“Army Vision: By 2028, a world-class Army that is a source of national pride”.
HEADQUARTERS
NCR REGIONAL COMMUNITY DEFENSE GROUP
ARMY RESERVE COMMAND
Fort Andres Bonifacio, Metro Manila
MILITARY
CORRESPONDENCE
Honor. Patriotism. Duty
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 OF PRESENTATION
Definition of terms
Characteristics of correspondence
Types of correspondence
Usage, Formats and Procedures of formal and
informal correspondence
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.
ABCD
• Accuracy
• Brevity
• Clarity
• Dignity
Accuracy
- figures must be factual
- sincerity of the purpose is based on the statement of facts
- implies correctness and completeness
- relationship of ideas in a sentence (correct word)
Brevity - must be concise
- Saying much in a fewer words
- Word instead of a phrase
- Phrase instead of a sentence
• According to our records = we find
• Acknowledge receipt of = received
• As a basis of = for
• Due to the fact that = because
Clarity - denotes easy understanding
words are simple and common to the reader
Knowing what to say and saying it as simply as possible
- Hold in abeyance = postpone
- Initiate = begin
Do exercise with care in raiding the apartment
We shall endeavor to ascertain if the sgt was reported AWOL
Clarity
• Knowing what to say and saying it as simply as possible
• I was disgraced in a car accident
• (Ako ay nadisgrasya sa isang banggaan)
• In school my grades were all sufficient
• (Sa paaralan ang akking mga marka ay
katamtaman)
Dignity - command respect and should reflect authority
• Possess refinement of expression (be calm)
• Avoid too much familiarity (Colonel Juan)
• Direct Communication – are encourage on subject
matters concerning solely to activities of the Hqs.
• Routing thru Channels – routing of commo to offices
expected to exercise control, take action or be concerned
with the subject matter.
• Prompt Reply
• Revealing content – only those required such information
•One side of the paper
•Two copies are prepared
•Use of Colored Ink
•Formal Correspondence
Letter (Military and Non- Military)
Indorsement Letter
•Informal Correspondence
Disposition Forms / Summary DF
Routing Slip
Radio Message/Fax message
•Miscellaneous
Minutes of Conference
Staff Studies
Briefing Notes
After Conference Report
Memorandum
•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.
•Letter Head
Printed letterhead
Type letterhead
•Margin
Top with printed letterhead – ¾”
type letterhead – 1 ¼”
Left - 1 ¼”
Right – ¾”
Bottom – 1 ¼”
•Style – Has 3 main elements:
Heading
Body
Complimentary ending
•Stationary to be used – A4 size bond
paper, and only one side of sheet
•AUTHENTICATION
• - Outgoing communication should be signed by the commander
or other officer authorized by him usually the Unit Adjutant or
Admin Officer.
•EXPRESSION OF DATES
• - the day, month and year will be expressed in that order. The
day will always be expressed by numerals, the month can be
spelled or abbreviated and the year by 4 or last 2 digits
•Heading
Letterhead
File reference
Date
Subject
Channels
Address/Attention Address
•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
•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 - speed up
• name
MAJ EVA C MANZO (AGS) PA
• by the use of an office symbol
AC of S for Personnel, G1
•Body
•Placement: first line begins on the fifth line below
the inside address
•Reference:
• Publications- Para 3, SO 104, HPA dtd 1 Apr 09
• Correspondence- Ltr Dir GHQ, AFP dtd Jul 78, Subj:
Records Management
•Body
•Spacing:
• single spaced, except when it is less than 9 lines and no
reply is anticipated
• double spaced is always used between paragraphs
•Abbreviations:
• May be used provided they conform with the latest
regulations. It is written without spacing or periods
•Body
•Paragraphing
• Need not be numbered when it is consist of 1 para,
although its subparas are lettered.
• Subparagraph: First subdivision – a. b. c.
Second subdivision - 1) 2) 3)
Third subdivision – a) b) c)
Fourth subdivision – 1. 2. 3.
•Body
•Division of paragraph:
Not less than 2 lines of the paragraph to both side
•Page numbering
first page should not be numbered
•Continuations
paragraph of three or fewer line cannot be divided
between pages.
•Body
“ Good army writing is concise, organized and
right to the point ”
• The 15-15-1-2 rule of army writing style
writing should not have more than 15 percent long words.
your sentences should average around 15 words in length.
paragraph should not be more than 1-inch deep.
paper should not be over 2 pages long.
•Complimentary Ending
•Authority line/Command Line
When signed for the commander by an individual
authorized to do so, an authority line will be
typed
- typed in capital letters and abbreviation will not
be used
A. Flag Officer who has a command function and addressed to a member
of his command:
BY COMMAND OF MAJOR GENERAL RAMOS:
Not addressed to a member of his command:
FOR THE COMMANDER:
B. Officer below the grade of Brigadier General addressed to a member of
his command:
BY ORDER OF COLONEL RAMOS:
Not addressed to a member of his command:
FOR THE COMMANDING OFFICER:
•Head of the section of staff:
BY ORDER OF COLONEL CRUZ
FOR THE STAFF JUDGE ADVOCATE
•Complimentary Ending
Command/Authority line
Signature - Signature contains the first name, middle
initial and the family name; officer’s grade (can be
abbreviated, except Colonel & up, branch of service and
title
• Double signature is avoided; instead designated individuals may
sign their own names and add the word FOR or F in front of the
typed name.
•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
• 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
• (sample format)
•Define some terms
•Discuss the ABCD Characteristics of Correspondence
•Discuss some policies pertaining to communications
•Discuss important policies & procedures to remember
in preparing STL
•Definition of terms
•Characteristics of correspondence
•Types of correspondence
✔ Military Subject-to-Letter (STL)
✔ Endorsement Letter
✔ Routing Slip
