Military style correspondence

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


• Date / Symbol

Common Components


• Date / Symbol

• Introduction to Sender

Common Components


• Date / Symbol


• Introduction to Subject

Common Components


• Date / Symbol



• Body of Information

Common Components


• Date / Symbol




• Closure

Common Components


• Date / Symbol




• 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




HEADERS

HEADQUARTERS

NEW MEXICO WING

CIVIL AIR PATROL




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




HEADERS

DEPARTMENT OR HEADQUARTERS

CIVIL AIR PATROL NEW MEXICO WING




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.


Memorandums are introduced with MEMORANDUM FOR: ALLCAPS/SYM

ATTENTION OF: Upper and Lowercase

Letters introduce with Title NameAddress

Dear ……


Memorandums have a subject line

Letters introduce the subject in the first paragraph.


Memorandums have a numbered body, aligned with thecenter of the seal.

Letters have indentations for each paragraph and more indentation for lists.


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


1Jan03

MEMORANDUM FOR USAF-CAP-SWR/LO

FROM: NM WING CAP/CC

SUBJECT: Sample Memorandum Format


½” 5/8 “

HEADQUARTERS

CIVIL AIR PATROL


PO BOX 12345, AIR FORCE BASE TX 54321

1Jan03

MEMORANDUM FOR USAF-CAP-SWR/LO

FROM: NM WING CAP/CC

SUBJECT: Sample Memorandum Format


Military style correspondence

Education

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