MILITARY CORRESPONDENCE.ppt

Lecture for today

1. © 2009 MSG NESTOR M ALBOLOTE

2. © 2009 MSG NESTOR M ALBOLOTE
Military Correspondence
I.Definition
II.Characteristics of Military
Correspondence
III.Types of Letters and Usage
IV.Format Part and Spacing of Military
Subject to Letter
V.Other Military Correspondence and
Usage

3. © 2009 MSG NESTOR M ALBOLOTE

4. © 2009 MSG NESTOR M ALBOLOTE
A.Correspondence–is a written communication
that transmits information, ideas, & attitudes
from one person to another. It has two-fold
purpose: (1) to convey information & (2) to build
goodwill
B.Military Correspondence –is a written record
whereby the Armed Forces of the Philippines
transact most its business. It concerns almost
every subject & takes many forms but it is
compose mostly of letters, endorsements &
messages

5. © 2009 MSG NESTOR M ALBOLOTE

6. © 2009 MSG NESTOR M ALBOLOTE
A.Clear –language clarity denotes
easy understanding, words are
simple & common to reader
B.Concise –condense, short and
brief
C.Specific –complete, detailed and
direct to the point
D.Courteous–all letters whether
military or non military should
possess refinement of expression,
to be refined is to be courteous

7. © 2009 MSG NESTOR M ALBOLOTE
E.Progressive –forward, progression
language grows
F.Empathetic –emphatic, empathy
(putting oneself in another shoes,
looking at an idea)
G.Individual –quality reveals the friendly
character of writer who considers that
one reader is different from one another,
uniqueness
H.Correct–correct information, spelling
words, arranging words in utterance,
grouping them together

8. © 2009 MSG NESTOR M ALBOLOTE

9. © 2009 MSG NESTOR M ALBOLOTE
A.Military Letter –used for communication
between and/or among personnel of the
AFP
B.Non-Military Letter –used for
communication with civilian and private
entities

10. © 2009 MSG NESTOR M ALBOLOTE

11. © 2009 MSG NESTOR M ALBOLOTE
A.Format and Spacing -8x10 ½ inches
bond paper, only one side of sheet is used,
two carbon copies are prepared (for
original and one to be kept for
file).Exception to rule: when letter is sent
from an office not authorized to keep
records in w/c case both copies
accompany the original, one for the
recipient & the other for the 1
st
office
record
Sample: H E A D Q U A R T E R S.doc

12. © 2009 MSG NESTOR M ALBOLOTE
B.Abbreviation–allowed in conformity w/
AFP style manual or as generally
accepted. If the full name is used, the
abbreviated rank can be used. But, if only
the family name is used, the rank must be
spelled out.
EX. MSG JUAN M DELA CRUZ
MASTER SEARGENT DELA CRUZ

13. © 2009 MSG NESTOR M ALBOLOTE
C.Reference –publication must be specific
& fully identified
D.Page Numbering –1
st
page will not be
numbered, only succeeding pages
centered, one inch from the bottom page
& stand by itself
E.Dividing a paragraph –three or fewer
lines will not be divided between pages.
At least two lines of a divided paragraph
will appear in each page

14. © 2009 MSG NESTOR M ALBOLOTE
F.Complimentary Ending
1.Authority line (Command Line) –shown
when correspondence is signed for the
Commander. The same is omitted when
Commander himself signs the letter.
2.Signature–contains the typed name of the
officer, his rank & branch of service &his life.
The typewritten portion of signature begins
approximately one space to the right of the
center of the page, five lines below the
command line
Sample: H E A D Q U A R T E R S.doc

15. © 2009 MSG NESTOR M ALBOLOTE
F.Complimentary Ending
3.Enclosure –supplementary documents
that are with the communication to
provide additional information
4.Copy furnished to other offices –typed
immediately under separated by at least
one line from the listing of the enclosure.
Both will type beginning at the left margin
on the same line as that of the typed
signature
Sample: H E A D Q U A R T E R S.doc

16. © 2009 MSG NESTOR M ALBOLOTE
•In preparation of communication, it is a good
consideration to deal with style of your
Commander but without sacrificing the
characteristics of good military letter
•Communications are conveyed in utmost
courtesy & it is necessary for you to know
custom, tradition and policies
•As a general rule, addressed to
Commanders higher than the unit himself
must sign the originating unit. In his
absence, the officer occupying the office in
action capacity may sign the communication

17. © 2009 MSG NESTOR M ALBOLOTE
Margin rules normally consider
the ff. spaces:
1.Top-1st page (without printed letterhead),
type letterhead ¾ inch or 5
2.Top-2
nd
&succeeding pages, 1 ¼ inches
or 7 roller spaces from the top of the
paper
3.Left –1 ¼ inches or 15 bar spaces
4.Right –¾ inch or 7 bar spaces
5.Bottom –1 ¼ inches or 7 roller spaces
Sample: H E A D Q U A R T E R S.doc

18. © 2009 MSG NESTOR M ALBOLOTE
G.Parts
1.Heading –consist all materials above the
1
st
line of the body. These are the
letterhead, file reference, identifying
initials, dates, subject (content not
exceeding 10 words) channels, address
(in turn address, multiple addresses,
attention address)
2.Body -the message itself, the substance
of the typed letter. It is single space
except when it is less than nine lines
Sample: H E A D Q U A R T E R S.doc

19. © 2009 MSG NESTOR M ALBOLOTE
2.Body
a)Paragraphing –if only one paragraph, it
will not be numbered. Although
subparagraphs will be letter if there are 2
or more. When there are 2 or more
paragraphs, they will be numbered
consecutively.
b)Sub-paragraph must at least be two
c)Letters must designate first sub-division
d)Number in parenthesis must designate
second sub-division
e)Letters in parenthesis must delegate
further subdivisions

20. © 2009 MSG NESTOR M ALBOLOTE

21. © 2009 MSG NESTOR M ALBOLOTE
A.Disposition Form (Ordinary DF)
•May be used between agencies of the
Dept. of Nat’l Defense with the Chief of
Staff, AFP & vice versa except
correspondence for personal attention of
the Sec. of Nat’l Defense
•Also used within the Headquarters of
agency of the AFP
•It is not transmitted by GHQ agencies to
AFP field commands and units
•Field & unit commanders do not transmit
it to higher headquarters

22. © 2009 MSG NESTOR M ALBOLOTE
A.Disposition Form (Ordinary DF)
•It is employed in informal correspondence
among staff actions in the headquarters;
by staff sections of the headquarters with
corresponding or counterpart staff actions
of subordinate units, only when gathering
data for studies & reports &exercising
staff assistance in implementing
command directive or supervising the
execution of command directives

23. © 2009 MSG NESTOR M ALBOLOTE
A.Disposition Form (Ordinary DF)
•The Disposition Form is designed to
originate action, records, comments,
coordination or other action, make
recommendations to higher authority, i.e.
policy, opinion and trace action or check
or follow-up implementation of orders
Disposition Form.doc
B.Summary Disposition Form (SDF) –
called as Staff Disposition Form
purposely written to ask for an approval the
secure the signature of the Commander

24. © 2009 MSG NESTOR M ALBOLOTE
Paragraph content is written in capital
letters, underlines & followed by colon are
the ff:
1.Summary–include synopsis of
basic/request, a statement of the
problem, the facts or background of the
subject and/or concise discussion of
action take to include pertinent laws,
regulations or precedence.

25. © 2009 MSG NESTOR M ALBOLOTE
Paragraph content is written in capital
letters, underlines & followed by colon are
the ff:
2.Coordination–containssynopsisifthe
coordinationmadeparaphrasingthe
commentothestaffactionconcerned.
Whennocoordinationismadebecauseit
isnotnecessarythissectionwillbe
omittedandRECOMMENDATION portion
becomesthesecondaction,thatisthe
SUMMARYportion.

26. © 2009 MSG NESTOR M ALBOLOTE
Paragraph content is written in capital
letters, underlines &followed by colon are
the ff:
3.Recommendation–thiswillstateclearly
and conciselyspecificactions
recommended.
Sample:StaffDisposition.doc

27. © 2009 MSG NESTOR M ALBOLOTE
C.Endorsement–areplyforwardingstatement
addedtomilitaryletter,ascontrastedwitha
separatereply.Itbecomesanintegralpartofthe
correspondence&isnotwithdrawnfromthe
basiccommunicationtowhichtheyare
appended.
Ifthereisenoughspaceattheendoftheletter,the
endorsementiswrittenorbegunthere.Whenthe
spaceisnotsufficienttoincludetheaddress&at
leasttwolinesofthebody,endorsementwill
begunontheseparatesheetofplainbondpaper.
Itisnevertypeonthebackpage.Anoriginal
&normallytwocopiesofeachareprepared.

28. © 2009 MSG NESTOR M ALBOLOTE
D.PersonalActionForm–Thisisamulti-purpose
form(AFPAGOForm110)hasbeen
establishedforusethroughputtheAFPandfor
useinanyofthesidevarietyofroutine
personnelaction.PersonnelActionForm.doc
Thisformwillbeusedonthefollowingmanner.
1.Torequest,recommend,directorreportany
personnelactionforwhichtootherstandard
formortypeofcommunicationisrequiredand
wouldbebetter.
2.Tocommunicatebetweensectionsofa
headquartersaswellasbetweenallpartsofa
commanduptoandtoincludeGHQregular
correspondingchannels.

29. © 2009 MSG NESTOR M ALBOLOTE
E.Routing slip –used to speed up
transmittal of correspondence direct to
action section without using a DF or a
formal endorsement. It is used to forward
papers to &agency in the headquarters.
F.Memorandum–an enter-office
communication, the type of
correspondence responsible for important
things crosses one’s desk.

30. © 2009 MSG NESTOR M ALBOLOTE
G.AFP Message Form (Radio Message) –
intended for transmitting communication
through the AFP communication system.
The preparation of messages for
transmission by established means of
communication is authorized for use
within the AFP.

31. © 2009 MSG NESTOR M ALBOLOTE