Military
Correspondence
THE INSTRUCTRESS
Sgt Shyla Mae V Pamintuan
Classroom Rules:
Safety Precaution
SCOPE OF THE LESSON
Types of Letters
Characteristics of
Good
correspondence
How to prepare
Objectives:
At the end of this topic
the students should be
able to;
learn the basic
requirements and
procedures in preparing the
military correspondence
DEFINITION OF TERMS
Correspondence - is a
written communication
having two fold purposes,
to convey information and to
build good will.
Military Correspondence - is
a written record whereby the
AFP transact most of its
business. It concerns almost
every subject and takes
many forms.
TYPES OF MILITARY
CORRESPONDENCE
1. MILITARY (SUBJECT-TO)
LETTER – is used for
correspondence with the army,
naval and air personnel as well as
with the General Headquarters of
the Armed Forces of the
Philippines.
3 main elements:
1) HEADING – this part
consists of all the materials
above the first line of the
body the letter.
Letterhead – top of the
letterhead is normally
places ¾ inch or in the
5th line below the top
edge of the paper.
Heading...
File Reference – identifying
file reference is placed at
the left margin, usually two
(2) spaces below the
letterhead and in line with
the date.
Date - is placed at the
right side of the paper,
second line below the
letterhead.
Channel – correspondence
can be routed through the
normal chain of command
addressed to the next
higher or lower
commander expected to
exercise control, take
action, or to be concerned.
Addressee – the addressee
preceded by TO will be
written in block style, with
open punctuation, and
normally will be placed on
the fourth line below the
subject or the thru
addressee (if used).
2) BODY
- the body of a
letter is the message
itself. It is the
substance of the typed
letter as distinct from
the formal beginning
and ending.
Paragraphing - When a
letter consists of only one
paragraph, the paragraph
will not be numbered,
although its sub-
paragraphs will be lettered
if there are two or more.
Abbreviations– A
military letter allows
abbreviations which are
in conformity with the
AFP Style Manual or are
generally accepted.
Page Numbering – The
first page should not be
numbered. Succeeding
pages, will be numbered
consecutively, beginning
with the second page as 2.
Page number will be
centered 1 inch from the
bottom of the page.
Margin rules normally consider
the following spaces
TOP- first page (without
printed letterhead) typed
letterhead, ¾ inch or five (5)
roller spaces from the edge of
the paper.
TOP- second and succeeding
pages will be
1 ¼ inches or 7 roller spaces
from the top edge of the
paper.
LEFT – 1 ¼ inches or 15 bar
spaces
RIGHT – ¾ inch or 7 bar
spaces
BOTTOM – 1 ¼ inches or 7
roller spaces
3) Complimentary Ending – it
consists of the command or
authority line, signature
elements and enclosure(s)
Command or authority line
– when the correspondence
is signed for the
commander or head of a
command, agency or office
by an individual authorized
to do so, an authority
command line will be shown
BY COMMAND OF COLONEL
MANGILIT:
FOR THE COMMANDER:
Signature – The
signature contains the
name of the officer
signed in ink
Example of signature
block
JUAN A DELA CRUZ
Colonel, INF (GSC) PA
Commander
Enclosures – are
supplementary documents
which are sent with
communications to provide
additional information
HEADQUARTERS
8TH INFANTRY (STORM TROOPERS) DIVISION, PA
Camp Gen Vicente R Lukban, Catbalogan, Samar
8D6/18 05 September
2006
SUBJECT: Detail of Personnel Outside AOR
TO: All Unit Commanders
1. It has been observed that some unit commanders
are detailing their personnel outside the AOR, utilizing them as
family drivers, farm caretakers and even serve as security
personnel to some prominent personalities and politicians
without the authority/clearance from this Headquarters. This
practice affects not only the combat effectiveness of the unit
but also violates the code of ethics of the AFP.
2. As a matter of policy, the Command emphasizes
that no personnel shall be detailed outside the AOR without the
authority from this Command. Unit Commanders are hereby
directed to strictly adhere to this directive.
BY COMMAND OF MAJOR GENERAL MACLANG:
FRED B SANTOS
Lt Colonel, GSC (AGS) PA
Division Adjutant
ANY QUESTION?
2. NON-MILITARY
(PERSONAL TYPE) LETTER
- is used for correspondence
with the civilians, civilian
agencies, the Secretary of
National Defense and other
governmental agencies.
Parts of a non-military letter
a. Heading
b. Date
c. Inside Address
d. Salutation
e. Body- paragraph are not
numbered, single spacing is
authorized when the letters
contain more than 9 lines.
f. Complimentary
ending/close
g. Signature
3. INDORSEMENT
LETTER
– is a reply or forwarding
statement added to a military
letter. It shows all facts relative
to a definite case stated in the
basic letter.
Two (2) Types of
Indorsement
a. The stamped Indorsement
– In case not disciplinary in
nature, the use of an
indorsement is set up on a
rubber stamp designed so
that the user needs only to fill
in the space with appropriate
information.
b. Check or Initial
Indorsement - is used to
forward communications
without comment.
4. DISPOSITION FORM
- is that type of correspondence
which may be used between
agencies of the Department of
National Defense with the Chief
of Staff, AFP and from him to any
agency.
OFFICE OF THE ASST CHIEF OF STAFF FOR Security Classification (If any)
PERS, G1
DISPOSITION FORM
File Nr: SUBJECT: Purchase of Medals and
Frames for Command Plaque
TO: CG FM: CS DATE: 11 September 2006
ELS/NCO/cpg/ssg/3601
THRU: ADC
______________ G1
____________
______________ G2
____________
______________ G3
____________
______________ G4
____________
______________ G6
____________
______________ OIC,
MFO ______
SUMMARY:
1. Reference: Inventory for Medals & Frames.
2. OG1 is maintaining a stock of frames for Command Plaque and medals to anticipate any
unexpected activities. It was found out that there is a need to procure the following items:
3. OG1 procured 15 pcs of frames for Command Plaque, 4 pcs MMM and 6 pcs MCM last 19 Oct
2005. Said frames and medals were utilized during Founding Anniversary of this Command and turnover
ceremonies of 63IB, 801Bde, 19IB, 14IB and 8DTU.
4. ITR, G1 requests for fund support in the amount of Four Thousand Eight Hundred Pesos
(P4,800.00) chargeable against MOWEL fund for 1st Qtr CY 2006 to procure items stated in para 1.
5. OIC, MFO confirms the availability of fund.
6. G2, G3, G4, G6 and I concur.
RECOMMENDATION:
7. Approval of para 4.
- DE VERA -
USES:
a. To give instructions
b. To transmit an order,
policy advice, or information.
c. To request action,
d. To trace action, or check or
follow-up implementation of
orders.
e. To record comments,
coordination and
recommendations.
5. ROUTING SLIP
– is used to transmit papers
from office to office within
headquarters or from a
section without the need for
endorsement.
6. PERSONNEL ACTION FORM
- officially known as AGO FORM NR
110, is used for a wide variety of
routine personnel actions.
USES:
a. to request
b. to recommend to direct or
report any personnel action for
which no other standard form is
required, and when no other type of
communication is required or better.
FILE REFERENCE PERSONNEL ACTION FORM DATE:
MPF- Aguilon, GE Jr (EP) 26 June 2006
REQUEST RECOMMENDATION DIRECTIVE REPORT
(X) ( ) ( ) ( )
TO: Commanding General FR: Cpl Geronimo E Aguilon Jr 783074 (Inf) PA
8th Inf Div, PA HHSBN, 8ID, PA
Camp Lukban, Catbalogan, Samar Camp Lukban, Catbalogan, Samar
Thru: Channel
1. Name, Grade, AFPSN, Unit & Station 2. NATURE OF ACTION
Geronimo E Aguilon Jr E-3 783074 PA
HHSBn, 8ID, PA Request Ten (10) days Ordinary Leave effective
Camp Lukban, Catbalogan, Samar 20 July 2006.
3. REASON FOR ACTION: 4. SUPPLEMENTAL DATA (As Required)
a. Call to mil trng 28 Sept 90
a. To personally supervised the b.Date Of Enlistment: 01 Apr 91
construction of my house. c.ETE: 01 Apr 09
d.Length of Service: 15 Yrs & 9 Mos
b. To avail such privilege e. Pending case: None
f. Marital Status: Married
g. Home Address: Babatngon, Leyte
5. Enclosures: (see attached)
Cpl Geronimo E Aguilon Jr 783074 (Inf) PA
(Type Name & Signature of Originator)
PROCESSING ACTION
COMMENTS AUTHENTICATION
TO: Commanding General FM: Commanding Officer
8th Infantry Division, PA HHSBN, 8ID, PA
Post Post
Recommend Approval: ROMEO G REYES
LTC INF (GSC) PA
Commanding Officer
APPROVED/DISAPPROVED BONIFACIO B RAMOS
MGEN AFP
Commanding General
AFP AGO FORM RGR/RTM/anr/3119
7. RADIO MESSAGE
isan informal communication
sent through wire devices to
facilitate action on a certain
matter.
The message shall be expressed
briefly in a plain or secret
languages.
Punctuation marks will be kept
to the minimum and used only
when needed to attain clarity.
8ID MESSAGE FORM
PRECEDENCE DATE/TIME/GROUP MESSAGES INSTRUCTION
“PP” 131130H JUN 2006 RDO/FAX
ROUTE INDICATOR CNR/SIG/ORIG/MO
FM: CG, 8ID, PA 8D6-18-12-06-06
TO: CG, PA
REF CLN RAD MSG FM CO, 19IB CNR 8D34A-01-04-06-06 AND GOLF TOURNAMENT ON
25 JUN 2006 DUBBED AS “1ST CG, 8ID GOLF TOURNAMENT” AT THE LEYTE GOLF CLUB
ORMOC CITY PD PER REF CMA H19IB IS THE OPR OF THE SAID TOURNAMENT AND
FURTHER REQUESTED TO SOLICITE THE AMOUNT OF TWENTY FIVE THOUSAND PESOS
FOR THE PROCUREMENT OF T-SHIRTS THAT WILL BE GIVEN TO ALL MEMBERS OF THE
TEAM STORM TROOPER AS UNIFORM AND TO SOME SELECTED PARTICIPANTS AS
GIVEAWAYS PD ITR CMA REQUEST TO SOLICITE ANY AMOUNT FM YOUR UNIT FOR
CONSOLIDATION OF THIS OFFICE PD FURTHER RQST WIRE FEEDBACK ATTN CLN OG1 PD
END
REFER TO PAGE DRAFTER SIGNATURE TEL
NR LTC FRED B SANTOS GSC (AGS) PA NR
OIC, G1 3601
CLASSIFIED NR OF RELEASING OFFICER SIGNATURE TEL
YES NO PAGES COL RUBEN C CLARITO GSC (INF) PA NR
CHIEF OF STAFF 3665
Classification of a radio
message:
Classified
Unclassified
Precedence of radio
message:
Category Flash (Z) – is
reserved for initial enemy
contact message or
operation combat
messages.
Category Immediate (O) – is
reserved for message
relative to situation which
gravely affect the security of
the national/allied forces.
Category Priority (P) – is
reserved for message which
requires expeditious action by
the addressee.
Category Routine (R) - is used
for all types of messages which
justify transmission is a rapid
means.
“PEN IS
MIGHTIER
THAN THE
SWORD”
anonymous
