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Military Style Correspondence

Military Style Correspondence. David R. Simonson, CAPT – CAP. References. CAPR 10-1 Administrative Communications PREPARING AND PROCESSING CORRENSPONDENCE AFMAN 33-326 USAF Manual Communications and Information. MILITARY LETTER Formal Allows for changing format

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Military Style Correspondence

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  1. Military Style Correspondence David R. Simonson, CAPT – CAP

  2. References CAPR 10-1 Administrative Communications PREPARING AND PROCESSING CORRENSPONDENCE AFMAN 33-326 USAF Manual Communications and Information

  3. MILITARY LETTER Formal Allows for changing format Uses understandable terms Document Styles

  4. 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 Document Styles

  5. Common Components • Header – Identifies the Sending Agency

  6. Common Components • Header – Identifies the Sending Agency • Date / Symbol

  7. Common Components • Header – Identifies the Sending Agency • Date / Symbol • Introduction to Sender

  8. Common Components • Header – Identifies the Sending Agency • Date / Symbol • Introduction to Sender • Introduction to Subject

  9. Common Components • Header – Identifies the Sending Agency • Date / Symbol • Introduction to Sender • Introduction to Subject • Body of Information

  10. Common Components • Header – Identifies the Sending Agency • Date / Symbol • Introduction to Sender • Introduction to Subject • Body of Information • Closure

  11. Common Components • Header – Identifies the Sending Agency • Date / Symbol • Introduction to Sender • Introduction to Subject • Body of Information • Closure • Attachments / Disclosure / Distribution

  12. MEMORANDUM LETTER First, Choose a style

  13. HEADERS TOHATCHI SENIOR SQUADRON CIVIL AIR PATROL UNITED STATES AIR FORCE AUXILIARY MAILING ADDRESS OR PO BOX MAIL CITY, ST 12345-6789

  14. HEADERS HEADQUARTERS CIVIL AIR PATROL NEW MEXICO WING UNITED STATES AIR FORCE AUXILIARY MAILING ADDRESS OR PO BOX MAIL CITY, ST 12345-6789

  15. HEADERS HEADQUARTERS NEW MEXICO WING CIVIL AIR PATROL UNITED STATES AIR FORCE AUXILIARY MAILING ADDRESS OR PO BOX MAIL CITY, ST 12345-6789

  16. HEADERS HEADQUARTERS NEW MEXICO WING CIVIL AIR PATROL UNITED STATES AIR FORCE AUXILIARY MAILING ADDRESS OR PO BOX MAIL CITY, ST 12345-6789

  17. MEMORANDUMS

  18. LETTERS

  19. MEMORANDUMS: Salutation MEMORANDUM FOR: SVRA/CC MEMORANDUM FOR: NM WING ADMINISTRATION ATTENTION: Corliss Grubert MEMORANDUM FOR: THE NATIONAL COMMANDER SW REGION COMMANDER NM WING COMMANDER SEE DISTRIBUTION

  20. 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)

  21. MEMORANDUMS: Numbered Body 1. This is a numbered line. The numbered line may be used as a reference later in the document 2. The left margin should always align based on the centerline of the seal in the letterhead area. 3. The second and subsequent lines following the numbered line should be left-justified.

  22. MEMORANDUMS: Signature Element DANIEL F. ESPINOSA Major CAP DANIEL F. ESPINOSA Major CAP Squadron Commander DANIEL F. ESPINOSA, Major, CAP Director of Operations

  23. MEMORANDUMS: Addendum • Attachments: • NM Wing policy letter 99-3 • CO Wing policy letter 98-1 Listing to contain Numbering like body. List below. If only one, place beside and do not number cc: Col Fake, SWR/CC

  24. HEADERS UNIT DESIGNATION CIVIL AIR PATROL UNITED STATES AIR FORCE AUXILIARY MAILING ADDRESS OR PO BOX MAIL CITY, ST 12345-6789

  25. 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

  26. LETTERS: Salutation Col Thomas L Todd, CAP SW Region Commander 1234 Anywhere Pl Left Turn, TX 98765 Dear Colonel Todd

  27. LETTERS: Salutation Col Thomas L Todd, CAP SW Region Commander 1234 Anywhere Pl Left Turn, TX 98765 Dear Colonel Todd Abbreviation without punctuation Full Address Full Title in the salutation

  28. 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.

  29. 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 a Paragraph, such as: 1. Making the topic into a checklist 2. Calling attention to items of importance

  30. 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

  31. LETTERS : Addendum • Attachments: • NM Wing policy letter 99-3 • CO Wing policy letter 98-1 Listing to contain Numbering like body. List below. If only one, place beside and do not number cc: Col. Fake, SWR/CC

  32. Let’s Review what we’ve learned: Memorandums have seals in the Upper Left corner……. Letters do not.

  33. Let’s Review what we’ve learned: Memorandums are introduced with MEMORANDUM FOR: ALLCAPS/SYM ATTENTION OF: Upper and Lowercase Letters introduce with Title Name Address Dear ……

  34. Let’s Review what we’ve learned: Memorandums have a subject line Letters introduce the subject in the first paragraph.

  35. Let’s Review what we’ve learned: Memorandums have a numbered body, aligned with the center of the seal. Letters have indentations for each paragraph and more indentation for lists.

  36. Let’s Review what we’ve learned: Memorandums close with a signature only. Letters close with Sincerely, and then a signature block.

  37. 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

  38. Air Force Manual 33-326 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

  39. 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

  40. Finis

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