said training such as the following: a. Chief Nurses of the Major Services; and t b.__ Selected representatives from the combat medics. (8)___In the SDFIDF, the name of the signatory mus: start after one (1) space from the center of the paragraph. Example: ‘SECURITY CLASSIFICATION (if any) J. ] ‘SECURITY CLASSIFICATION (if any) | SUBJECT: Resignation from the Service of Ms. | ne Kimberley C. TO: TAG FROM: SJS DATE: ‘COMMENT NR __ (Attention: CPMD) MAJ CORDERO/akc/6013 File Number/Name 1. Reference: Resignation Letter of Ms. Arlene Kimberley C. Culallad Civ HR dated 13 December 2018. 2. Respectfully submitted are the supporting documents for the application of resignation from the service of Ms. Arlene Kimberley C. Culallad Civ HR effective 17 December 2018. 3. For favorable consideration. r cantar of the page Leave one (1) space before typing the be. first letter of the last name RUZ th) Acronyms... Page 10 of 16 pages RESTRICT ‘AFP Core Values: Honor, Service, PatriotismAFP Vision 2028: A World-class Armed Forces, Source of National Pride RESIR a Lir Dir Nr 44, GHQ, AFP dated 13 August 2020, cont'n: h) Acronyms must always be spelled out. If used again, the acronym must be indicated after the full terminology and enclosed in parentheses. In this case, subsequent uses will only indicate the acronym. Common military acronyms such as AFP, SND, DND, and OJ1 may not be spelled out for internal ‘communications. Example 3.___ The Terms of Reference (TOR) were adopted during the 13" ASEAN Defence Ministers Meeting in Bangkok, Thailand on 10 July 2019. 4. _ Included in the discussion during the working group meeting were the conditions stipulated in the TOR. i) Fortravel commos: (1) Names of attendees [if one (1) to two (2) are listed, or the lead person/most senior for more than three (3) attendees), activityitraining, place and date of travel are in bold format; and (2) Number of days is indicated, inclusive of travel time. b. Letters to be signed by the Top 3 1) Letter Templates a) Font style is Bookman Old Style, font size is 12, single-spaced and justified. For paragraphs with line sentences of nine (9) and less, the body of the letter is formatted at double spacing. b) Letterheads (1) There must be one (1) space after the header: and (2) _ The Republic of the Philippines letterhead is Used for letters to the President/Commander-In-Chief and the SND only, while the Flag Letterhead is used for other addressees outside the AFP organization and for personal letters. ©) Inside Address (1) There must be two (2) spaces after the appropriate letterhead; and 12) Only. Page 11 of 16 pages RESTRICTED AFP Core Values: Honor, Service, Patriotism‘APP vision 2028: A World-class Armed Forces, Source of National Pride R D Ltr Dir Nr 44, GHQ, AFP dated 13 August 2020, contn: f) Complimentary close coordinated military usage: For the President: Very respectfully yours, For the Secretary of National Defense: Respectfully yours, For other military/civilian addressees: Very truly yours, 2) Letters for signature of the Top 3 must be printed on a special paper (Brand: Conqueror; Size: A4; Quality: Texture Laid, 90gsm; Size: A4; Color: High White) strictly following the prescribed format. d. _ Inthe Signature Block, abbreviation of grade, branch 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). Examples of Signature Block: 1) GSC eligible and designated to a Command position: JUAN A DELA CRUZ Colonel INF (GSC) PA JUAN A DELA CRUZ Colonel PAF (GSC) JUAN A DELA CRUZ Colonel PN(M) (GSC) JUAN A DELA CRUZ Captain PN (GSC) JUAN A DELA CRUZ Colonel Mc (GSC) 2) GSC eligible and designated to a Staif position (For PA personnel): JUAN A_DELA CRUZ Colonel GSC (INF) PA JUAN ADELA CRUZ Lic Gsc (OS) PA 13) MNSA... Page 13 of 16 pages RESTRICTED ‘AFP Core Values: Honor, Service, PatriotismAFP Vision 2028: A World-class Armed Forces, Source of National Pride AEP date (2) Only the designation is in sentence case and bold format while the full name is in ALL GAPS and bold format. Example: ‘Secretary DELFIN N. LORENZANA Department of National Defense ‘Camp General Emilio Aguinaldo, Quezon City 4) __ Salutation: Only the designation and last name are indicated and are in sentence case and bold formats Example: Dear Secretary Lorenzana: ee eee eee ) Body of the letter (1)___ The letter must be direct to the point conveying an executive summary type. It should be brief and concise. The first sentence conveys, the objective of the letter. Other important lengthy details are to be included as attachments; (2) Standard Opening; ‘Awards commo May | have the honor to recommend to the Secretary. ] Allother commo | May I respectfully (appropriate action) to the Secretary... I (3) Standard Closing: | hope this (reiterates the objective of the letter) merits the appreciation (if informing) or consideration and approval (if requests or recommendations are expressed) of the Secretary; (4) Ideal length: 1 to 1.5-page long; and (8) When enumerating, add one (1) tab from the paragraph indention May I respectfully recommend to the Secretary the approval of the designation of the following Officer and Enlisted Personnel: 1. CAPTAIN JUAN B CRUZ JR 0-12465 (OS) PA; 2. Sergeant Pedra S Legada 903665 (Inf) PA; and 3. Sergeant Pedro C Dela Cruz 877771 (Cav) PA. | ) Complimentary . . Page 12 of 16 pages RESTRICTED [AFP Core Values: Honor, Service, PatriotismAFP Vision 2028: A World-class Armed Forces, Source of National Pride RESTRICTED Lir Dir Nr 44, GHQ, AFP di AL 10, cont! 3) _MNSA and GSC Eligible: JUAN A DELA CRUZ Colonel MNSA (INF) PA JUAN A DELA CRUZ Colonel PAF (GSC) JUAN A DELA CRUZ Colonel PN(M) (MNSA) JUAN A DELA CRUZ Captain PN (MNSA) JUAN A DELA CRUZ Colonel PROF (GSC) 4) Non- GSC Eligible: JUAN A DELA CRUZ Captain (08) PA JUAN A DELA CRUZ Major PAF JUAN A DELA CRUZ LTc PN(M) JUAN A DELA CRUZ ut PN JUAN A DELA CRUZ utc ve 5) Retired Officer not on active duty when communicating with the AFP: JUAN A CRUZ Colonel PAF (Ret) ‘JUAN Page 14 of 16 pages DAFP Vision 2028: A World-class Armed Forces, Source of National Pride RESTRICTED Ltr Dir Nr 44, GHQ, AFP dated 13 Auaust 2020, cont’ JUAN A CRUZ Major General PAF (Ret) 6) Reservist Officer: JUAN A CRUZ Colonel GSC PA (RES) JUAN A CRUZ Captain PAF (RES) 7) _ Enlisted Personnel: Juan A Ancheta SSg_(MI)PA Juan A Cruz Po2 PN Juan A Ancheta Sg PAF Juan A Cruz Sgt PN(M) 8) Civilian Human Resources: Charlotte A. Garcia ‘Admin Officer V Civilian Supervisor d. For urgent communications that have to be submitted beyond the cutoff date and time, the SDF/DF must be hand-carried by the Executive Officer of the originating office. 5. RESCISSION: Provisions of the Military Correspondence Book, s-2017, and all issuances in conflict with this Letter Directive are hereby rescinded. (8, EFFECTIVITY Page 15 of 16 pages R cIED ‘AFP Core Values: Honor, Service, Patriotismfr enon avews m erummmase Auliou FUILUS, SOUIER OF WaNDNA! -Nae RESTRICTED Ltr Dir Nr 44, GHQ, AFP dated 13 Auc ccont'n: EFFECTIVITY: This Letter Directive shall take effective upon publication. BY COMMAND OF LIEUTENANT GENERAL GAPAY: tel ‘incent A se eds Brigadier General Bacting The Adjutant: scat DISTRIBUTION: cat Page 16 of 16 pages RESTRICTED AFP Core Values: Honor, Sani, Pato