MILITARY
CORRESPONDENCE
REFERENCES
AFPM 12-2, S-93
AFP Military Correspondence Handbook,
S-2009
LESSON 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
Definition of terms
Characteristics of correspondence
Types of correspondence
Usage, Formats and Procedures of formal
and informal correspondence
DEFINITION OF TERMS
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.
CHARACTERISTICS of
military correspondence
Accuracy – figures must be factual.
Brevity - must be brief
Clarity - denotes easy understanding, the
words are simple and common to the
reader.
Dignity - command respect and should
reflect authority
POLICIES Pertaining to
Communication
Direct Communication – are encourage on subject
matters concerning solely to activities of the Hqs.
Routing thru Channels – routing of
communications to offices expected to exercise
control, take action or be concerned with the
subject matter.
Prompt Reply
Revealing content – only those required such
information
POLICIES Pertaining to
Communication
One side of the paper
Two copies are prepared
Use of Colored Ink
TYPES of correspondence
• Formal Correspondence
Letter (Military and Non- Military)
• Informal Correspondence
Disposition Forms / Summary DF
Routing Slip
Radio Message/Fax message
TYPES of Correspondence
• Miscellaneous
Minutes of Conference
Staff Studies
Briefing Notes
After Conference Report
Memorandum
MILITARY LETTER (Subj-to-ltr)
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.
FEATURES of military letter
Style – Has 3 main elements:
Heading
Body
Complimentary ending
Stationary to be used – A4 size bond
paper, and only one side of sheet
FEATURES of military letter
Margin
Top with printed letterhead – ¾”
type letterhead – 1 ¼”
Left - 1 ¼”
Right – ¾”
Bottom – 1 ¼”
MAIN PARTS of military letter
Heading
Body– body itself
Complimentary Ending
Any Clarifications?
Review: (10 minutes)
Prepare a simple
correspondence to higher
Hqs endorsing your
personnel to take advance
career course for 1st training
cycle, 2013.
MAIN PARTS of military letter
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
MAIN PARTS of military letter
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 – to speed routing
name or by the use of an office symbol
HEADQUARTERS
TRAINING AND DOCTRINE COMMAND, PHILIPPINE ARMY
Camp O’Donnell, Sta Lucia, Capas, Tarlac
TRADOCA 12 March 2010
SUBJECT: Military Letter
TO: Addressee
1. The body is singled space, except when less than nine lines and no reply is anticipated, in
which case it may be doubled-spaced.
2. Double spacing is always used between paragraph.
a. When a letter consist of one paragraph , the paragraph should not be numbered.
b. Subparagraphs. When a paragraph is subdivided, there must be at least two of the
same subdivisions.
FOR THE COMMANDER:
ANTONIO B JUAN
Captain, (Inf) PA
Adjutant
Incl:
a/s
MAIN PARTS of military letter
Body
◦ Reference:
Publications- Para 3, SO 104, HPA dtd 1 Apr 09
Correspondence-Ltr Dir GHQ, AFP dtd Jul 78, Subj: Records Management
◦ Spacing – single/double spacing
◦ Dividing a Para
3 or fewer lines will not be divided between pages.
MAIN PARTS of military letter
Body – message itself
◦ Paragraph – numbered consecutively
Subparagraph: First subdivision (a, b,..)
Second subdivision (…1), 2),
…)
Further subdivision ( a), b)
….)
MAIN PARTS of military letter
Complimentary Ending
- Authority line - typed in capital letters and
abbreviation will not be used
Signature:
- Contents: Name is typed or printed in
capital letters. The grade, branch of service &
title.
- Block style
- Communication is signed by the
Commander or an individual authorized by him.
MAIN PARTS of military letter
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
Types of authority line
General officer:
◦ BY COMMAND OF GENERAL IBRADO:
◦ FOR THE COMMANDING GENERAL:
◦ FOR THE COMMANDER:
Colonel & below:
◦ BY ORDER OF LIEUTENANT COLONEL RAMOS:
◦ FOR THE COMMANDING OFFICER:
Types of authority line
Head of the section of staff:
◦ BY ORDER OF COLONEL CRUZ
◦ FOR THE STAFF JUDGE ADVOCATE
HEADQUARTERS
TRAINING AND DOCTRINE COMMAND, PHILIPPINE ARMY
Camp O’Donnell, Sta Lucia, Capas, Tarlac
TRADOCA 12 March 2010
SUBJECT: Military Letter
TO: Addressee
1. The body is singled space, except when less than nine lines and no reply is anticipated, in
which case it may be doubled-spaced.
2. Double spacing is always used between paragraph.
a. When a letter consist of one paragraph , the paragraph should not be numbered.
b. Subparagraphs. When a paragraph is subdivided, there must be at least two of the
same subdivisions.
FOR THE COMMANDER:
ANTONIO B JUAN
Captain, (Inf) PA
Adjutant
Incl:
a/s
Updates
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
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DISPOSITION FORM
Generally used within headquarters or
staff/agency in the AFP
between elements of an organization
PURPOSES
To give instruction.
To transmit the orders, policy, advice of
information
To request action, instruction, policy, opinion.
To trace action of check or follow-up
implementation of orders
To record comment, coordination and
recommendations including a brief summary
when action recommended is prepared for
approval and signature of a higher commander.
(DF Sample Format)
INFORMATIVE DISPOSITION
FORM (DF)
-staff
communication used to inform and appreciate the
message contained in the DF by the adresse.
Body
1. First Paragraph – reference to the basic request or
directive, reason why the DF is made
2. Succeeding Paragraph – will contain clear and
concise information regarding pertinent action or
actions taken
3. Last Paragraph – will contain the phrase “For the
information and appreciation of the
CSAFP/TDCSAFP”
SUMMARY DF
staff paper used to secure the
commander’s approval of recommended
actions.
reflects completed staff work
must contain all the data (who, what,
where, when, why and how) needed by
the commander in making his decision
BODY of SDF
Summary
A synopsis of the basic request;
A statement of the problem;
The facts or background of the subject;
and/or
A concise discussion of action taken to
include pertinent laws; regulations or
precedents.
BODY of SDF
Coordination
A synopsis of the coordination made by
paraphrasing the comments of the Staff
concerned.
This action will be omitted when no
coordination is made (because it is not
necessary), and the RECOMMENDATION
becomes the second section.
BODY of SDF
Recommendation
State clearly and concisely the specific
action or actions recommended.
Alternative recommendations are not
made.
The recommendation should NOT be
stated as: “Approval of paragraph…”
(DF Sample Format)
SUMMARY
Definition of terms
Characteristics of correspondence
Types of correspondence
Military Subject-to-Letter (STL)
DF/SDF
Non-military letter
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THANK YOU
AND
GOOD DAY !
