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Military Correspondence

This document provides guidance on military correspondence. It defines correspondence and outlines the characteristics, types, and proper formats for formal and informal military communication. Specific correspondence discussed include the military subject-to-letter, disposition forms, and summary disposition forms. The document ensures standard procedures are followed for accurate, brief, clear, and respectful communication within the military.

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425 views37 pages

Military Correspondence

This document provides guidance on military correspondence. It defines correspondence and outlines the characteristics, types, and proper formats for formal and informal military communication. Specific correspondence discussed include the military subject-to-letter, disposition forms, and summary disposition forms. The document ensures standard procedures are followed for accurate, brief, clear, and respectful communication within the military.

Uploaded by

2021301152
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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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 !

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