# Presentation: 708235

## 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

## Document Styles

- MILITARY LETTER
- Formal
- Allows for changing format
- Uses understandable terms

## Document Styles

- 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

## Common Components

- Header – Identifies the Sending Agency

## Header – Identifies the Sending Agency
Date / Symbol

- Date / Symbol

- Common Components

## Header – Identifies the Sending Agency
Date / Symbol
Introduction to Sender

- Date / Symbol
- Introduction to Sender

- Common Components

## Header – Identifies the Sending Agency
Date / Symbol
Introduction to Sender
Introduction to Subject

- Date / Symbol
- Introduction to Sender
- Introduction to Subject

- Common Components

## Header – Identifies the Sending Agency
Date / Symbol
Introduction to Sender
Introduction to Subject
Body of Information

- Date / Symbol
- Introduction to Sender
- Introduction to Subject
- Body of Information

- Common Components

## Header – Identifies the Sending Agency
Date / Symbol
Introduction to Sender
Introduction to Subject
Body of Information
Closure

- Date / Symbol
- Introduction to Sender
- Introduction to Subject
- Body of Information
- Closure

- Common Components

## Header – Identifies the Sending Agency
Date / Symbol
Introduction to Sender
Introduction to Subject
Body of Information
Closure
Attachments / Disclosure / Distribution

- Date / Symbol
- Introduction to Sender
- Introduction to Subject
- Body of Information
- Closure
- Attachments / Disclosure / Distribution

- Common Components

## First, Choose a style

- MEMORANDUM

- LETTER

## HEADERS

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

## HEADERS

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

## HEADERS

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

## HEADERS

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

## MEMORANDUMS

## LETTERS

## MEMORANDUMS:

**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

## MEMORANDUMS:

**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)

## MEMORANDUMS:

**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.

## MEMORANDUMS:

**MEMORANDUMS:**
***Signature Element***

- DANIEL F. ESPINOSA
- Major		       CAP

- DANIEL F. ESPINOSA
- Major		       CAP
- Squadron Commander

- DANIEL F. ESPINOSA, Major, CAP
- Director of Operations

## MEMORANDUMS:

**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

## HEADERS

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

## 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

## LETTERS:

**LETTERS:**
***Salutation***

- Col Thomas L Todd, CAP
- SW Region Commander
- 1234 Anywhere Pl
- Left Turn, TX  98765
- Dear Colonel Todd

## LETTERS:

**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

## LETTERS :

**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.

## LETTERS :

**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 1⁄2 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

## LETTERS :

**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

## LETTERS :

**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

## Let’s Review what we’ve learned:

- Memorandums have seals in the Upper Left corner.......
- Letters do not.

## 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 ......

## Let’s Review what we’ve learned:

- Memorandums have a subject line
- Letters introduce the subject in the first paragraph.

## 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.

## Let’s Review what we’ve learned:

- Memorandums close with a signature only.
- Letters close with Sincerely,
- 			and then a signature block.

## 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

## Air Force Manual 33-326

- 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

## Air Force Manual 33-326

**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

## Finis