Post on 24-May-2015
Military Style Correspondence
David R. Simonson, CAPT – CAP
References
CAPR 10-1
Administrative CommunicationsPREPARING AND PROCESSING CORRENSPONDENCE
AFMAN 33-326
USAF Manual
Communications and Information
Document Styles
• MILITARY LETTER
• Formal• Allows for changing
format• Uses understandable
terms
Document Styles
• MILITARY LETTER
• Formal• Allows for changing
format• Uses understandable
terms
• MEMORANDUM
• Less Formal• Format is standard and
numbered• May contain acronyms
and terms that are foreign to outsiders
Common Components
• Header – Identifies the Sending Agency
• Header – Identifies the Sending Agency
• Date / Symbol
Common Components
• Header – Identifies the Sending Agency
• Date / Symbol
• Introduction to Sender
Common Components
• Header – Identifies the Sending Agency
• Date / Symbol
• Introduction to Sender
• Introduction to Subject
Common Components
• Header – Identifies the Sending Agency
• Date / Symbol
• Introduction to Sender
• Introduction to Subject
• Body of Information
Common Components
• Header – Identifies the Sending Agency
• Date / Symbol
• Introduction to Sender
• Introduction to Subject
• Body of Information
• Closure
Common Components
• Header – Identifies the Sending Agency
• Date / Symbol
• Introduction to Sender
• Introduction to Subject
• Body of Information
• Closure
• Attachments / Disclosure / Distribution
Common Components
First, Choose a style
• MEMORANDUM • LETTER
HEADERS
TOHATCHI SENIOR SQUADRON
CIVIL AIR PATROL
UNITED STATES AIR FORCE AUXILIARY
MAILING ADDRESS OR PO BOX
MAIL CITY, ST 12345-6789
HEADERS
HEADQUARTERS
CIVIL AIR PATROL NEW MEXICO WING
UNITED STATES AIR FORCE AUXILIARY
MAILING ADDRESS OR PO BOX
MAIL CITY, ST 12345-6789
HEADERS
HEADQUARTERS
NEW MEXICO WING
CIVIL AIR PATROL
UNITED STATES AIR FORCE AUXILIARY
MAILING ADDRESS OR PO BOX
MAIL CITY, ST 12345-6789
HEADERS
HEADQUARTERS
NEW MEXICO WING
CIVIL AIR PATROL
UNITED STATES AIR FORCE AUXILIARY
MAILING ADDRESS OR PO BOX
MAIL CITY, ST 12345-6789
MEMORANDUMS
LETTERS
MEMORANDUMS:
Salutation
MEMORANDUM FOR: SVRA/CC
MEMORANDUM FOR: NM WING ADMINISTRATIONATTENTION: Corliss Grubert
MEMORANDUM FOR: THE NATIONAL COMMANDER SW REGION COMMANDER NM WING COMMANDER SEE DISTRIBUTION
MEMORANDUMS:
Sender and Subject
FROM: Joe E. Dogooder, LtCol TAWG/DOX 1000 First St. NW Anywhere TA, 00001-1010
(or)
FROM: John J. John, TAWG/DO
SUBJECT: IFR and Night Currency (date reference)
MEMORANDUMS:
Numbered Body
1. This is a numbered line. The numbered line may be usedas a reference later in the document
2. The left margin should always align based on the centerlineof the seal in the letterhead area.
3. The second and subsequent lines following the numberedline should be left-justified.
MEMORANDUMS:
Signature Element
DANIEL F. ESPINOSAMajor CAP
DANIEL F. ESPINOSAMajor CAPSquadron Commander
DANIEL F. ESPINOSA, Major, CAPDirector of Operations
MEMORANDUMS:
Addendum
Attachments:
1. NM Wing policy letter 99-3
2. CO Wing policy letter 98-1
Listing to contain Numbering like body.List below.
If only one, place besideand do not numbercc: Col Fake, SWR/CC
HEADERS
UNIT DESIGNATION
CIVIL AIR PATROL
UNITED STATES AIR FORCE AUXILIARY
MAILING ADDRESS OR PO BOX
MAIL CITY, ST 12345-6789
HEADERS
DEPARTMENT OR HEADQUARTERS
CIVIL AIR PATROL NEW MEXICO WING
UNITED STATES AIR FORCE AUXILIARY
MAILING ADDRESS OR PO BOX
MAIL CITY, ST 12345-6789
LETTERS:
Salutation
Col Thomas L Todd, CAPSW Region Commander1234 Anywhere PlLeft Turn, TX 98765
Dear Colonel Todd
LETTERS:
Salutation
Col Thomas L Todd, CAPSW Region Commander1234 Anywhere PlLeft Turn, TX 98765
Dear Colonel Todd
Abbreviation without punctuation
Full Address
Full Title in the salutation
LETTERS :
Sender, Subject, & Body
OMIT – DO NOT USE IN LETTERS
This is where Sgt DeHart’s english composition training pays off. Use an opening, complete a thought, introduce the next paragraph, and move on.
ONE SUBJECT PER DOCUMENT, PLEASE
Close by reviewing the subject matter.
LETTERS :
Indented Body
This is an indented paragraph. Each paragraph should begin with an indentation to call attention to the beginning of topic.
The indentation should be no greater than ½ inch. You May allow greater indentation if itemizing or listing within aParagraph, such as:
1. Making the topic into a checklist2. Calling attention to items of importance
LETTERS :
Close and Signature Element
Sincerely,
DANIEL F. ESPINOSA, Major, CAP
Always use sincerely
Indent right of center
Place 5 lines between close and name
LETTERS :
Addendum
Attachments:
1. NM Wing policy letter 99-3
2. CO Wing policy letter 98-1
Listing to contain Numbering like body.List below.
If only one, place besideand do not numbercc: Col. Fake, SWR/CC
Let’s Review what we’ve learned:
Memorandums have seals in the Upper Left corner…….
Letters do not.
Let’s Review what we’ve learned:
Memorandums are introduced with MEMORANDUM FOR: ALLCAPS/SYM
ATTENTION OF: Upper and Lowercase
Letters introduce with Title NameAddress
Dear ……
Let’s Review what we’ve learned:
Memorandums have a subject line
Letters introduce the subject in the first paragraph.
Let’s Review what we’ve learned:
Memorandums have a numbered body, aligned with thecenter of the seal.
Letters have indentations for each paragraph and more indentation for lists.
Let’s Review what we’ve learned:
Memorandums close with a signature only.
Letters close with Sincerely,
and then a signature block.
Air Force Manual 33-326
A 68 page manual from Nov 1999 which serves to illustrate the Air Force standard. This document might serve to clarify CAPR 10-1 until a suitable revision can be obtained.
Available electronically at http://afpubs.hq.af.mil
½” 5/8 “
HEADQUARTERS
CIVIL AIR PATROL
UNITED STATES AIR FORCE AUXILIARY
1Jan03
MEMORANDUM FOR USAF-CAP-SWR/LO
FROM: NM WING CAP/CC
SUBJECT: Sample Memorandum Format
Air Force Manual 33-326
½” 5/8 “
HEADQUARTERS
CIVIL AIR PATROL
UNITED STATES AIR FORCE AUXILIARY
PO BOX 12345, AIR FORCE BASE TX 54321
1Jan03
MEMORANDUM FOR USAF-CAP-SWR/LO
FROM: NM WING CAP/CC
SUBJECT: Sample Memorandum Format
Air Force Manual 33-326
Finis