Basic- Military- Correspondence- Module PDF

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BASIC MILITARY CORRESPONDENCEINTRODUCTION TO MILITARY CORRESPONDENCEThe most important aspect in correspondence is to convey the message to the receiver or reader in a conversational manner. (Correspondence is one way of documenting actions and ideas of people identified with the communication). DEF...

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BASIC MILITARY CORRESPONDENCE

INTRODUCTION TO MILITARY CORRESPONDENCE The most important aspect in correspondence is to convey the message to the receiver or reader in a conversational manner. (Correspondence is one way of documenting actions and ideas of people identified with the communication). DEFINITION OF TERMS: 1. Correspondence - is a written communication which conveys information and ideas to the reader or addressee. In this process, rapport is established between the writer and the reader. 2. Military Correspondence - a military communication that concerns almost every subject composed mostly of letters, endorsements and messages. CHARACTERISTICS OF CORRESPONDENCE: 1. Accuracy - Information cited in a letter must be factual. The sincerity of the purpose is based on the statement of true facts. 2. Brevity - Letter must be brief, (kept short as possible but must contain important details prepared in logical order) leaving no doubt/question for the mind to imagine. 3. Clarity - (denotes easy understanding, the words are simple and common to the reader.) Lengthy correspondence confuses and makes the writer, as well as the reader, to lose track of the substance of the letter. At times, it is too short or telegraphic that the idea being conveyed is not well understood. 4. Dignity - Written communications must command respect and should reflect authority. It is wise to let the reader picture a pleasant, cheerful, helpful and courteous writer. MEANS OF COMMUNICATIONS: 1. Personal contact or through telecommunications, electronic mail, SMS, MMS & facsimile, digital and social communications such as: Viber, Messenger, Skype, WhatsApp, and other means of communications. 2. Official written communication is more preferable than electronic means such as STLs, SDFs, DFs, Radio Message, Written Report formats, Military, Civilian, Endorsement Letters and Memoranda. 3. Direct Communication with Headquarters of Major Services, Major Commands or separate units are encouraged to communicate directly with offices/units of the General Headquarters, AFP on subject matters concerning solely of activities of the headquarters. 4. Routing Through Channels - It is the routing of communication through commands, units or offices expected to exercise control, act or be concerned with the subject matter. 5. Prompt Reply - A communication should be answered promptly. In the case of unusual delay, an acknowledgement should be made to include the date when the reply was forwarded. Whenever the answer appears to be unduly delayed, the office origin initiates a communication inquiry (TRACER). A tracer includes a duplicate of the original letter with the word “TRACER” prominently shown as well as a brief statement of the required action and the date of transmittal.

TYPES OF CORRESPONDENCE: 1. Formal Correspondence letter and endorsement 2. Informal Correspondence

Disposition Form, Routing Slip, Radio message 3. Miscellaneous Forms Conference minutes, Briefing notes/kits, After conference report, memorandum

FORMAL CORRESPONDENCE 1. MILITARY LETTER (SUBJECT-TO-LETTER) a. DEFINITION The 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. As much as practicable, the body should be short enough to fit the two (2) pages. b. USAGE It is used for the correspondence with the Major Services as well as the AFPWSSUs/UCs. c. STYLE It is dignified, direct and accurate; the tone is formal and courteous; nicknames are avoided. d. SIZE OF THE PAPER A4 (8.27”x11.69”) e. FONT & FONT SIZE Arial, 12 f. MARGIN Top – 0.75 inch from the top edge of the paper. Top – (second page) 1.25 inch from the top edge of the paper. Left – 1.25 inch Right – 0.75 inch Bottom – 1.25 inch g. PLACEMENT 1) Heading and address – upper third of the sheet of paper 2) Body of the Letter – lower two-thirds of the sheet 3) Complimentary Ending – it follows the body of the letter h. THREE MAIN ELEME NTS OF A LETTER 1) HEADING – All of the materials/information above the first line of the body comprise the heading. a) Letterhead/Office of Origin - Normally consists of three (3) lines: GENERAL HEADQUARTERS, ARMED FORCES OF THE PHILIPPINES is written in capital letters; name of the initiating Command, Office, installation or unit; and address of the initiating organization. b) File Reference - Placed on the left margin, two (2) spaces below the letterhead in line with the date. It consists of the originating office (Example: OTAG/AFPRD). c) Date - The date should follow the day, month and year format. Abbreviation is not authorized. When stamps are used, the date is not entered until the letter is signed. d) Subject - It should be written in a few words, and as much as possible, not to exceed ten (10) words, written in bold text, and typed two (2) spaces below the file reference. When the subject extends to two (2) lines, the second line is blocked under the first letter of the first word. e) Channels - THRU and TO begin on the fourth line below the preceding item. It is used when the correspondence is routed through an intermediate command, unit or office. f) Address of the recipient - Placed at left margin on the fourth line below the last word of the subject. It is addressed to the Commanding General/Commander/Commanding Officer or Head/Chief of Office.

g) Attention address - To speed routing, correspondence may be addressed to the individual either by reference to his/her name or by the use of an office designation. It is written in bold text.

Examples: TO:

Commanding General, PA Fort Andres Bonifacio Metro Manila Attn: Assistant Chief of Staff for Personnel, G1

TO:

Commanding General, PA Fort Andres Bonifacio Metro Manila Attn: MAJ SHIRLEY N BAUTISTA PA

2) BODY – The message itself, the substance of the letter. Written in single-spacing, except when less than nine (9) lines where double-spacing is used. The first line of the body of the letter begins on the fifth line below the address. a) References - It must be specific and fully identified. It should be arranged based on the order of hierarchy of importance, if the references are the same, it will be based from the most recent published policies. Example 1: (according to importance) a. 1987 Constitution. b. Republic Act 9225 dtd 28 July 2003. c. Presidential Decree 1638 dtd 10 September 1979. d. Executive Order 264 dtd 25 July 1987. e. AFP Regulations 200-054 dtd 22 September 2014. b) Date/Time - Prepared communications to be sent within the Philippines, need NOT indicate the letter “H” in writing a specified time. “H” does not represents “Hours”, but the Time Zone Designation (GMT+8) of the Philippines. However, when sending communications outside the Philippines, “H” should be indicated. Ex: 100900 January 2017 (within the Philippines) 100900H January 2017 (outside the Philippines) c) Paragraphing/Numbering - For purposes of uniformity, the manuscript or texts should adopt the following numbering style as universally accepted format. When there are two or more paragraphs, they will be numbered consecutively and its sub-paragraphs will be lettered. When a letter consists of only one paragraph it will not be numbered, however, if there will be sub-paragraphs, the sub-paragraphs will be lettered. Paragraphs with subdivisions are illustrated in this manner: 1. …… 2. …….. a. ……… b. …….. 1) …….. 2) ….

a) …………..

b) …. d) Abbreviations - a military letter allows abbreviations which are generally accepted in the AFP. They are generally written without spacing or periods. If the full name is used, the abbreviated rank is permissible (COL FRANCISCO A GARCIA); if family name only, the rank is spelled out (COLONEL GARCIA). The rank of a COMMODORE or that of a full-pledged GENERAL is not abbreviated. 3) COMPLIMENTARY ENDING – This refers to the information located below the last paragraph of the body. a) Command or Authority Line - It is typed in capital and bold letters, which begins at the second line below the first letter of the first word of the last line or sentence. Abbreviations are not used. An authority line will be shown when the correspondence is signed for the Commander or Head of a Command or Office by an individual authorized to do so. This reflects the fact that the communication is an expression of the will of the Commander or Head of Office. This line is omitted when the correspondence has the personal signature of the Head of the Command or Office.

ADDITIONAL GUIDELINES: 1) Use of one (1) side of the paper - except when using prescribed forms or reproduced materials. 2) One (1) original and one (1) duplicate are prepared. The duplicate serves as the receiving and file copy of the originating office. 3) Prescribed Ink Color – a standard black ink (settings) of the printer shall be used in official communications. 4) As a matter of preference, all correspondence (civilian or military letters) with the CSAFP, VCSAFP & TDCSAFP as signatories shall be in “inverted pyramid” or “bottom line upfront”. The concern, recommendation or action shall be stated first before giving any background on the matter.

2. NON-MILITARY LETTER (CIVILIAN LETTER) a. DEFINITION Differs from a military letter in terms of phraseology, paragraphing, abbreviations, and form. Its paragraphs are not numbered or lettered and it does not encourage abbreviations. b. USAGE Outside the AFP. c. STYLE Dignified, direct and accurate; the tone is formal and courteous; nicknames are avoided. It is written in semi-block style. d. SIZE OF THE PAPER: A4 (8.27”x11.69”) e. FONT & FONT SIZE: Bookman Old Style, 12 for the letters to SND and President of the Philippines. Arial, 12 for all other civilian letters. f. MARGIN: Top – 0.75 inch from the top edge of the paper. Top – (second page) 1.25 inch from the top edge of the paper. Left – 1.25 inch Right – 0.75 inch Bottom – 1.25 inch g. PLACEMENT: Heading and address – upper third of the sheet of paper Body of the Letter – lower two-thirds of the sheet Complimentary Ending – it follows the body of the letter h. THREE MAIN ELEMENTS OF A NON-MILITARY LETTER: 1) HEADING – All of the materials/information above the first line of the body. a) Letterhead/Office of Origin - Normally consists of three lines: GENERAL HEADQUARTERS, ARMED FORCES OF THE PHILIPPINES is written in capital letters; name of the initiating command, office, installation or unit; and address of the initiating organization. b) Date - Follow the month/day/year format. In civilian letter, the month is never abbreviated and always with a comma between the day and the year. c) Inside Address – The addressee’s name fully written and always followed by a courtesy title, except in the case of M.D., Ph.D., and others. The first line shows the addressee’s name and designation. The second line is the name of the company of the addressee and the third line is the address of the company. MRS. AILEEN P. CUMLAT Operations Manager Department of Trade and Industry Araneta Center, Cubao d) Attention Line – This is used to speed up handling of the letter especially when it is addressed to a company or to a particular department of a company or to an individual aside from the addressee. It is written one (1) TAB indent just below the inside address and two (2) spaces above the salutation. e) Salutation – It greets the reader and the greeting may be formal or informal or cordial or personal. 2) BODY – The message itself, the substance of the letter. 3) COMPLIMENTARY CLOSE – Usually followed by a comma and written one (1) space below the last line of the message. 4) SIGNATURE - Contains the first name, middle initial and family name of the sender, including the rank and branch of service.

3. ENDORSEMENT LETTER: a. DEFINITION A reply or a forwarding statement added to a military letter. It is a communication within a communication. It becomes an integral part of correspondence and not withdrawn from the basic communication to which it is appended. Endorsements show facts relative to a definite case stated in the basic letter. As to content, an endorsement is meant to furnish information, comment or recommendation on the matter at hand. If there is enough space at the end of a letter, the endorsement is written or begun there. When the space is not sufficient to include the address and at least two (2) lines of the body, the endorsement is started on a separate sheet of plain bond paper. It should not be typed on the back of the page. Left and right margins are the same as those of the military letter. Endorsements are numbered consecutively (e.g. 1st Endorsement). b. USAGE: When required as a prescribed format or by the addressee, otherwise, the correspondence would take the form of a civilian letter or military letter whichever is appropriate. c. SIZE OF THE PAPER A4 (8.27”x11.69”) d. FONT & FONT SIZE: Arial/12 e. MARGIN: Top – 0.75 inch from the top edge of the paper. Top – (second page) 1.25 inch from the top edge of the paper. Left – 1.25 inch Right – 0.75 inch Bottom – 1.25 inch f. ELEMENTS OF ENDORSEMENT LETTER:

1) HEADING

a) Number – This is placed in the center of the page, on the same line as the first line of the file reference. b) File Reference - The first line of the file reference begins at the left margin on the line below the suspense date. If no suspense date is used, it begins on the third line below the close of preceding material or 1.25 inches from the top of the page. c) Identification of writer - The bold initials of the writer followed by initials of the typist are placed at the right margin on the same line as the endorsement number on all copies or on file copies only. The telephone number of the writer maybe added. d) Subject - The subject is placed right below the first line starting on the left hand margin. If the endorsement begins on a new page, the subject begins at the left margin of the line following directly below the file reference and appears only once on a page. It is written in bold text. e) Designation of Originating Office - The official designation and address of the headquarters or office from which the endorsement is dispatched, begin at the left margin separated two spaces from the preceding material. Continuation lines follow the block style beginning under the first letter of the designation of the originating office. Authorized abbreviations may be used. f) Date - The date of the endorsement is placed on the same line as the official designation and address of the headquarters from which the correspondence is dispatched. g) Designation of Addressee - The official designation and address of the recipient is preceded by word “TO” which begins at the left margin on the second line below the headquarters of origin and date, or “THRU” address, if used. When a complete address requiring more than one line is used, the first letter of the second and any succeeding line appears under the first letter of the addressee. Brief Address may be used, when appropriate. An “ATTENTION” line follow the block style beginning under the first letter of recipients’ designation. 2) BODY - The body of an endorsement are prepared in the same way as the military letter. Its body begins on the second line below the heading. 3) COMPLIMENTARY CLOSE - The complimentary close of an endorsement letter is prepared in the same way as the military letter. It begins on the second line below the body. a) The command or authority line is typed in capitals and begins on the second line below the last paragraph of the endorsement, directly under the first letter of the preceding major paragraph. Abbreviations are never used; b) The typewritten signatures begin with five (5) lines below the command or authority line. It is not placed alone on a page; and c) Enclosure notations begin at the left margin and on the same line as the first line of the typewritten signature, as in military letter. g. CONTINUATION PAGES - For continuation pages, if any, the file reference endorsement number, date and subject are written, beginning at the left margin 1.25 inches from the top of the page. The endorsement number is centered on the page, in line with file reference and date. The subject is written directly below the file reference. The rules pertaining of dividing materials between pages in military letter shall apply. h. PLACEMENT 1) The first line (such as s-25 Mar 78) begins 0.5 inch below the last written part of the basic letter of previous endorsement; 2) The first line of separate sheet begins 1.25 inches from the top; 3) The designation and address of the headquarters begins at the left margin, two (2) spaces below the file date or other identifying matter. If more than one (1) line is needed the second and succeeding lines are blocked from the left margin; 4) The word “TO” will be placed three (3) spaces below the headquarters line, beginning at the left...