MILITARY

CORRESPONDENCE
PREPARED BY CDT MARIE ROSE SUBDI-UBROTCU
 CLASSROOM RULES
 No cellphones or gadgets allowed.
 Proceed to restrooms when necessary.
 Keep yourself awake.
 Open your cameras and mute your
microphones.
 Do not unmute your microphones if
not acknowledged.
 LEARNING OUTCOME
At the end of this session, the student
must be able to  understand,
differentiate, and put to practice the
forms and formats of Military
Correspondence. 
 SCOPE OF PRESENTATION
• Characteristics Of Effective
Correspondence
• Forms Of Military Correspondence
• Military Letter
 CORRESPONDENCE
A written form of
communication which
bears the purpose of
conveying information
and fostering goodwill
to its intended reader.
 CLASSIFICATION OF
CORRESPONDENCE
(WHETHER MILITARY OR NON-MILITARY )
1.Formal: Letter and
Endorsement
2.Informal: DF, RS, Radio
Message
3.Miscellaneous: Conference
minutes, Briefing notes / kits,
After conference report,
Memorandum
 CHARACTERISTICS OF
EFFECTIVE CORRESPONDENCE
• Simplicity
• Clarity
• Conciseness
• Coherence
• Emphasis
• Completeness
 FORMS OF MILITARY
CORRESPONDENCE
In the military service, time is always
important hence, correspondence
must be written in uniform format to
insure efficient and prompt
processing. Certain styles and
organization have to be followed to
preclude confusion and
misunderstanding between the writer
and his intended reader.
 FORMS OF MILITARY
CORRESPONDENCE
• Military letter
• Endorsement
• Disposition Form
• Personnel Action Form
• Routing Slip
• Radio Message
 MILITARY
LETTER
A military letter follows a
fundamental style, varying only in
details. The letter should be
phrased in a courteous way and the
language should be refined without
vulgarity. It is typed in two (2)
carbon copies (or three print outs)
using a 8x10 1/2 bond paper.
 MILITARY
LETTER
Heading - this part consists of all
the materials above the first line of
the body. It contains the office of
origin and address, file reference,
identifying initials, date, subject,
channels through which the letter
will be sent.
CONSTRUCTION
1. Style
 Should be dignified are direct
 It should be phrased in a
courteous way. In wording the
letter, the felling of the persons to
whom the letter is addressed will
be considered at all times.
2. Format
 Heading
 Body
 Authentication (Closing)
 ELEMENTS
1. Heading – consists of the following:
a. Letterhead – Printed letterhead
stationary is normally used on the
first page. If letterhead stationary is
not available, a typed letterhead
maybe substituted.
b. Initial or Originators Code
c. Office Symbol
d. Subject Line
e. Thru (Channel line)
f. To ( addressed line)
 ELEMENTS
2. Body – consist of paragraph and
sub-paragraphs
3. Authentication – consists of:
a. Command or Authority line
Ex. BY ORDER OF CAPTAIN
CRUZ:
BY ORDER OF LCDR
FAJARDO
b. Signature line
c. Enclosures – aligned to
signatory line
 Placement of
Margin
a. Top, first page (without printed
letterhead) typed letterhead ¾ inch
(5 spaces) from the top of the paper.
b. Top, second and succeeding paper,
1 ¼ inches (7 spaces downward)
c. Left margin- 1.25 inches (15 spaces)
d. Right margin- ¾ inch (9 spaces)
e. B0ttom margin – 1 ¼ inches
(spaces)
 Spacing
a. Letterhead- centered ¾ inch from the top
of the edge.
b. Initials O in line with the second line of
letterhead approximately two inches from
the right margin.
c. Office Symbol- left side in line with date in
line, 2 spaces from last line of the
letterhead.
d. Dateline- right side, 2 spaces from last line
of the letterhead (in line Office Symbol)
e. Subject Line- 2 spaces from Office Symbol
f. Thru Line- 4 spaces from Subject Line
g. To Line- 4 spaces from Thru Line
 Spacing
h. First line of the body of the letter- 5 spaces
form To line and intended 5 spaces from the
left margin.
i. Between paragraph and subparagraph- 2 spaces
j. Between lines- single space
k. Command of Authority line- 2 spaces from the
last line of the body of the letter
l. Signature line- 5 spaces from the command or
authority line
m. Enclosure- opposite signature line at left
margin
NOTE: A letter less than nine lines maybe
double spaced.
 THE BODY
“ Effective army writing transmits a clear
message in a single rapid reading and its
generally free of errors in grammar,
mechanics and word usages. “

“ Good army writing is concise,

organized and right to the point. “
RULES OF THE ARMY WRITING STYLE
“ Effective army writing transmits a clear
message in a single rapid reading and its
generally free of errors in grammar,
mechanics and word usages. “

“ Good army writing is concise,

organized and right to the point. “