MILITARY

CORRESPONDENCE
REFERENCES

AFPM 12-2, S-93

AFP Military Correspondence Handbook,

S-2009
LESSON OBJECTIVES
 Enhance the basic knowledge on the
different forms, procedures and
application of military correspondence.

 Prepare a complete staff work using

different types of correspondence with
prescribed forms and procedures
SCOPE
Definition of terms
Characteristics of correspondence
Types of correspondence
Usage, Formats and Procedures of formal
and informal correspondence
DEFINITION OF TERMS
Correspondence

- written communication which

conveys information and ideas to the reader
or addressee.

Military Correspondence
- military communication that concerns
almost every subject composed mostly of
letters, endorsements and messages.
CHARACTERISTICS of

military correspondence
Accuracy – figures must be factual.
Brevity - must be brief
Clarity - denotes easy understanding, the
words are simple and common to the
reader.
Dignity - command respect and should
reflect authority
POLICIES Pertaining to
Communication
Direct Communication – are encourage on subject
matters concerning solely to activities of the Hqs.
Routing thru Channels – routing of
communications to offices expected to exercise
control, take action or be concerned with the
subject matter.
Prompt Reply
Revealing content – only those required such
information
POLICIES Pertaining to
Communication
One side of the paper
Two copies are prepared
Use of Colored Ink
TYPES of correspondence
• Formal Correspondence
 Letter (Military and Non- Military)

• Informal Correspondence
 Disposition Forms / Summary DF
 Routing Slip
 Radio Message/Fax message
TYPES of Correspondence
• Miscellaneous
Minutes of Conference
Staff Studies
Briefing Notes
After Conference Report
Memorandum
MILITARY LETTER (Subj-to-ltr)

An 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.
 FEATURES of military letter
Style – Has 3 main elements:
 Heading
 Body
 Complimentary ending

Stationary to be used – A4 size bond

paper, and only one side of sheet
 FEATURES of military letter
Margin
 Top with printed letterhead – ¾”
type letterhead – 1 ¼”
 Left - 1 ¼”
 Right – ¾”
 Bottom – 1 ¼”
MAIN PARTS of military letter
Heading
Body– body itself
Complimentary Ending
 Any Clarifications?
Review: (10 minutes)

Prepare a simple
correspondence to higher
Hqs endorsing your
personnel to take advance
career course for 1st training
cycle, 2013.
MAIN PARTS of military letter
Heading
◦ Letterhead – consist of 3 lines
◦ File Reference – consist of the office symbol
◦ Date – date of signature or the suspense date
◦ Subject – not to exceed 10 words
◦ Channels – used when routed an intermediate
commands, agency or office expected to take
action
◦ Address – addressee, preceded by TO
MAIN PARTS of military letter
Heading
◦ Address
 by his title, not be abbreviated
 Commander/Commanding General will be used
even though of lower grade is temporary in
command.

◦ Attention Address – to speed routing

 name or by the use of an office symbol
 HEADQUARTERS
TRAINING AND DOCTRINE COMMAND, PHILIPPINE ARMY
Camp O’Donnell, Sta Lucia, Capas, Tarlac

TRADOCA 12 March 2010

SUBJECT: Military Letter

TO: Addressee

1. The body is singled space, except when less than nine lines and no reply is anticipated, in
which case it may be doubled-spaced.

2. Double spacing is always used between paragraph.

a. When a letter consist of one paragraph , the paragraph should not be numbered.

b. Subparagraphs. When a paragraph is subdivided, there must be at least two of the

same subdivisions.

FOR THE COMMANDER:

ANTONIO B JUAN
Captain, (Inf) PA
Adjutant

Incl:
a/s
MAIN PARTS of military letter
Body
◦ Reference:
Publications- Para 3, SO 104, HPA dtd 1 Apr 09
Correspondence-Ltr Dir GHQ, AFP dtd Jul 78, Subj: Records Management

◦ Spacing – single/double spacing

◦ Dividing a Para
 3 or fewer lines will not be divided between pages.
MAIN PARTS of military letter
Body – message itself

◦ Paragraph – numbered consecutively

 Subparagraph: First subdivision (a, b,..)
Second subdivision (…1), 2),
…)
Further subdivision ( a), b)
….)
MAIN PARTS of military letter
 Complimentary Ending
- Authority line - typed in capital letters and
abbreviation will not be used

Signature:

- Contents: Name is typed or printed in

capital letters. The grade, branch of service &
title.
- Block style
- Communication is signed by the
Commander or an individual authorized by him.
MAIN PARTS of military letter
 Inclosures:

a. when identified in the body:

2 Incl:
a/s
b. when not fully identified in the body:
1 Incl:
Ltr fm GHQ, AFP dtd 19 Jul 09

 Assembling:
◦ Outgoing military letter are arranged from top to bottom and
fastened with paper clips.

◦ File copy are also arranged from top to bottom

 Types of authority line
General officer:
◦ BY COMMAND OF GENERAL IBRADO:
◦ FOR THE COMMANDING GENERAL:
◦ FOR THE COMMANDER:

Colonel & below:

◦ BY ORDER OF LIEUTENANT COLONEL RAMOS:
◦ FOR THE COMMANDING OFFICER:
Types of authority line
Head of the section of staff:
◦ BY ORDER OF COLONEL CRUZ
◦ FOR THE STAFF JUDGE ADVOCATE
 HEADQUARTERS
TRAINING AND DOCTRINE COMMAND, PHILIPPINE ARMY
Camp O’Donnell, Sta Lucia, Capas, Tarlac

TRADOCA 12 March 2010

SUBJECT: Military Letter

TO: Addressee

1. The body is singled space, except when less than nine lines and no reply is anticipated, in
which case it may be doubled-spaced.

2. Double spacing is always used between paragraph.

a. When a letter consist of one paragraph , the paragraph should not be numbered.

b. Subparagraphs. When a paragraph is subdivided, there must be at least two of the

same subdivisions.

FOR THE COMMANDER:

ANTONIO B JUAN
Captain, (Inf) PA
Adjutant

Incl:
a/s
Updates
GSC Eligible & Holding the Position of CO
JUAN A DELA CRUZ
Colonel, INF (GSC) PA
Commanding Officer

 GSC Eligible and Holding the Position of G-

Staff/Special/Technical/Personal Staff

JUAN A DELA CRUZ

Colonel, GSC (INF) PA
AC of S for Operation, G3
?
DISPOSITION FORM

Generally used within headquarters or

staff/agency in the AFP

 between elements of an organization

PURPOSES
 To give instruction.
 To transmit the orders, policy, advice of
information
 To request action, instruction, policy, opinion.
 To trace action of check or follow-up
implementation of orders
 To record comment, coordination and
recommendations including a brief summary
when action recommended is prepared for
approval and signature of a higher commander.
(DF Sample Format)
INFORMATIVE DISPOSITION
FORM (DF)
 -staff
communication used to inform and appreciate the
message contained in the DF by the adresse.
 Body

1. First Paragraph – reference to the basic request or

directive, reason why the DF is made
2. Succeeding Paragraph – will contain clear and
concise information regarding pertinent action or
actions taken

3. Last Paragraph – will contain the phrase “For the

information and appreciation of the
CSAFP/TDCSAFP”
SUMMARY DF
staff paper used to secure the
commander’s approval of recommended
actions.

reflects completed staff work

must contain all the data (who, what,

where, when, why and how) needed by
the commander in making his decision
BODY of SDF
Summary
 A synopsis of the basic request;
 A statement of the problem;
 The facts or background of the subject;
and/or
 A concise discussion of action taken to
include pertinent laws; regulations or
precedents.
BODY of SDF
Coordination
 A synopsis of the coordination made by
paraphrasing the comments of the Staff
concerned.

 This action will be omitted when no

coordination is made (because it is not
necessary), and the RECOMMENDATION
becomes the second section.
BODY of SDF
Recommendation

 State clearly and concisely the specific

action or actions recommended.
 Alternative recommendations are not
made.
 The recommendation should NOT be
stated as: “Approval of paragraph…”

(DF Sample Format)

SUMMARY
Definition of terms
Characteristics of correspondence
Types of correspondence
Military Subject-to-Letter (STL)
DF/SDF
Non-military letter
?
THANK YOU
AND
GOOD DAY !