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Introduction to Air Force Correspondence

Introduction to Air Force Correspondence. 1. Air Force Correspondence: don’t let it pin you down!. 2. Types of Air Force Correspondence. Official Memorandum The Personal Letter The Background Paper. 3. Types of Air Force Correspondence. The Talking/ Point Papers The Staff Summary Sheet

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Introduction to Air Force Correspondence

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  1. Introduction toAir Force Correspondence 1

  2. Air Force Correspondence:don’t let it pin you down! 2

  3. Types of Air Force Correspondence • Official Memorandum • The Personal Letter • The Background Paper 3

  4. Types of Air Force Correspondence • The Talking/ Point Papers • The Staff Summary Sheet • Electronic Mail 4

  5. The Official Memorandum • Definition: an in or out-of-house memorandum which can be used for taskings, policy etc., describing official business. //LETTERHEAD\\ 10 Sep 99 MEMORANDUM FOR 42d CS/CC FROM: AFOATS/CR SUBJECT: E-Mail Problems 1. It is important….. 2. …thanks for your consideration. Clint Cox, 1LT, USAF CS CAM 5

  6. The Personal Letter • Definition: an in or out-of-house informal letter usually conveying appreciation, thanks, condolences, or recommendations. //LETTERHEAD\\ 28 Aug 99 Officer Training School, Commander 50 Chennault Circle Maxwell AFB AL 36112-6417 Lt Col Gary P. Endersby Detachment 215 Indiana University Dear Gary . Wish you the best of luck in your Air Force career. Sincerely JIM DAY, Colonel, USAF Commander 6

  7. The Memorandum for Record • Definition: an in-house memo covering information that would otherwise not be recorded in writing. 28 Aug 99 MEMORANDUM FOR RECORD SUBJECT: Counseling of SrA Brown 1. SrA Brown has not…. CLINT COX CS CAM 7

  8. The Background Paper • Definition: an in or out-of-house staff paper that transmits previously contrived or completed concepts. BACKGROUND PAPER ON NEW SECOND LIEUTENANTS 1. The new 2d Lt is a devious creature…. 2. After several years of experience…. 3. Keep faith in the young, naive child…. Capt Day/OTS/CAM/3-6900/jjm/28 Aug 99 8

  9. The Talking Paper • Definition: an in or out-of-house quick reference or outline for an oral presentation. TALKING PAPER ON NEW AIR FORCE 2ND LIEUTENANTS - The new 2d Lt is a devious creature... -- Can also be cunning... - After several years of experience this... -- Keep faith in the young, naive child… Capt Bowles/OTS/CAM/3-6969/jjm/28 Aug 99 9

  10. The Point Paper • Definition: an in or out-of-house paper designed to be a brief outline for passingon information. POINT PAPER ON THE THREE-TOED SLOTH - A brown, long-haired ... -- Nocturnal... - Eats mainly plants... -- Looks much like a long-haired anteater Capt Bowles/OTS/CAM/3-6969/jjm/28 Aug 99 10

  11. The Staff Summary Sheet • Definition: a cover sheet that introduces, summarizes or obtains approval for a staff package LOOK AT THE EXAMPLE IN THE TONGUE AND QUILL. P. 169 (Jun 97) 11

  12. Electronic Mail (E-mail) • Definition: electronically transmitted correspondence often used to inform, task, or communicate. 12

  13. Scenarios 13

  14. Scenario 1 • Your boss wants you to informally, and as fast as possible, disseminate information that a Commander’s Call is scheduled for 1500 that day in the Conference room. • What format would you employ and why? 14

  15. Answer: E-Mail 15

  16. Scenario 2 • Your an Executive Officer and the Commander wants you to send out a formal letter to all squadron personnel notifying them of a policy change. • What format would you employ and why? 16

  17. Answer: Official Memorandum 17

  18. Scenario 3 • Your boss wants you to type a letter of appreciation to a local food service company for providing great barbecue at a recent squadron function. • What format would you employ and why? 18

  19. Answer: Personal Letter 19

  20. Scenario 4 • You have been working a project for several months now and it becomes a hot issue. Your Commander wants to know what your progress has been for the past two weeks. • What format would you employ and why? 20

  21. Answer: Background Paper 21

  22. Scenario 5 • You have just spoken with one of your troops about reporting to work on time. Everything seems to be resolved, but you want to jot down a post-counseling note and file it away in case the problem arises again. • What format would you employ and why? 22

  23. Answer: Memorandum for Record 23

  24. Scenario 6 • You are preparing to give a briefing and would like to put together a brief paper that you can glance down at during your speech. • What format would you employ and why? 24

  25. Answer: Talking Paper 25

  26. Scenario 7 • You have been tasked to send a safety information package to all base squadron commanders for review. All the commanders must sign-off on the package to ensure it has been reviewed. • What format would you employ and why? 26

  27. Answer: Staff Summary Sheet 27

  28. Scenario 8 • Your boss wants a brief fact sheet to pass on information about an issue. • What format would you employ and why? 28

  29. Answer: Point Paper 29

  30. Types of Correspondence • Official Memo • Personal Letter • Memo for Record • Background Paper • Talking/Point Paper • Staff Summary Sheet • Electronic Mail 30

  31. Know These Basics!Don’t Surrender To Your Written Correspondence! 31

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