AR 25-50: Correspondence and Formatting Guidelines for U.S. Army Personnel, Lecture notes of Acting

Download AR 25-50: Correspondence and Formatting Guidelines for U.S. Army Personnel and more Lecture notes Acting in PDF only on Docsity! Army Regulation 25–50 Information Management: Records Management Preparing and Managing Correspondence Headquarters Department of the Army Washington, DC 17 May 2013 UNCLASSIFED SUMMARY of CHANGE AR 25–50 Preparing and Managing Correspondence This administrative revision, dated 6 July 2015-- o Makes administrative changes to paragraph text (paras 3-6c, 6-5c, and 6- 5c(8)). o Makes administrative changes to table text (table C-4). o Makes administrative changes to figures (figs 3-1 and D-7). o Removes acronym “standing operating procedure” from the abbreviations section (glossary). This major revision, dated 17 May 2013-- o Transfers proponency for the Army’s correspondence program from the Deputy Chief of Staff, G-1 to the Administrative Assistant to the Secretary of the Army (para 1-4a). o Allows for the use of Army Knowledge Online and Defense Knowledge Online instant messaging for organizational and individual information transfer (para 1-7e). o Adds policy to capitalize “Soldier” for internal Army correspondence (para 1- 13a). o Adds policy to capitalize “Family” for internal Army correspondence (para 1- 13b). o Adds policy to capitalize “Civilian” for internal Army correspondence when referring to U.S. Department of the Army civilians and used in conjunction with Soldier and/or Family (para 1-13c). o Changes preferred font to Arial, point size 12 (paras 1-17a and 1-17b). o Allows for the use of courtesy copy on letters (para 1-19d). o Adds reference to Public Law 111-274 (Plain Writing Act of 2010) (paras 1-10 and 1-36a). o Allows for the optional use of Army Records Information Management System record numbers after the office symbol on Army correspondence (para 2-4a(2)). o Revises policy on reducing cost and expediting distribution of official mail (chap 5). o Standardizes signature blocks for all retired military personnel (para 6-6). o Makes administrative changes (throughout). Contents—Continued Format • 3–6, page 32 Chapter 4 Listing Enclosures, Placing Tabs, and Assembling Correspondence, page 40 General • 4–1, page 40 Enclosures • 4–2, page 40 Tabbing enclosures • 4–3, page 41 Tabbing correspondence packages • 4–4, page 41 Chapter 5 Processing Correspondence and Official Mail, page 43 Section I Cost Reduction Methods, page 43 Reducing mail costs • 5–1, page 43 Disseminating correspondence via messenger envelopes • 5–2, page 43 Section II Envelopes, page 43 Size • 5–3, page 43 Folding and fastening • 5–4, page 43 Preparing envelopes for mailing • 5–5, page 43 Address locations on larger than letter-sized (flat) mail • 5–6, page 44 Section III Addressing Mail, page 44 Delivery address • 5–7, page 44 Return address • 5–8, page 45 Addressing • 5–9, page 45 Address format • 5–10, page 45 Address content • 5–11, page 46 “To the Commander of _____” • 5–12, page 47 Chapter 6 Preparing Authority Lines, Signatures, and Signature Blocks, page 48 Section I Delegation of Authority, page 48 Delegation of signature authority • 6–1, page 48 Delegation of authority line • 6–2, page 48 Section II Signatures and Signature Blocks, page 49 Signatures • 6–3, page 49 Signature block • 6–4, page 49 Personnel on active duty • 6–5, page 51 Retired military personnel • 6–6, page 52 Army Reserve personnel not on active duty • 6–7, page 52 Civilian personnel and contract surgeons • 6–8, page 52 Signatures of subordinates • 6–9, page 52 Auto-pen signature • 6–10, page 52 Addressing retired military • 6–11, page 53 Chapter 7 Using Prescribed Forms and Labels, page 53 General • 7–1, page 53 iiiAR 25–50 • 17 May 2013 Contents—Continued Routing and transmittal slips • 7–2, page 53 Department of the Army Form 5 • 7–3, page 53 Department of the Army Form 200 • 7–4, page 53 Department of the Army Form 209 • 7–5, page 53 Department of the Army Label 87 • 7–6, page 53 Department of the Army Label 113 • 7–7, page 53 Department of the Army Label 115 • 7–8, page 53 Optional Form 65–B • 7–9, page 54 Optional Form 65–C • 7–10, page 54 Chapter 8 Marking Classified Correspondence, page 54 General authority • 8–1, page 54 Guidance on markings • 8–2, page 54 Cover sheets • 8–3, page 54 Appendixes A. References, page 64 B. Titles and Protocol Sequence, page 66 C. Forms of Address, Salutation, and Complimentary Close, page 68 D. Model Authority Lines and Signature Blocks, page 84 E. Preparing Mass Mailings, page 93 F. Internal Control Evaluation, page 94 Table List Table 5–1: Address format, page 44 Table 5–2: Optional line, page 44 Table 5–3: Delivery address line, page 44 Table 5–4: Foreign mail, page 45 Table 5–5: Return address, page 45 Table 5–6: Completeness and accuracy, page 46 Table 5–7: USPS two-letter State or territory abbreviations, page 46 Table 5–8: Example of “To the Commander of ____________”, page 48 Table 6–1: Grade abbreviations, page 50 Table 6–2: Branch title abbreviations, page 50 Table C–1: The Executive Branch, page 69 Table C–2: The Congress and legislative agencies, page 71 Table C–3: The Judiciary, page 73 Table C–4: Military personnel, page 74 Table C–5: State and Government officials, page 77 Table C–6: Ecclesiastical officials, page 79 Table C–7: Private citizens, page 81 Table C–8: Corporations, companies, and federations, page 82 Table C–9: Foreign government officials, page 82 Table C–10: International organizations, page 82 Table C–11: Addressing former officials, page 84 Figure List Figure 2–1: Using and preparing a memorandum, page 10 Figure 2–2: Preparing a memorandum with a suspense date, page 11 Figure 2–2: Preparing a memorandum with a suspense date (continued), page 12 Figure 2–3: Addressing a single-address Headquarters, Department of the Army memorandum, page 13 iv AR 25–50 • 17 May 2013 Contents—Continued Figure 2–4: Addressing a single-address Army service component command memorandum, page 14 Figure 2–5: Addressing a multiple-address memorandum for Headquarters, Department of the Army agencies using full titles and addresses, page 15 Figure 2–6: Addressing a multiple-address memorandum for Headquarters, Department of the Army agencies using office symbols, page 16 Figure 2–7: Addressing an Army command multiple-address memorandum, page 17 Figure 2–8: Preparing a SEE DISTRIBUTION addressed memorandum, page 18 Figure 2–8: Preparing a SEE DISTRIBUTION addressed memorandum (continued), page 19 Figure 2–9: Preparing a DISTRIBUTION list on the second page, page 20 Figure 2–9: Preparing a DISTRIBUTION list on the second page (continued), page 21 Figure 2–10: Preparing a memorandum with a distribution formula, page 22 Figure 2–11: Preparing a single-address MEMORANDUM THRU, page 23 Figure 2–12: Preparing a MEMORANDUM THRU with two addresses, page 24 Figure 2–13: Preparing a one-paragraph memorandum with subparagraphs and continuing the subject line, page 25 Figure 2–14: Listing enclosures, copies furnished, and point of contact paragraph, page 26 Figure 2–15: Preparing a memorandum of understanding, page 27 Figure 2–15: Preparing a memorandum of understanding (continued), page 28 Figure 2–16: Preparing a memorandum of agreement, page 29 Figure 2–16: Preparing a memorandum of agreement (continued), page 30 Figure 2–17: Preparing a memorandum for record, page 31 Figure 3–1: Formatting a letter, page 34 Figure 3–1: Formatting a letter (continued), page 35 Figure 3–2: Using office symbols and titles, page 36 Figure 3–3: Spacing in a letter, page 37 Figure 3–4: Preparing a letter with a subject line, page 38 Figure 3–5: Using courtesy copy in letters, page 39 Figure 4–1: Capitalizing the first letter in the first word of a listed enclosure, page 40 Figure 4–2: Accounting for enclosures not identified in the body of the correspondence, page 40 Figure 4–3: Having one enclosure that is not identified in the body, page 40 Figure 4–4: Having enclosures without a number preceding Encl/Encls, page 40 Figure 4–5: Using approved abbreviations, page 41 Figure 4–6: Identifying some enclosures but not others, page 41 Figure 4–7: Tabbing correspondence, page 42 Figure 8–1: Marking the security classification of portions, page 55 Figure 8–1: Marking the security classification of portions (continued), page 56 Figure 8–2: Preparing a restricted data additional warning notice memorandum, page 57 Figure 8–2: Preparing a restricted data additional warning notice memorandum (continued), page 58 Figure 8–3: Preparing a formerly restricted data additional warning notice memorandum, page 59 Figure 8–3: Preparing a formerly restricted data additional warning notice memorandum (continued), page 60 Figure 8–4: Marking unclassified transmittal documents, page 61 Figure 8–5: Marking classified transmittal documents, page 62 Figure 8–6: Marking classified working papers, page 63 Figure B–1: Addressing the Office of the Secretary of Defense, page 67 Figure B–2: Addressing Headquarters, Department of the Army principal officials, page 68 Figure D–1: Signed by the commanding general of a command, page 85 Figure D–2: Signed by an authorized subordinate of the commander, page 85 Figure D–3: Signed by the head of a Headquarters, Department of the Army Staff agency, page 86 Figure D–4: Signed by an authorized representative of a Headquarters, Department of the Army staff agency, page 86 Figure D–5: Signed by the commanding officer of a unit, headquarters, or installation, page 86 Figure D–6: Signed by an authorized representative of the commander of a unit, headquarters, or installation, page 87 Figure D–7: Signed by an authorized representative for the head of a staff office or other official, page 88 Figure D–8: Signed by an authorized civilian, with or without an authority line, page 88 Figure D–9: Signature of an officer writing as an individual (show name, grade, branch, and organization), page 89 vAR 25–50 • 17 May 2013 organizational and individual information, facilitating communications with offices in multiple or distant locations. Use an MFR to document any decisions or agreements reached during instant messaging communications. 1–8. Direct communications Send correspondence as directly as possible to the action office concerned (see para 2–4a(5)). Include the action officer’s name and office symbol when addressing correspondence. 1–9. Routing through channels a. Routing action correspondence. Route correspondence through commands, agencies, or offices expected to exercise control or take action. b. Bypassing intermediate headquarters. Do not route correspondence through a headquarters that has no interest or concern in the matter or action. However, send a copy of the communication and referral action to the command, agency, or office that was bypassed. Routine correspondence may bypass intermediate headquarters when— (1) It is apparent the intermediate headquarters is not concerned. (2) No action is required. (3) No controls need to be exercised. c. Using technical channels. Use technical channels to route correspondence that deals with technical matters. This includes technical reports, instructions, or requests for information that do not involve command matters. Before using technical channels, make sure the action should not be sent through command channels. Do not use “FOR THE COMMANDER” on the authority line of technical channel correspondence. 1–10. Writing quality In accordance with Public Law (PL) 111–274 (Plain Writing Act of 2010), DA writing will be clear, concise, and effective. Army correspondence must aid effective communication and decisionmaking. The reader must be able to understand the writer’s ideas in a single reading, and the correspondence must be free of errors in substance, organization, style, and correctness (see para 1–37). Use electronic spell check when available but always proofread; spell check is only a tool and is not infallible. 1–11. Exclusive For correspondence a. Using. Use Exclusive For correspondence for matters of a sensitive or privileged nature directed to a specific party or parties. Minimize its use to avoid delay of action if the named addressee is absent or unavailable to receive and act on the correspondence. Prepare Exclusive For correspondence in either letter or memorandum format. b. Addressing. Address Exclusive For correspondence to the name and title of the addressee. c. Handling. When preparing Exclusive For correspondence, place it in a sealed envelope. Type and underline the words Exclusive For on the envelope. Distribution center and official mailroom workers will give this type of mail to addressees unopened unless security conditions dictate that they open the mail as part of the official mail screening process. Section III Specific Correspondence Guidance 1–12. Dissemination of command instructions Use the acronym ALARACT (all Army activities) only in electronically transmitted messages. This acronym assigns responsibility for distribution instructions. Do not use it when addressing Army correspondence. 1–13. Unique capitalization The following is a selection of style and usage preferences for internal Army correspondence: a. Capitalize the word “Soldier” when it refers to a U.S. Army Soldier. b. Capitalize the word “Family” when it refers to U.S. Army Family or Family members. c. Capitalize the word “Civilian” when it refers to DA civilians and is used in conjunction with Soldier and/or Family. 1–14. Abbreviations, brevity codes, and acronyms a. Memorandums. Use abbreviations and brevity codes authorized in AR 25–52 for memorandums. Use the U.S. Government Printing Office Style Manual and standard dictionaries for abbreviations not in AR 25–52. Prescrib- ing regulations for various technical fields also provide authorized abbreviations, brevity codes, and acronyms. Abbreviated military grades are authorized for memorandums. General officers will use their full military grades on all correspondence. b. Letters. Use only common abbreviations found in standard dictionaries. Do not use military abbreviations, brevity 2 AR 25–50 • 17 May 2013 codes, acronyms, or military jargon in letters addressed to persons outside DOD. Military personnel will use their full grades (for example, lieutenant general, major general, captain, and sergeant first class) in letters. c. Abbreviation guidelines. (1) Established abbreviations are acceptable in all but the most formal writing. For reading ease, use only well- known abbreviations or those you believe the recipient knows. (2) When a title or complete term will be used repeatedly in a document, use a shortened version of the title or term instead of an acronym; for example, instead of “military interdepartmental purchase request,” use “purchase request.” If the complete title or term is lengthy, complex, or not well known, place the abbreviated form in parentheses after the first time the title or term is used. Thereafter, use only the shortened form. Do not use this method if the term will not be used repeatedly. Avoid beginning a sentence with an abbreviation or using them in the subject line, except for words like “Mr.,” “Dr.,” “Ms.,” and so on. (3) For further guidance on correct capitalization when spelling out an abbreviation, refer to the U.S. Army Records Management and Declassification Agency’s Web site, https://www.rmda.army.mil/abbreviation/MainMenu.asp and Joint Publication (JP) 1–02 at http://www.dtic.mil/doctrine/dod_dictionary/index.html. d. Acronym guidelines. (1) Use military and civilian acronyms in memorandums, if appropriate. Do not, however, use military acronyms when writing to individuals or organizations not familiar with their use. When an acronym is used, spell out the acronym the first time it is used and follow it with the acronym in parentheses. Thereafter, use the acronym. Do not overuse acronyms. (2) For further guidance on correct capitalization when spelling out an acronym, see AR 25–52, the Records Management and Declassification Agency’s Web site, https://www.rmda.army.mil/abbreviation/MainMenu.asp, and JP 1–02 at http://www.dtic.mil/doctrine/dod_dictionary/index.html. 1–15. Letterhead a. Letterhead identifies the originating organization and provides the complete standardized mailing address. b. Computer-generated letterhead is used for all official correspondence. For further guidance on using letterhead, see AR 25–30 and DA Pam 25–40. 1–16. Paper Paper used for Army correspondence generally will be the standard size (81⁄2 by 11 inches). Use computer-generated letterhead for the first page of all memorandums and letters except when an approved form is prescribed. Use plain white paper for continuing pages. 1–17. Type fonts and sizes When creating official correspondence, use type fonts and sizes that make the correspondence easy to read and understand. The following guidelines will provide the best results: a. A font with a point size of 12 is recommended. b. Preferred type font is Arial. c. Unusual type styles, such as Script, will not be used in official correspondence. 1–18. Ink color Correspondence may be signed in blue or black ink. Black ink will be used for date stamps. 1–19. Copies a. Record copy. Make one record or file copy of correspondence after the original has been signed and dated. Stamp or write “record copy” or “file copy” along the edge of the right margin. Record copies may be stored electronically. Maintain file copies according to Army recordkeeping system requirements (see AR 25–400–2). b. Reading file copies. If reading files are used, maintain according to Army recordkeeping system requirements. c. Copy furnished. Use “copy furnished” (CF:) on memorandums to keep other than the prime addressee(s) informed of an action. Make copies after the original has been signed and dated. d. Courtesy copy. Use “courtesy copy” (cc:) on letters to inform other readers of the subject if they have a need to know or should receive a copy of the correspondence. Make copies after the original has been signed and dated. e. Electronic records. Maintain according to Army recordkeeping system requirements (see AR 25–400–2). 1–20. Classified and special handling correspondence a. General. Information that requires protection against unauthorized disclosure in the interest of national security will be classified. Correspondence containing classified information will be safeguarded as prescribed in AR 380–5. The contents of a classified communication will be revealed only to individuals who have the appropriate security clearance and whose official duties require the information. 3AR 25–50 • 17 May 2013 b. Marking classified correspondence. See chapter 8 of this regulation and AR 380–5 for detailed instructions on marking and downgrading correspondence. c. Using for official use only marking. See AR 25–55 and AR 380–5 for the proper use and marking of for official use only (FOUO) material. d. Controlled unclassified information. See Executive Order (EO) 13556. 1–21. Identifying a point of contact Normally, when writing any type of correspondence, the writer or point of contact (POC) will be identified by military grade or civilian prefix, first and last name, commercial and/or DSN telephone number, and, if appropriate, position, fax number, and email address. This information is generally placed in the last paragraph of the correspondence. 1–22. Identifying the originating office Office symbols and/or office names are used to identify the office that prepared the document for signature. It will normally match the POC’s organization and may or may not correspond with the signature block. a. Office symbols are used when addressing or replying to memorandums. See the U.S. Army Addresses and Office Symbols Online Web site at https://www.rmda.army.mil/AAO/Welcome.aspx. b. Office names may be used when addressing or replying to letters. 1–23. Expressing a date a. Dates on memorandums. Express dates on memorandums in the following formats: 1 January 2013 or 1 Jan 13. The four digits for the year will be used only when the month is spelled out or when date stamps use abbreviated months and four-digit year. b. Dates on letters. Express dates on letters and refer to dates within letters only in the following format: January 1, 2013. c. Separating date elements. Avoid separating any of the three date elements (day, month, and year) from each other. If absolutely necessary, the four-digit year may be carried over to the next line. 1–24. Expressing time Military time will be expressed in a group of four digits, from 0001 to 2400, based on the 24–hour clock system. The first two digits represent the hour after midnight and the last two digits represent the minutes. For example, 1:37 p.m. civilian time is expressed as 1337 military time. The word “hours” will not be used in conjunction with military time. Civilian time is used when writing letters. Military time will be used for memorandums. 1–25. Suspense date a. Use a suspense date on memorandums when a reply is required by a certain date (see fig 2–2). Show the suspense date two lines above the date line and in the body of the memorandum in one of the following formats: 1 Jan 13 or 1 January 2013. Do not use a suspense date on a letter. b. Consider the following time factors in setting a suspense date on correspondence: (1) The number of days required to send the communications. (2) The number of days needed to complete the action. (3) The number of days required to submit the reply. 1–26. Addressing Address correspondence and envelopes as prescribed in AR 25–51 and chapter 5 of this regulation. 1–27. Postscripts Do not use postscripts in Army correspondence. 1–28. References List references in the first paragraph of the correspondence. (Enclose copies of references that are not readily available to the addressee(s) or list an Army Knowledge Online (AKO) or public Web site link that is accessible to all agencies on the distribution list (for example, https://www.us.army.mil/suite/doc/3456789)). List and number references in the order they are mentioned in the correspondence. However, when references are not included in the body of the correspondence, number and list them in order of precedence and ascending date order in the first paragraph. As a minimum, include the following information: a. Publications. When referencing publications, include the number, title, and date (for example, AR 25–50 (Preparing and Managing Correspondence), 5 October 2013). In policy correspondence, referencing basic directives by the number and title prevents the correspondence from having to be revised and republished when one of the references is updated. b. Correspondence. When referencing correspondence, include the type of correspondence, organization of origin, 4 AR 25–50 • 17 May 2013 (2) Copies. Prepare only the number of copies needed. See paragraph 1–19 of this regulation for more information on record, reading file, copy-furnished, and courtesy copies. b. Dates. Type or stamp the day, month, and year on the memorandum flush with the right margin. c. Margins. Use standard margins: 1 inch from the left, right, and bottom edges. Do not justify right margins. d. Spacing. See figures 2–1 and 2–2. e. Abbreviations, brevity codes, and acronyms. See paragraph 1–14 of this regulation. f. Signature blocks. See paragraph 6–4 of this regulation. 2–4. Format When writing a memorandum, use the block style format (flush with the left margin) with three parts: heading, body, and closing. a. Heading. The heading has six elements— (1) Office symbol. Type the office symbol on the second line below the seal. The office symbol identifies the writer’s office (for example, DAPE–PRR). Other information may follow the office symbol when needed and if not part of the subject line. Some examples are the name of an individual, military grade, primary military occupational specialty, contract number, Army Records Information Management System (ARIMS) record number (file number), or bill of lading number. Do not crowd the office or reference symbol line. If the additional information is lengthy, use a second line, flush with the left margin. (2) Army Records Information Management System record number. Follow Army recordkeeping requirements according to AR 25–400–2. Commands and agencies may place a record number after the office symbol on corre- spondence. If used, place the record number two spaces after the office symbol in parentheses. (3) Date. (a) Correspondence must be dated. The date may be typed or stamped. (b) Place the date on the same line as the office symbol flush with the right margin after the correspondence has been signed. (c) Express dates in the following formats: 1 January 2013 or 1 Jan 13. Use four digits for the year only when the month is spelled out. The only exception to this rule is if a date stamp uses the abbreviated month and the four-digit year. (4) Suspense date. Use a suspense date if a reply is needed by a certain date. Do not impose a suspense date without a compelling reason. Place the suspense date flush with the right margin two lines above the memorandum date. Precede the suspense date with S: (for example, S: 1 June 2013 or S: 1 Jun 13) (see fig 2–2). (5) “MEMORANDUM FOR” line. Type “MEMORANDUM FOR” on the third line below the office symbol. Write to the office that is expected to complete the action. Do not simply address an action to a headquarters if you know which element of that headquarters will receive the action. If you are sending the memorandum to someone’s attention, place the person’s name in parentheses after the office symbol (see fig 2–2). Exception: When used for Exclusive For correspondence, appreciation, and commendation, address the memorandum to the name and title of the addressee. When a second line is needed for the address, begin it flush with the left margin except for multiple-address memorandums, which will be indented 1⁄4 inch. Type addresses in either all uppercase letters or uppercase and lowercase letters. Be consistent. Do not mix the two styles. (a) Single-address memorandums. See figures 2–3 and 2–4 for examples of memorandums with a single address. Figure 2–3 gives an example for HQDA, and figure 2–4 gives an example for an ASCC. When using a single address, type “MEMORANDUM FOR” and the address on the same line. (b) Multiple-address memorandums. See figures 2–5 through 2–7 for examples of memorandums with multiple addresses. Note that “multiple-address memorandums” is up to five addresses. If the address extends more than one line, indent the second line 1⁄4 inch. (c) “SEE DISTRIBUTION” memorandums. If a memorandum is sent to more than five recipients, use the “SEE DISTRIBUTION” format (see fig 2–8) for the addresses. Type the words “SEE DISTRIBUTION” one space after the words “MEMORANDUM FOR.” On the second line below the last line of the signature block or enclosure listing, whichever is lower, type “DISTRIBUTION:” and block the distribution formula(s) or addresses (flush with the left margin) as shown in figures 2–8 through 2–10. The distribution list may be continued on the second page (see fig 2–8). If necessary, the complete distribution list may be typed on a separate page. On the first page, second line below the last line of the signature block or enclosure listing (whichever is lower), type “DISTRIBUTION:” and block flush with the left margin the words “(see next page)” (see fig 2–9). Prepare one original and make copies for additional addressees after the signature. The envelope for an addressee on a “SEE DISTRIBUTION” list must show the complete address. (d) Memorandums “THRU.” Use a memorandum “THRU” to let other personnel know what is being done and give them the opportunity to comment, especially if their comment will affect the action. Use this format when an action must be endorsed by several recipients, in turn. See figure 2–11 for the format for a single-address memorandum “THRU.” Use the format in figure 2–12 when sending the memorandum “THRU” more than one recipient. (6) Subject line. Type the subject line on the second line below the last line of the address. Use only one subject and 7AR 25–50 • 17 May 2013 write the subject in 10 words or less, if possible. Avoid using abbreviations in the subject line; however, if the subject needs more than 10 words, limit the number of words by using commonly recognized authorized acronyms (for example, DA, DOD, FY, and HQDA). If the subject is more than one line, begin the second line flush with the left margin (see fig 2–13). Type “SUBJECT:” in uppercase letters (see examples). b. Body (text). (1) Beginning. Begin the text on the third line below the last line of the subject. (a) List any references in the first paragraph. See paragraph 1–28 of this regulation for instructions on how to list references. (b) Begin the memorandum with a short, clear purpose sentence. (c) Put the recommendation, conclusion, or most important information (the main point) next. (Some writing combines the purpose and the main point.) (d) Clearly separate each major section. (e) Ensure that the POC line is in the last paragraph of the body of the correspondence. (2) Spacing. Single space the text with double spacing between paragraphs and subparagraphs. Single space one- paragraph memorandums (see fig 2–13). On occasion, one-paragraph correspondence requires subparagraphs. Sub- paragraph spacing is the same as for major paragraphs. (3) Indenting. When paragraphs are subdivided, indent them as shown in figure 2–1. (4) Numbering paragraphs. (a) Do not number a one-paragraph memorandum. (b) If the memorandum has more than one paragraph, number the paragraphs as outlined in figure 2–1. c. Closing. Major elements are the authority line, signature block, and enclosure listing. Subelements are the distribution listing (if needed) and CF line. (1) Authority line. See chapter 6 and appendix D of this regulation. Type the authority line at the left margin in uppercase letters on the second line below the last line of the text. The authority line is used by individuals properly designated as having the authority to sign for the commander or head of an office. (2) Signature block. See chapter 6 and appendix D of this regulation for examples. (a) Placement. Begin the signature block in the center of the page on the fifth line below the authority line. If you are not using an authority line, begin the signature block on the fifth line below the last line of text. (b) Format. See appendix D of this regulation. (3) Enclosures. Number and attach enclosures in the same order they appear in the memorandum. For only one enclosure (encl), do not precede “Encl” with the number 1; use only “Encl.” For more than one enclosure, use “Encls.” Begin the enclosure listing at the left margin on the same line as the signature block (see chap 4). (4) “DISTRIBUTION” listing (if needed). See figures 2–8 through 2–10. (5) Copies furnished. See figures 2–1, 2–8, 2–13, and 2–14. Use the CF: line to inform other recipients of the subject only if they have a need to know or an interest in the subject. Type “CF:” on the second line below the last line of the signature block, enclosure listing, or distribution listing, whichever is lower. (Do not spell out CF.) If none of the CF addressees will be provided copies, type “wo/encls” in parentheses after CF: (for example, CF: (wo/encls)). 2–5. Multiple-page memorandums Try to avoid multiple-page memorandums. However, when they are necessary, consider using enclosures for additional information. If a memorandum is longer than one page, see figure 2–2 and follow these rules: a. Type the office symbol at the left margin 1 inch from the top edge of the paper. b. Type the subject of the memorandum at the left margin on the line below the office symbol. c. Begin the continuation of text at the left margin on the third line below the subject. When continuing a memorandum on another page— (1) Do not divide a paragraph of three lines or fewer between pages. At least two lines of the divided paragraph must appear on each page. (2) Include at least two words on each page of any sentence that has been divided between pages. (3) Do not hyphenate a word between pages. (4) Do not type the authority line and the signature block on the continuation page without at least two lines of the last paragraph. If, however, the last paragraph or subparagraph has only one line, it may be placed alone on the continuation page with the authority line and signature block. d. Center the page number approximately 1 inch from the bottom of the page. 2–6. Memorandum of understanding or memorandum of agreement a. Memorandum of understanding (MOU). Use an MOU to describe broad concepts of mutual understanding, goals, and plans shared by the parties when no transfer of funds for services is anticipated. b. Memorandum of agreement (MOA). Use an MOA to establish and document common legal terms that establish a 8 AR 25–50 • 17 May 2013 “conditional agreement” where transfer of funds for services is anticipated. MOAs do not obligate funds, but establish the terms for future services. c. Format. When an MOU or MOA is required, use the format shown in figures 2–15 and 2–16. (1) Heading. Prepare the MOU/MOA on plain white paper. If an MOU/MOA is between two Army activities, DA letterhead is appropriate. This provision may be altered to meet internal or special requirements of the parties involved i n t h e a g r e e m e n t . C e n t e r t h e t i t l e “ M E M O R A N D U M O F U N D E R S T A N D I N G ” o r “ M E M O R A N D U M O F AGREEMENT” on the second line below the seal. Type the word “BETWEEN,” also centered, on the line immedi- ately following the title. Center the names of agreeing agencies, separated by the word “AND” on the line immediately following the word “BETWEEN.” The requirement for centering may be altered when more than two agreeing agencies are involved or when the agency titles are too lengthy to be typed on one line. (2) Subject. Type the word “SUBJECT:” at the left margin on the second line below the last line of the agreeing agencies’ titles. (3) Text. Begin the first line of text at the left margin on the third line below the last line of the subject. The basic text will generally contain, but is not limited to, the following seven categories: (a) Reference. List references that are directly related to the document. (b) Purpose. In as few words as possible, clearly define or state the purpose of the MOU or MOA. (c) Issue. Present a clear, concise statement of the issues, to include a brief background. (d) Scope. Add a short and to-the-point statement specifying the area of the MOU or MOA. (e) Understandings, agreements, support, resources, and responsibilities. List the understandings, agreements, sup- port, resources, and responsibilities of and between each agency involved. (f) Effective date. Enter the date the MOU or MOA will become effective. (g) Review, revision, modification, or cancellation date. Enter the date as mutually agreed to by the signers or their designated representatives. (4) Paragraph numbering. Use the same paragraph numbering and indentations as for general-use memorandums. (5) Signature blocks. Signature blocks on MOUs and MOAs are unique because the signature blocks of the agreeing agencies’ parties appear on the same line. (a) Type signature blocks on the fifth line following the last line of text. (b) Precede all signature blocks by overscoring as shown in figures 2–15 and 2–16. (c) Include the name, title, and agency for civilians and name, military grade, branch, and title for military personnel. Include the date each official signs. (d) Place the signature blocks in protocol order, with the senior official on the right. If an MOU has three agreeing agencies, center the signature bock of the highest ranking official at the bottom. Place the signature block of the next–highest ranking official above on the right. Place the signature block of the junior official above on the left. 2–7. Memorandum for record a. Use. Use the MFR to show the authority or basis for an action taken. You may also use the MFR to document informal meetings or telephone conversations when official business was conducted (see fig 2–17). b. Contents. (1) Heading. Include the office symbol, date, and subject. (2) Body. Show all background information having a direct bearing on the matter. Include the authority and basis for the action to inform reviewing and signing officials. c. Format. See figure 2–17. 9AR 25–50 • 17 May 2013 Figure 2–2. Preparing a memorandum with a suspense date (continued) 12 AR 25–50 • 17 May 2013 Figure 2–3. Addressing a single-address Headquarters, Department of the Army memorandum 13AR 25–50 • 17 May 2013 Figure 2–4. Addressing a single-address Army service component command memorandum 14 AR 25–50 • 17 May 2013 Figure 2–7. Addressing an Army command multiple-address memorandum 17AR 25–50 • 17 May 2013 Figure 2–8. Preparing a SEE DISTRIBUTION addressed memorandum 18 AR 25–50 • 17 May 2013 Figure 2–8. Preparing a SEE DISTRIBUTION addressed memorandum (continued) 19AR 25–50 • 17 May 2013 Figure 2–10. Preparing a memorandum with a distribution formula 22 AR 25–50 • 17 May 2013 Figure 2–11. Preparing a single-address MEMORANDUM THRU 23AR 25–50 • 17 May 2013 Figure 2–12. Preparing a MEMORANDUM THRU with two addresses 24 AR 25–50 • 17 May 2013 Figure 2–15. Preparing a memorandum of understanding 27AR 25–50 • 17 May 2013 Figure 2–15. Preparing a memorandum of understanding (continued) 28 AR 25–50 • 17 May 2013 Figure 2–16. Preparing a memorandum of agreement 29AR 25–50 • 17 May 2013 Chapter 3 Preparing Letters 3–1. General This chapter provides instructions for preparing letters. 3–2. Use The letter is used for correspondence addressed to the President or Vice President of the United States, members of the White House staff, Members of Congress, Justices of the Supreme Court, heads of departments and agencies, State Governors, mayors, foreign government officials, and the public. Also, use letters for correspondence to individuals inside the department or agency when a personal tone is appropriate, for official personal correspondence by military and civilian personnel, and for letters of welcome, appreciation, commendation, and condolence. 3–3. Response phrases Do not use phrases such as “The Secretary has requested that I reply,” “The Secretary desires that I reply,” or “On behalf of the (name)” unless the SA has specifically directed using such a phrase. (For letters responding for the SA, see DA Memo 25–52.) 3–4. Abbreviations Use only common abbreviations found in standard dictionaries. Do not use military abbreviations, brevity codes, acronyms, or military jargon in letters addressed to persons outside DOD. Military personnel will use their full grades (for example, lieutenant general, major general, captain, and sergeant first class). 3–5. General rules a. Paper. Generally, use the standard paper size for a letter (81⁄2 by 11 inches). b. Original pages. Use computer-generated letterhead for the first page and plain white paper for all continuing pages. c. Margins. Adjust the margins on the page, centering the body of the letter as if it were going to be placed in a picture frame. Generally, allow left and right margins of 1–inch. Do not justify right margins. When preparing two or more pages, have at least a 1 inch margin at the bottom of the page. d. Addressing. See appendix C for proper addressing of letters. e. Point of contact. Generally, use the last paragraph of a letter to provide a POC (see para 1–21). 3–6. Format The letter consists of three major parts: the heading, body (text), and closing. Each part and its subelements are discussed in the following paragraphs and in figures 3–1 through 3–5. a. Heading. The heading consists of four elements: the date, subject line (if used), address, and salutation (see fig 3–1). (1) Date. Express the date in civilian style (for example, January 4, 2013) centered two lines below the last line of the letterhead. (2) Subject line. Type the subject (if used) on the second line below the seal (see fig 3–4). (3) Address. (a) Do not use abbreviations in the address. Exceptions include DC, U.S., PO Box, Mr., Mrs., Ms., Dr., Jr., Sr., 2d., II, III, Ret., points of the compass (NE, NW, SE, SW), and authorized State abbreviations. (b) Evenly space the letter on the page. No set number of lines is required between the seal and the address. (4) Salutation. Type the salutation on the second line below the last line of the address (see app C). b. Body (text). (1) Type the first line of the body of the letter on the second line below the salutation. (2) Have at least a 1–inch margin at the right, left, and bottom of multiple-page letters. (3) For more than one page, type a minimum of two lines on the continuation page (see fig 3–1). Center the page number 1 inch from the top edge of the paper, typing a hyphen on each side of the page number. (4) Start the first line of text on the fifth line below the number of the page, keeping margins the same as those of the preceding page(s). (5) Do not number or letter paragraphs in a letter. Avoid subparagraphs when possible. When more than one subparagraph is needed, use letters of the alphabet (a, b, c, d) to indicate subparagraphs. Do not create more than four subparagraphs. If only one subparagraph is needed, use a hyphen to indicate the subparagraph (see fig 3–1). Use single spacing even when a letter contains only one paragraph. For effective paragraphs, do not use more than 10 lines. 32 AR 25–50 • 17 May 2013 (6) The POC may include the person’s surname, commercial telephone number, fax number, and email address (see fig 3–2). This information is usually placed in the last paragraph of the letter. c. Closing. The closing has three subelements: complimentary close, signature block, and enclosure (see fig 3–1). (1) Complimentary close. Start the closing on the second line below the last line of the letter. Begin at the center of the page. (2) Signature block. (a) Type the signature block on the fifth line below the closing, beginning at the center of the page. (b) Type the signature block in uppercase and lowercase letters. Do not use abbreviations in the signature block except U.S. Army, Jr., Sr., II, and III. Use the title “Jr.” and the individual’s full title to improve clarity. Do not use a title whenever the SA signs on his or her own letterhead. (3) Enclosure. Type “Enclosure” at the left margin on the second line below the signature block. Do not show the number of enclosures or list them. For more than one enclosure, show the plural form “Enclosures.” Be sure to fully identify enclosures in the text. Do not use the words “as stated” or the abbreviation “as.” (4) Courtesy copy. Use the cc: line to inform other readers of the subject only if they have a need to know or an interest in the subject. Type “cc:” on the second line below the last line of the signature block or enclosure listing, whichever is lower. Placement of a statement in the body of the letter, preferably in the last paragraph, is still an appropriate alternative to using cc: to indicate that a copy is being furnished and to whom; for example, “I am forwarding a copy of this letter to (name)” (see fig 3–5). 33AR 25–50 • 17 May 2013 Figure 3–1. Formatting a letter 34 AR 25–50 • 17 May 2013 Figure 3–3. Spacing in a letter 37AR 25–50 • 17 May 2013 Figure 3–4. Preparing a letter with a subject line 38 AR 25–50 • 17 May 2013 Figure 3–5. Using courtesy copy in letters 39AR 25–50 • 17 May 2013 Figure 4–7. Tabbing correspondence 42 AR 25–50 • 17 May 2013 Chapter 5 Processing Correspondence and Official Mail This chapter applies for both automated and manually processed Army correspondence and official mail. Using these guidelines will reduce cost and expedite distribution. When mail is determined to be the most feasible alternative, follow the guidance in this chapter for Army correspondence and official mail. Section I Cost Reduction Methods 5–1. Reducing mail costs a. Less paper policy for internal correspondence. (1) General. Electronic media, as opposed to paper media, is the preferred method of coordinating and disseminating memorandums. (2) Electronic media only. Army internal memorandums should be electronically coordinated and disseminated; coordination and dissemination of hard copy correspondence through Army distribution or the U.S. Postal Service (USPS) should be an exception. b. Coordinating and disseminating internal correspondence via email and Army Knowledge Online. (1) The originating office will coordinate internal correspondence by disseminating a draft version of the document to appropriate activities. (2) Electronic coordination of unclassified internal correspondence is the preferred method of coordination. (a) When coordinating internal correspondence, originating offices will use electronic staffing via AKO or email to the maximum extent possible as the primary method for distribution. (b) Paper dissemination will be used only when electronic staffing is not feasible because of technology constraints. (c) Internal correspondence should be approved via digitally signed documents, as available, with the approved Army Gold Master digital signature, in accordance with policy in AR 25–1 and AR 25–2. (d) Signed and approved memorandums will be disseminated via email or by emailing a link to where it is posted on AKO to all Federal agencies when feasible. 5–2. Disseminating correspondence via messenger envelopes a. Use Optional Form (OF) 65–B or OF 65–C (U.S. Government Messenger Envelopes) when electronic staffing is not feasible because of technology constraints for— (1) Unclassified and FOUO correspondence between elements of an agency or headquarters located in different buildings in the same general area. (2) Unclassified and FOUO correspondence through official Army channels. b. Write the complete address legibly. Hand print or affix a label with the address in the space on the envelope. Cross off the last address and reuse the envelope until it is filled up or worn out. Section II Envelopes 5–3. Size Do not use a letter-sized envelope that measures less than 31⁄2 by 5 inches or one that measures more than 61⁄8 inches high by 111⁄2 inches long and 1⁄4 inch thick (when filled). 5–4. Folding and fastening a. Folding. Fold letters into three parts. Fold the bottom third forward over the text of the letter, and fold the top third back. This conceals the text so it cannot be read and still permits the use of window envelopes. b. Fastening. Fasten a communication of two or more pages, or one containing enclosures, together in the upper left corner with paper clips or a staple. When the correspondence is going through USPS, do not use paper clips, clamps, or similar metal fasteners. 5–5. Preparing envelopes for mailing a. Limit or compress a letter-sized envelope so it does not exceed 1⁄4 inch in thickness. b. Seal envelopes securely. A major cause of automated sorting equipment problems is unsealed flaps on otherwise acceptable mail pieces. c. Do not use heavy tape to seal envelopes. This adds extra weight and requires more postage. 43AR 25–50 • 17 May 2013 Note. See AR 380–5 for preparing envelopes containing classified material. 5–6. Address locations on larger than letter-sized (flat) mail Enter the address on “flats” parallel to the long edge of the envelope and approximately in the center. Section III Addressing Mail 5–7. Delivery address a. Address format. Use the format in table 5–1 for addressing envelopes. Table 5–1 Address format Format: Example: Office Name Line (Attention Line) Information Management Office Name of Activity Line US Army Forces Command Delivery Line (Street Address, Suite # or PO Box #) 1234 Belvoir Road City State ZIP+4 Code Line Jonestown VA 12345–1234 (1) Office name line (attention line). This line contains the name of the office that is to receive the item. “Commander” is used only when the mail is intended for the commander or when the name of the appropriate office is unknown. If desired, an office symbol may be placed in parentheses after the office name. When known, the action officer’s name may also be placed in parentheses at the end of this line; for example, Supply Office (CPT John Doe) or Supply Office (ASQB-FF/CPT John Doe). (2) Optional line. An optional line can be used when the office name line and the name of activity line do not adequately identify the addressee. The optional line would be inserted between the office name line and the name of activity line (see table 5–2). Table 5–2 Optional line Format: Example: Office Name Line (Attention Line) Information Management Office Optional Line Third US Army Name of Activity Line US Army Forces Command Delivery Line (Street Address, Suite # or PO Box #) 4700 Knox St City State ZIP+4 Code Line Ft Bragg NC 28310–5000 (3) Name of activity line. This line consists of the name of the activity to which the mail is addressed; for example, U.S. Army Forces Command. (4) Delivery address line. This line consists of either a street address or post office box number. It may also include a suite number, apartment number, floor, unit, room, department, and so forth. When this secondary delivery informa- tion is part of the address but does not fit on the delivery address line, wrap up all components of the secondary information immediately above the delivery address line (see table 5–3). Table 5–3 Delivery address line Format: Example: Name Line MS MILDRED DOE Name of Activity/Business BIG BUSINESS INCORPORATED Secondary Information RM 100 Delivery Line (Street Address, Suite # or PO Box #) 12 E BUSINESS LN STE 209 City State ZIP+4 Code Line KRYTON TN 38188–0002 44 AR 25–50 • 17 May 2013 Table 5–7 USPS two-letter State or territory abbreviations—Continued Kansas KS Kentucky KY Louisiana LA Maine ME Maryland MD Massachusetts MA Michigan MI Minnesota MN Mississippi MS Missouri MO Montana MT Nebraska NE Nevada NV New Hampshire NH New Jersey NJ New Mexico NM New York NY North Carolina NC North Dakota ND Ohio OH Oklahoma OK Oregon OR Pennsylvania PA Puerto Rico PR Rhode Island RI South Carolina SC South Dakota SD Tennessee TN Texas TX Utah UT Vermont VT Virginia VA Virgin Islands VI Washington WA West Virginia WV Wisconsin WI Wyoming WY 5–12. “To the Commander of _____” Certain official correspondence cannot be addressed directly to the individual because it requires the attention of his or her commanding officer. Address such correspondence to the commander of the individual; indicate the individual’s military grade, full name, and last known unit address of assignment to ensure the continued identity of the material as official mail (see table 5–8). Do not combine mail for several individuals in a single envelope. 47AR 25–50 • 17 May 2013 Table 5–8 Example of “To the Commander of ____________” COMMANDER OF PFC JOHN DOE CO A 1/15 FIELD ARTILLERY APO AP 96XXX Chapter 6 Preparing Authority Lines, Signatures, and Signature Blocks Section I Delegation of Authority 6–1. Delegation of signature authority a. Delegation. The heads of organizations may allow others (including noncommissioned officers (NCOs) and civilian employees) to sign for them. In doing so, they are delegating authority, not responsibility or decision authority. The commander of an organization or the head of an agency or office is responsible for the activities of his or her command, agency, or office. Commanders and heads of agencies or offices cannot share or delegate this responsibility. Commanders and heads of agencies or offices, including all echelons of command and activities, may delegate their signature authority to their subordinates (including NCOs and civilian employees). Commanders may also authorize principal staff officers to decide who signs command correspondence. b. Methods of delegation. Principal staff officers who exercise their authority in the normal course of their assigned duties do not require written delegation of authority (for example, the G–1 signing correspondence relating to personnel policy or the Director of Engineering and Housing signing correspondence relating to engineer activities policy). If necessary, the commander may withhold signature authority even for these staff officers. In other cases, delegation of signature authority needs to be in writing and accompanied by an explanation of the material for which the commander has approved signature delegations. Individuals delegated signature authority will use their own signature blocks and titles. (1) Delegation may be in any written form considered appropriate by the commander or head of an agency or office. It could be a memorandum or local form designed for this purpose. Any delegation of authority is to the individual and/or position at the prerogative of the delegating official. Written delegation should address or contain the following: (a) A statement that the commander or head of the agency or office retains the authority to cancel or withdraw delegated authority at any time. (b) A statement that upon change of command or change of the agency head or office, all delegations are subject to review by the new commander who may choose to cancel or change some delegations. (2) Some circumstances may require an oral delegation. When this is the case, follow up in writing as soon as possible. 6–2. Delegation of authority line a. General. When a person other than the commander signs military correspondence, an authority line is necessary to indicate that the correspondence expresses the will of the commander. Use an authority line when an authorized individual signs correspondence containing policy matters, command decisions, official recommendations, and tasking actions for the commander or head of an agency. An authorized individual has proper authority to sign for the commander, director, or agency head. b. Exceptions. Omit the authority line on letters and correspondence prepared for the personal signature of the head of a command, agency, or office. Also, omit it when the text includes a mandatory phrase such as— (1) “The Secretary of the Army directs ...” (2) “The Commander desires ...” (3) “The Commanding Officer ...” or “the Commander ... has asked that I inform you ... ” c. Placement. When used, place the authority line as shown in figures 2–1 and 2–3 through 2–14 and type it in uppercase letters. d. Delegated by Secretary of the Army. Only the SA can approve the signature delegation of “BY ORDER OF THE SECRETARY OF THE ARMY.” Sometimes delegated signature authority has qualifications. “BY THE ORDER SECRETARY OF THE ARMY” is a specific example. U.S. Army Human Resources Command uses this statement on military personnel matters only. Note. All SA delegations will be copy furnished to the AASA. e. Delegated to a subordinate. When a subordinate has signature authority, the subordinate will use an authority line to show whom he or she is signing for. See appendix D for examples. 48 AR 25–50 • 17 May 2013 (1) “FOR THE ...:” If an agency or staff head delegates signature authority in his or her area of responsibility, use that authority line (see fig D–4). (2) “FOR THE COMMANDER:” Documents signed by the commander’s staff normally use this authority line when the document pertains to command policy (see figs D–2 and D–6). Section II Signatures and Signature Blocks 6–3. Signatures a. Use the regulation or directive governing the action involved to decide on the appropriate signature. If the signature is not prescribed, write the signature as desired, which normally includes the full name. The individual may use an initial or initials in place of first and middle names. The typed name will match the signature. Once individuals decide on their official signature, they should use the same signatures for official actions throughout their employment or service with DA. b. A signature is the name of the individual written by hand (see para 6–10 for use of auto-pen signatures). c. If the person whose name is typed does not sign personally, the individual authorized to sign will sign his or her own name and add the word “for” in front of the typed name in the signature block. If an individual in the military signs for another, the signer should show his or her military grade following the signature. d. On “THRU” correspondence, when no comment has been made, the signer will line through the appropriate address and initial and date the line through. e. Federal statute requires “Commander’s Signature” on certain forms. All other forms will have “Authorized Signature,” “Signature of Approving Authority,” “Signature of Reviewing Authority,” or other phrase as appropriate. The requiring document will state who is specifically authorized to sign as authorized signature and how to obtain authentication. 6–4. Signature block a. General. Include the following in the signature block: (1) The name of the person who signs the military correspondence. Type it (in capital letters on memorandums and in uppercase and lowercase on letters) identical to the individual’s signature, except as indicated in paragraph 6–4a(3) and the note below. (2) Military grade, branch, and title of the military official or title of the civilian official except as indicated in paragraph 6–4a(3). (3) “Commanding” for commanders to denote the active exercise of authority. Note. 1. Abbreviations or titles designating religious and fraternal orders or academic and honorary degrees in signature blocks on official correspondence are not used unless their use will benefit or improve the Army’s image. 2. Civilians will use only a two-line signature block consisting of name and title, unless a third line is necessary for a long title. Civilians should not use “DAC” (Department of the Army Civilian) on a signature block unless they are attached to or are serving within a multiple-Service organization. b. Placement. Begin the signature block at the center of the page on the fifth line below the authority line. If the document has no authority line, begin the signature block on the fifth line below the last line of the text. c. Format. Type the signature block of military officials on three lines in the following order: name on the first line, military grade and branch of Service on the second line, and title on the third line. If the title requires more than one line, continue it on the fourth line, aligning the first character underneath the third character of the third line. Type the signature block of civilian officials on two lines: name on the first line and title on the second line. If the title requires more than one line, continue it on the third line, aligning the first character underneath the third character of the second line. To preserve block style format on all signature blocks, use short title abbreviations (as outlined in AR 25–52) and any mixture of full or abbreviated military grade and branch. d. Examples. See appendix D. e. Military grade and branch abbreviation. See tables 6–1 and 6–2 in this regulation and AR 25–52. Use the following guidance for military grades or titles: (1) Do not use military abbreviations on letters; use “U.S. Army.” (2) Use branch abbreviations in all signature blocks on memorandums. (3) Use the full general officer military grade on all formal or official correspondence (for example, Major General and Lieutenant General). 49AR 25–50 • 17 May 2013 (6) General officers serving as deputy commanders will use the designation “USA.” (7) Warrant officers will use the designation “USA” except where a branch title is authorized. Reserve warrant officers on active duty will use the designation “USA.” (8) For chaplains, the designation “USA” will follow the military grade (for example, Chaplain (MAJ) USA). (9) Officers assigned or detailed as general staff officers and officers in the grade of colonel or below detailed as inspectors general will use the designation “GS” or “IG” as appropriate. In these cases, officers will not use their branch designation. (10) Officers assigned or detailed to the headquarters of a Joint command or agency will use only the Service designation “USA.” Otherwise, officers use “U.S. Army” in place of branch designation. (11) Branch designation should be used in letters only when necessary for credibility. For example, use medical corps or chaplain for matters that require the attention of the medical profession or clergy. (12) Army National Guard (ARNG) personnel not on active duty will use the two-letter State or territory abbrevia- tion of their unit followed by “ARNG” (for example, KSARNG (Kansas Army National Guard)). ARNG Soldiers on active duty (including Active Guard/Reserve Program, Active Duty for Special/Support Work, and State Active Duty) will use the designation “USA.” d. Organization. In some cases, the organization may be shown in the signature block. This will often be the case when the signer’s organization is not included in the letterhead or elsewhere in the correspondence. Show the organization as the final element of the signature block. e. Title. (1) When an individual is serving in an acting capacity, use the acting status title (for example, Acting Commander, The Acting Adjutant General, Acting Transportation Officer, and Acting Post Engineer). (2) When an individual occupies more than one position, use the title that is most appropriate to the message that he or she is signing (for example, E. D. White, Colonel, AG, Director, Staff Support; E.D. White, Colonel, AG, Secretary, Retirement Board). 6–6. Retired military personnel Retired military should follow the same rules as active personnel, except that no organization or branch of the Army will be shown. Show retired status after the grade as follows: a. All Army personnel, active or reserve component, retired for service, age, or physical disability and all personnel on the Army of the United States Retired List, including regular Army personnel and nonregular Army personnel on the Temporary Disability Retired List will use “USA Retired” (for example, A. B. Smith, COL (USA Retired)). b. All personnel on the Officers Honorary Retired List will use “U.S. Army Retired (Hon).” c. All Army reservists assigned to the U.S. Army Reserve (USAR) Control Group (Retired) will use “USA Retired.” d. Army retirees serving as DA civilians will not use or refer to their military grade or rank except when referring to their personal retirement actions. 6–7. Army Reserve personnel not on active duty Army reservists not on active duty are governed by the same rules as personnel on active duty. Exception: Add the identification “USAR” after the grade of enlisted personnel or the branch assignment of commissioned officers. General officers, chaplains, and warrant officers will also use USAR. 6–8. Civilian personnel and contract surgeons a. The official signature block for civilians will consist of the name and title. b. Contract surgeons will use the designation “USA.” c. Abbreviations (such as Doctor of Philosophy (Ph.D.), Bachelor of Science (B.S.), and Master of Fine Arts (M.F.A.)) may be used in civilian signature blocks when dealing with foreign and high-level officials outside DOD. Do not use these abbreviations in routine correspondence. 6–9. Signatures of subordinates Delegate signature authority to subordinates according to paragraph 6–1 of this regulation. 6–10. Auto-pen signature a. Use auto-pen signatures except— (1) When specifically prohibited by Army regulations or other directives. (2) In signing the acknowledgment clause in a sworn declaration. (3) In signing documents intended for use in court-martial proceedings. (4) In signing documents to issue, receive, or ship property, except as authorized in AR 735–5. b. Facsimile signature stamps or other devices must be safeguarded. An individual is responsible for all actions resulting from the use of his or her facsimile signature. 52 AR 25–50 • 17 May 2013 6–11. Addressing retired military a. When addressing Army retired military personnel, show their grade, name, title of the Service, and the word “Retired” (for example, Colonel A. B. Smith, USA Retired; or MAJ Edward A. Dees, USA Retired). The abbreviated form of retired (Ret) may be used, but use the entire word if the signer wishes. b. When addressing Army correspondence to retired military personnel of other Services, show their grade, name, title of the Service, and the word “Retired” (for example, Lt Col A. B. Smith, USAF Retired). Chapter 7 Using Prescribed Forms and Labels 7–1. General This regulation prescribes non-DA correspondence labels and forms used Armywide. The labels and forms identified in the following paragraphs are available through normal publication channels. 7–2. Routing and transmittal slips a. Optional Form 41. (1) OF 41 (Routing and Transmittal Slip) may be used to send papers from office to office within the Federal Government. Do not use it to forward papers to an individual or agency outside the Federal Government. (2) The first addressee will forward an OF 41 to the next addressee by drawing a line through his or her name and address and/or by placing his or her initials and the date in the spaces provided. Confine remarks to informal comments that are intended (only) for the person addressed on the sheet. When addressing the OF 41 to more than one addressee, place each addressee’s number in front of the block of the actions desired. For example, if addressee number 3 will sign the action, place the number 3 in the block in front of “Signature.” (3) An OF 41 is reused to return papers to the originator by folding the form along the line at the bottom of the “TO” section. This makes the back of the slip available for writing remarks. b. Department of the Army Form 1222. DA Form 1222 (Routing Slip) is used to route or circulate papers within an office. Enter necessary remarks that do not have to be filed as record material on the reverse. 7–3. Department of the Army Form 5 DA Form 5 (Army Staffing Form) is a departmental form that, when completed, provides pertinent information about the action that is being staffed for coordination and/or submitted for approval and/or signature. It has been developed to reduce the number of forms developed by individual Army activities. 7–4. Department of the Army Form 200 a. Use DA Form 200 (Transmittal Record) when providing addressee information that is not in the document being sent. When feasible, the transmittal record will be scanned and returned via email. b. Do not use the transmittal record— (1) To transmit pamphlets, instruction booklets, or other publications that are self-explanatory. (2) To forward a form or report when its design provides for inserting the addressee, originator, and submission date. 7–5. Department of the Army Form 209 Use DA Form 209 (Delay, Referral, or Follow-Up Notice) for interim replies and followups. Use it to acknowledge correspondence or letters except when another format is prescribed or when its use is prohibited by DA instructions. Do not use it to request an extension of a suspense date. 7–6. Department of the Army Label 87 Use DA Label 87 (For Official Use Only Cover Sheet) as a cover for unclassified correspondence that must not be disclosed to the public in accordance with AR 25–55. 7–7. Department of the Army Label 113 Use DA Label 113 (Congressional Cover Sheet) for communications from Members of Congress or congressional committees. Act on these cases immediately. 7–8. Department of the Army Label 115 Use DA Label 115 (Expedite Cover Sheet) when immediate handling attention and priority are needed and when DA Label 113 is not appropriate. 53AR 25–50 • 17 May 2013 7–9. Optional Form 65–B See paragraphs 5–2a(1) and 5–2a(2) in this regulation for information on using OF 65–B. 7–10. Optional Form 65–C See paragraphs 5–2a(1) and 5–2a(2) in this regulation for information on using OF 65–C. Chapter 8 Marking Classified Correspondence 8–1. General authority a. This chapter, an extract of Department of Defense Manual 5200.01, Vol. 2, contains illustrations and sample classified memorandums to show the proper security classification marking of correspondence. The text in the illustrations (figs 8–1 through 8–6) covers most of the important information. This chapter does not— (1) Contain or reveal classified information. Markings are for illustration only. (2) Change or repeat DOD requirements in AR 380–5. Refer to AR 380–5 when marking correspondence. (3) Illustrate every conceivable situation that may be encountered when producing classified correspondence. b. AR 380–5 takes precedence over any conflicting guidance in this regulation. 8–2. Guidance on markings a. This chapter is especially important to anyone who writes, signs, or otherwise prepares classified correspondence. Make sure all security markings are correct. When in doubt, see AR 380–5. b. This chapter does not provide guidance on downgrading, reclassification instructions, or additional special markings; it does not contain illustrations on classifying original material. Consult AR 380–5 for any information or specific guidance not in this chapter. c. Normally, the classification marking will be the largest print on the page. Refer to AR 380–5 for instructions on marking and exceptions. 8–3. Cover sheets a. Standard Form 703. Use Standard Form (SF) 703 (Top Secret Cover Sheet) as a cover for top secret correspond- ence and documents that must not be disclosed to the public in accordance with AR 380–5. b. Standard Form 704. Use SF 704 (Secret Cover Sheet) as a cover for secret correspondence and documents that must not be disclosed to the public in accordance with AR 380–5. c. Standard Form 705. Use SF 705 (Confidential Cover Sheet) as a cover sheet for confidential correspondence and documents that must not be disclosed to the public in accordance with AR 380–5. 54 AR 25–50 • 17 May 2013 Figure 8–2. Preparing a restricted data additional warning notice memorandum 57AR 25–50 • 17 May 2013 Figure 8–2. Preparing a restricted data additional warning notice memorandum (continued) 58 AR 25–50 • 17 May 2013 Figure 8–3. Preparing a formerly restricted data additional warning notice memorandum 59AR 25–50 • 17 May 2013 Figure 8–5. Marking classified transmittal documents 62 AR 25–50 • 17 May 2013 Figure 8–6. Marking classified working papers 63AR 25–50 • 17 May 2013 Appendix A References Section I Required Publications AR 25–51 Official Mail and Distribution Management (Cited in paras 1–27, 1–32, 5–1b(2)(d), 5–10, and C–2.) AR 25–400–2 The Army Records Information Management System (ARIMS) (Cited in paras 1–20a, 1–20e, 1–36, and 2–4a(2).) AR 380–5 Department of the Army Information Security Program (Cited in paras 1–21a, 1–21b, 1–29d(4), 1–29d(5) Note, 5–5 Note, 8–1a(2), 8–1b, 8–2a, 8–2b, 8–2c, 8–3a, 8–3b, and 8–3c.) PL 111–274 Plain Writing Act of 2010 (Cited in paras 1–10 and, 1–36a.) (Available at http://www.gpo.gov/fdsys.) Section II Related Publications A related publication is a source of additional information. The user does not have to read a related reference to understand this publication. AAP–15 NATO Glossary of Abbreviations (Available at http://nsa.nato.int/nsa/zPublic/ap/aap15/AAP-15.pdf.) AR 11–2 Managers’ Internal Control Program AR 25–1 Army Information Technology AR 25–2 Information Assurance AR 25–30 The Army Publishing Program AR 25–52 Authorized Abbreviations, Brevity Codes, and Acronyms AR 25–55 The Department of the Army Freedom of Information Act Program AR 735–5 Property Accountability Policies DA Pam 25–40 Army Publishing Program Procedures DA Memo 25–52 Staff Action Process and Correspondence Policies DOD 5110.04–M, Vol. 1 DOD Manual for Written Material: Correspondence Management (Available at http://www.dtic.mil/whs/directives.) DODM 5200.01, Vol. 2 DOD Information Security Program: Marking of Classified Information (Available at http://www.dtic.mil/whs/ directives.) 64 AR 25–50 • 17 May 2013 Figure B–1. Addressing the Office of the Secretary of Defense 67AR 25–50 • 17 May 2013 Figure B–2. Addressing Headquarters, Department of the Army principal officials Appendix C Forms of Address, Salutation, and Complimentary Close C–1. General a. Before addressing a salutation or completing a communication, determine how the individual wishes to be addressed. b. If uncertain of gender, contact the appropriate post public affairs, protocol, or administration office to assist in verification. Use the title “Ms.” instead of “Mrs.” in addressing a woman if you have any uncertainty about the preferred title; if the correspondent uses the title “Ms.,” address the response “Ms.” to indicate the correspondent’s preference. C–2. Form for addresses, salutations, and complimentary closes The proper form for addresses in letters, on envelopes, and for salutations and complimentary closes in letters is provided in tables C–1 through C–11. Letters will be addressed using uppercase and lowercase letters as shown. Envelopes will be prepared as outlined in AR 25–51. 68 AR 25–50 • 17 May 2013 Table C–1 The Executive Branch Addressee Address in letter and on envelope Salutation and complimentary close The White House The President The President The White House 1600 Pennsylvania Avenue NW Washington, DC 20500–0003 Dear Mr./Madam President: Respectfully, or Respectfully yours, Spouse of the President Mrs. (full name) or Mr. (full name) The White House 1600 Pennsylvania Avenue NW Washington, DC 20500–0003 Dear Mrs./Mr. (surname): Respectfully, or Respectfully yours, Assistant to the President Honorable (full name) Assistant to the President The White House 1600 Pennsylvania Avenue NW Washington, DC 20500–0003 Dear Mr./Mrs./Ms./Miss (surname): Sincerely, Secretary to the President Honorable (full name) Secretary to the President The White House 1600 Pennsylvania Avenue NW Washington, DC 20500–0003 Dear Mr./Mrs./Ms./Miss (surname): Sincerely, Secretary to the President (with military grade) (Full grade) (full name) Secretary to the President The White House 1600 Pennsylvania Avenue NW Washington, DC 20500–0003 Dear (grade) (surname): Sincerely, The President-elect The Honorable (full name) The President-elect (Street) City, State (ZIP+4) Dear Mr./Mrs./Ms./Miss (surname): Respectfully, or Respectfully yours, The Vice President The Vice President The Vice President is addressed as the “President of the Senate” in submitting proposed legislation and certain reports required by law. The Vice President The United States Senate Washington, DC (ZIP+4) Dear Mr./Madam Vice President: Sincerely, The President of the Senate Honorable (full name) President of the Senate (Street) Washington, DC (ZIP+4) Dear Mr./Madam President: Sincerely, Executive departments Members of the Cabinet addressed as “Secretary” Honorable (full name) Secretary of (Department) (Street) Washington, DC (ZIP+4) Dear Mr./Madam Secretary: Sincerely, Postmaster General (head of the USPS) Honorable (full name) Postmaster General (Street) Washington, DC (ZIP+4) Dear Mr./Madam Postmaster General: Sincerely, The Attorney General (head of the U.S. Department of Justice) The Honorable (full name) Attorney General (Street) Washington, DC (ZIP+4) Dear Mr./Madam Attorney General: Sincerely, Under Secretary Honorable (full name) Under Secretary of (Department) (Street) Washington, DC (ZIP+4) Dear Mr./Mrs./Ms./Miss (surname): Sincerely, Assistant Secretary of a Department Honorable (full name) Assistant Secretary of (Department) (Street) Washington, DC (ZIP+4) Dear Mr./Mrs./Ms./Miss (surname): Sincerely, 69AR 25–50 • 17 May 2013 Table C–2 The Congress and legislative agencies—Continued Addressee Address in letter and on envelope Salutation and complimentary close (Away from Washington, DC) The Honorable (full name) United States Senator (Local address) Dear Senator (surname): Sincerely, United States Senator (Majority or Minority Leader) (Washington, DC, office) The Honorable (full name) Majority (or Minority) Leader United States Senate (Room Number) Washington, DC (ZIP+4) Dear Senator (surname): Sincerely, (Away from Washington, DC) The Honorable (full name) Majority (or Minority) Leader United States Senate (Local address) Dear Senator (surname): Sincerely, United States Senator-elect The Honorable (full name) United States Senator-elect (Local address) Dear Mr./Mrs./Ms./Miss (surname): Sincerely, Deceased Senator (Secretary’s full name, if known) The Secretary of the late Honorable (full name) United States Senate (Street) Washington, DC (ZIP+4) Dear Mr./Mrs./Ms./Miss (surname): Sincerely, Speaker of the House of Representatives The Honorable (full name) Speaker of the House of Representatives (Room Number) Washington, DC (ZIP+4) Dear Mr./Madam Speaker: Sincerely, Committee Chairman, House of Representatives The Honorable (full name) Chairman, Committee on (name) United States House of Representatives (Room Number) Washington, DC (ZIP+4) Dear Chairman/Chairwoman (surname): Sincerely, Subcommittee Chairman, House of Representatives The Honorable (full name) Chairman, Subcommittee on (name) United States House of Representatives (Room Number) Washington, DC (ZIP+4) Dear Chairman/Chairwoman (surname): Sincerely, Representative (Washington, DC, office) The Honorable (full name) United States House of Representatives (Room Number) Washington, DC (ZIP+4) Dear Representative (surname): Sincerely, (Away from Washington, DC, office) The Honorable (full name) United States Representative (Local address) Dear Representative (surname): Sincerely, Representative (Majority or Minority Leader) (Washington, DC, office) The Honorable (full name) Majority (or Minority) Leader United States House of Representatives (Room Number) Washington, DC (ZIP+4) Dear Representative (surname): Sincerely, (Away from Washington, DC) The Honorable (full name) Majority (or Minority) Leader United States House of Representatives (Local address) Dear Representative (surname): Sincerely, Representative-elect The Honorable (full name) Representative in Congress-elect (Local address) Dear Mr./Mrs./Ms./Miss (surname): Sincerely, Representative at Large The Honorable (full name) United States House of Representatives (Room Number) Washington, DC (ZIP+4) Dear Representative (surname): Sincerely, 72 AR 25–50 • 17 May 2013 Table C–2 The Congress and legislative agencies—Continued Addressee Address in letter and on envelope Salutation and complimentary close Deceased Representative (Secretary’s full name, if known) Secretary to the late Honorable (full name) United States House of Representatives (Room Number) Washington, DC (ZIP+4) Dear Mr./Mrs./Ms./Miss (surname): Sincerely, Resident Commissioner of Puerto Rico The Honorable (full name) United States House of Representatives (Room Number) Washington, DC (ZIP+4) Dear Representative (surname): Sincerely, Librarian of Congress The Honorable (full name) Librarian of Congress (Street) Washington, DC (ZIP+4) Dear Mr./Mrs./Ms./Miss (surname): Sincerely, Comptroller General (head of the Government Accountability Office) The Honorable (full name) Comptroller General of the United States (Street) Washington, DC (ZIP+4) Dear Mr./Mrs./Ms./Miss (surname): Sincerely, Public Printer (head of the U.S. Government Printing Office) The Honorable (full name) Public Printer (Street) Washington, DC (ZIP+4) Dear Mr./Mrs./Ms./Miss (surname): Sincerely, Note. Address Members of Congress in the capacity in which they sign their communication. For example, if they sign as the chairper- son of a committee, address them as chairperson of that committee. If they sign as majority or minority leader, address them as such; if they sign as Senator or Representative, address them as such. Table C–3 The Judiciary Addressee Address in letter and on envelope Salutation and complimentary close The Chief Justice of the United States Chief Justice of the United States The Supreme Court (Street) Washington, DC (ZIP+4) Dear Mr./Madam Chief Justice: Sincerely, Associate Justice Mr. (Madam) Justice (surname) The Supreme Court (Street) Washington, DC (ZIP+4) Dear Mr./Madam Justice: Sincerely, Retired Justice The Honorable (full name) (Local address) Dear Mr./Madam Justice: Sincerely, Presiding Justice The Honorable (full name) Presiding Justice (Name of Court) (Local address) Dear Mr./Madam Justice: Sincerely, Judge of a Court The Honorable (full name) Justice of the (name of court; if a U.S. District Court, give district) (Local address) Dear Judge (surname): Sincerely, Clerk of a Court (Mr./Madam) (full name) Clerk of the (name of court; if a U.S. District Court, give district) (Local address) Dear Mr./Madam (surname): Sincerely, 73AR 25–50 • 17 May 2013 Table C–4 Military personnel Addressee Address in letter and on envelope Salutation and complimentary close U.S. Army officers General of the Army General of the Army (full name) (Local address) Dear General (surname): Sincerely, General General (full name) (Address) Dear General (surname): Sincerely, Lieutenant General Lieutenant General (full name) (Address) Dear General (surname): Sincerely, Major General Major General (full name) (Address) Dear General (surname): Sincerely, Brigadier General Brigadier General (full name) (Address) Dear General (surname): Sincerely, Colonel Colonel (full name) 1 (Address) Dear Colonel (surname): Sincerely, Lieutenant Colonel Lieutenant Colonel (full name) 1 (Address) Dear Colonel (surname): Sincerely, Major Major (full name) 1 (Address) Dear Major (surname): Sincerely, Captain Captain (full name) 1 (Address) Dear Captain (surname): Sincerely, First Lieutenant First Lieutenant (full name) 1 (Address) Dear First Lieutenant (surname): Sincerely, Second Lieutenant Second Lieutenant (full name) 1 (Address) Dear Second Lieutenant (surname): Sincerely, Chief Warrant Officer Chief Warrant Officer (full name) 1 (Address) Dear Mr./ Mrs./Ms./Miss (surname):2 Sincerely, Warrant Officer Warrant Officer (full name) 1 (Address) Dear Mr./ Mrs./Ms./Miss (surname):2 Sincerely, U.S. Marine Corps officers Commandant of the Marine Corps General (full name) (Local address) Dear General (surname): Sincerely, General General (full name) (Address) Dear General (surname): Sincerely, Lieutenant General Lieutenant General (full name) (Address) Dear General (surname): Sincerely, Major General Major General (full name) (Address) Dear General (surname): Sincerely, Brigadier General Brigadier General (full name) (Address) Dear General (surname): Sincerely, Colonel Col (full name) 1 (Address) Dear Colonel (surname): Sincerely, Lieutenant Colonel LtCol (full name) 1 (Address) Dear Lieutenant Colonel (surname): Sincerely, Major Maj (full name) 1 (Address) Dear Major (surname): Sincerely, Captain Capt (full name) 1 (Address) Dear Captain (surname): Sincerely, First Lieutenant 1stLt (full name) 1 (Address) Dear First Lieutenant (surname): Sincerely, Second Lieutenant 2ndLt (full name) 1 (Address) Dear Second Lieutenant (surname): Sincerely, 74 AR 25–50 • 17 May 2013 Table C–4 Military personnel—Continued Addressee Address in letter and on envelope Salutation and complimentary close Master Chief Petty Officer (Full rank) (full name), (Service abbreviation) (Address) Dear Master Chief Petty Officer (surname): Sincerely, Senior Chief Petty Officer (Full rank) (full name), (Service abbreviation) (Address) Dear Senior Chief Petty Officer (surname): Sincerely, Chief Petty Officer (Full rank) (full name), (Service abbreviation) (Address) Dear Chief Petty Officer (surname): Sincerely, Petty Officer First Class, Second Class, Third Class (Full rank) (full name), (Service abbreviation) (Address) Dear Petty Officer (surname): Sincerely, Seaman, Seaman Apprentice, Seaman Recruit (Full rank) (full name), (Service abbreviation) (Address) Dear Seaman (surname): Sincerely, U.S. Air Force enlisted personnel Chief Master Sergeant of the Air Force CMSAF (full name) (Address) Dear Chief (surname): Sincerely, Senior Master Sergeant SMSgt (full name) (Address) Dear Sergeant (surname): Sincerely, Master Sergeant MSgt (full name) (Address) Dear Sergeant (surname): Sincerely, Technical Sergeant TSgt (full name) (Address) Dear Sergeant (surname): Sincerely, Staff Sergeant SSgt (full name) (Address) Dear Sergeant (surname): Sincerely, Senior Airman SrA (full name) (Address) Dear Airman (surname): Sincerely, Airman First Class A1C (full name) (Address) Dear Airman (surname): Sincerely, Airman Amn (full name) (Address) Dear Airman (surname): Sincerely, Airman Basic AB (full name) (Address) Dear Airman (surname): Sincerely, Note. 1. Abbreviations are optional; titles may be spelled out. For additional abbreviations and instructions for Army use, see AR 25–52. 2. Optional. Depends on the desire of the individual. 3. Mr., Miss, or Ms., Midshipman, Air Cadet, full name is permissible. Table C–5 State and Government officials Addressee Address in letter and on envelope Salutation and complimentary close Governor of a State The Honorable (full name) Governor of (State) (Street) (City, State ZIP+4) Dear Governor (surname): Sincerely, Acting Governor of State The Honorable (full name) Acting Governor of (State) (Street) (City, State ZIP+4) Dear Mr./Mrs./Ms./Miss (surname): Sincerely, Lieutenant Governor of State The Honorable (full name) Lieutenant Governor of (State) (Street) (City, State ZIP+4) Dear Mr./Mrs./Ms./Miss (surname): Sincerely, Secretary of State of a State The Honorable (full name) Secretary of State of (State) (Street) (City, State ZIP+4) Dear Mr./Madam Secretary: Sincerely, 77AR 25–50 • 17 May 2013 Table C–5 State and Government officials—Continued Addressee Address in letter and on envelope Salutation and complimentary close Chief Justice of the Supreme Court of a State The Honorable (full name) Chief Justice Supreme Court of the State of (State) (Street) (City, State ZIP+4) Dear Mr./Madam Chief Justice: Sincerely, Attorney General of a State The Honorable (full name) Attorney General State of (State) (Street) (City, State ZIP+4) Dear Mr./Madam Attorney General: Sincerely, Judge The Honorable (full name) (Local) Dear Judge (surname): Sincerely, Treasurer, Auditor, or Comptroller of a State The Honorable (full name) State Treasurer (Auditor) (Comptroller) State of (State) (Street) (City, State ZIP+4) Dear Mr./Mrs./Ms./Miss (surname): Sincerely, President of the Senate of a State The Honorable (full name) President of the Senate of the State of (State) (Street) (City, State ZIP+4) Dear Mr./Mrs./Ms./Miss (surname): Sincerely, Speaker of the Assembly or of the House of Delegates or of the House of Representatives of a State (see note) The Honorable (full name) Speaker of the House of Representatives of the State of (name) (Street) (City, State ZIP+4) Dear Mr./Mrs./Ms./Miss (surname): Sincerely, State Senator The Honorable (full name) (Name of State) Senate (Street) (City, State ZIP+4) Dear Senator (surname): Sincerely, State Representative, Assemblyman, or Delegate (see note) The Honorable (full name) (Name of State) House of Representatives (Street) (City, State ZIP+4) Dear Mr./Mrs./Ms./Miss (surname): Sincerely, Mayor The Honorable (full name) Mayor of (city) (Street) (City, State ZIP+4) Dear Mayor (surname): Sincerely, President of a Board of Commissioners The Honorable (full name) President, Board of Commissioners of (city) (Street) (City, State ZIP+4) Dear Mr./Mrs./Ms./Miss (surname): Sincerely, Note. In most States, the lower branch of the legislature is the House of Representatives. In some States, such as California and New York, the lower house is known as the Assembly. In others, such as Maryland, Virginia, and West Virginia, it is known as the House of Delegates. 78 AR 25–50 • 17 May 2013 Table C–6 Ecclesiastical officials Addressee Address in letter and on envelope Salutation and complimentary close Protestant Minister, Pastor, or Rector (with scholastic degree) The Reverend (full name, initials of degree) (Title, name of church) (Local address) Dear Dr. (surname): Sincerely, Protestant Minister, Pastor, or Rector (without scholastic degree) The Reverend (full name) (Title, name of church) (Local address) Dear Mr./Mrs./Ms./Miss (surname): Sincerely, Rabbi (with scholastic degree) Rabbi (full name, initials of degree) (Local Address) Dear Dr. (surname): or Dear Rabbi (surname): Sincerely, Rabbi (without scholastic degree) Rabbi (full name) (Local address) Dear Rabbi (surname): Sincerely, The Pope His Holiness The Pope (Local address) Most Holy Father: or Your Holiness Sincerely, Catholic Cardinal His Eminence (Christian name) Cardinal (surname) Archbishop of (Diocese) (Local address) Your Eminence: Sincerely, Catholic Archbishop The Most Reverend (full name) Bishop of (diocese) (Local address) Your Excellency: Sincerely, Catholic Bishop The Most Reverend (full name) Bishop of (city) (Local address) Your Excellency: Sincerely, Catholic Monsignor The Very Reverend Monsignor (full name) (Local address) Formal: Very Reverend Monsignor: Informal: Dear Monsignor (surname): Sincerely, Catholic Priest The Reverend (full name) (add designated letters) (Local address) Formal: Reverend: Informal: Dear Father (surname): Sincerely, Mother Superior of an Institution Mother (name, initials, or order, if used) Superior (name of institution) (Local address) Dear Mother (name): Sincerely, Bishop, Church of Jesus Christ of Latter Day Saints Bishop (full name) Church of Jesus Christ of Latter Day Saints (Local address) Formal: Sir: Informal: Dear Mr. (surname): Sincerely, Eastern Orthodox forms of address Orthodox Metropolitan The Most Blessed (Christian name) Archbishop of (city) Metropolitan of (province) (Local address) Formal: Your Beatitude: Dear Metropolitan Informal: (Christian name): Sincerely, Orthodox Archbishop The Most Reverend (Christian name) Archbishop of (city and province) (Local address) Formal: Your Eminence: Dear Archbishop Informal: (Christian name): Sincerely, 79AR 25–50 • 17 May 2013 Table C–8 Corporations, companies, and federations Addressee Address in letter and on envelope Salutation and complimentary close To a company or corporation (Name of company or corporation) (Local address) Gentlemen (Sirs): (Ladies and Gentlemen) Sincerely, To a federation (Name of official) (Title, name of federation) (Local address) Dear Mr./Mrs./Ms./Miss (surname): Sincerely, President of a company or corporation (or other official) Mr./Mrs./Ms./Miss (full name) President (or other title) Company (Local address) Dear Mr./Mrs./Ms./Miss (surname) Sincerely, To an individual or a company, corporation, or federation when the name is not known; for example, President, Treasurer, Editor, and so forth. (Title of individual) (Name of organization) (Local address) Dear Sir/Madam: Sincerely, Table C–9 Foreign government officials Addressee Address in letter and on envelope Salutation and complimentary close Foreign Ambassador in the United States His/Her Excellency (full name) Ambassador of (country) (Local address) Formal: Excellency: Very truly yours, or Informal: Dear Mr./Madam Ambassador: Sincerely, Foreign Minister in the United States Honorable (full name) Minister of (country) (Local address) Formal: Sir/Madam: Very truly yours, or Informal: Dear Mr./Madam Minister: Sincerely, Note. Address foreign officials by title if the name of the official is not given in the correspondence or is not readily available. Table C–10 International organizations Addressee Address in letter and on envelope Salutation and complimentary close United Nations Secretary General of the United Nations His/Her Excellency (full name) Secretary General of the United Nations (Street) New York, NY (ZIP+4) Formal: Excellency: Very truly yours, or Informal: Dear Mr./Madam Secretary General: Dear Mr./Mrs./Ms./Miss (surname): Sincerely, United States Representatives to the United Nations The Honorable (full name) United States Representative to the United Nations (Street) New York, NY (ZIP+4) Formal: Sir/Madam: Very truly yours, or Informal: Dear Mr./Mrs./Ms./Miss (surname): Sincerely, 82 AR 25–50 • 17 May 2013 Table C–10 International organizations—Continued Addressee Address in letter and on envelope Salutation and complimentary close Chairman, United States Delegation to the United Nations Military Staff Committee The Chairman United States Delegation United Nations Military Staff Committee United States Mission to the United Nations (Street) New York, NY (ZIP+4) Formal: Sir/Madam: Very truly yours, or Informal: Dear Mr./Mrs./Ms./Miss (surname): Sincerely, Senior Military Adviser to the United States Delegation to the United Nations General Assembly (Grade)(full name) Senior Military Adviser United States Delegation to the United Nations General Assembly (Street) New York, NY (ZIP+4) Informal: Dear (grade) (surname): Sincerely, United States Representatives to the General Assembly of the United Nations Economic and Social Council The Honorable (full name) United States Representative on the Economic and Social Council (Street) New York, NY (ZIP+4) Formal: Sir/Madam: Very truly yours, or Informal: Dear Mr./Mrs./Ms./Miss (surname): Sincerely, United Nations Disarmament The Honorable (full name) United States Representative on the Disarma- ment Commission (Street) New York, NY (ZIP+4) Formal: Sir/Madam Very truly yours, or Informal: Dear Mr./Mrs./Ms./Miss (surname): Sincerely, Trusteeship Council The Honorable (full name) United States Representative on the Trusteeship Council (Street) New York, NY (ZIP+4) Formal: Sir/Madam: Very truly yours, or Informal: Dear Mr./Mrs./Ms./Miss (surname): Sincerely, Senior Representative of the United States to the General Assembly of the United Nations The Honorable (full name) Senior Representative of the United States to the General Assembly of the United Nations (Street) New York, NY (ZIP+4) Formal: Sir/Madam: Very truly yours, or Informal: Dear Mr./Mrs./Ms./Miss (surname): Sincerely, Officials of the Organization of American States Secretary General of the Organization of American States His/Her Excellency (full name) Secretary General of the Organization of Ameri- can States Pan American Union (Street) Washington, DC (ZIP+4) Formal: Excellency: Dear Mr./Madam Secretary General: Very truly yours, or Informal: Dear Mr./Mrs./Ms./Miss/Dr. (surname) Sincerely, Assistant Secretary General of the Organization of American States The Honorable (full name) Assistant Secretary General of the Organization of American States Pan American Union (Street) Washington, DC (ZIP+4) Formal: Sir/Madam: Very truly yours, or Informal: Dear Mr./Mrs./Ms./Miss/Dr. (surname) Sincerely, 83AR 25–50 • 17 May 2013 Table C–10 International organizations—Continued Addressee Address in letter and on envelope Salutation and complimentary close United States Representative on the Council of the Organization of American States The Honorable (full name) United States Representative on the Council of the Organization of American States Department of State (Street) Washington, DC (ZIP+4) Formal: Sir/Madam: Very truly yours, or Informal: Dear Mr./Mrs./Ms./Miss/Dr. (surname): Sincerely, Note. Communications to the United Nations will be addressed to the United States Representative to the United Nations, through the State Department. Exemptions, which are sent directly to the United States Representative, include those intended for the Economic and Social Council, the Disarmament Commission, the Trusteeship Council, and the delegation to the General Assembly (when it is in session). Table C–11 Addressing former officials Addressee Address in letter and on envelope Salutation and complimentary close Former President The Honorable (full name) (Local address) Dear Mr./Madam (surname): Respectfully, Former Vice President The Honorable (full name) (Local address) Dear Mr./Madam (surname): Sincerely, Former Member of the Cabinet addressed as “Secretary” The Honorable (full name) (Local address) Dear Mr./Madam Secretary: Sincerely, Former Postmaster General The Honorable (full name) (Local address) Dear Mr./Madam Postmaster General: Sincerely, Former Attorney General The Honorable (full name) (Local address) Dear Mr./Madam Attorney General: Sincerely, Former “Secretary” of military department The Honorable (full name) (Local address) Dear Mr./Madam (surname): Sincerely, Former Senator The Honorable (full name) (Local address) Dear Senator (surname): Sincerely, Former Representative The Honorable (full name) (Local address) Dear Mr./Madam (surname): Sincerely, Former Justice The Honorable (full name) (Local address) Dear Mr./Madam Justice: Sincerely, Former Judge The Honorable (full name) (Local address) Dear Judge (surname): Sincerely, Former Governor of State The Honorable (full name) (Local address) Dear Governor (surname): Sincerely, Note. Address former presidents, vice presidents, justices of the Supreme Court, cabinet officers, Service secretaries, and governors as indicated in this table. Address other former Federal officials and former State, local, and foreign government officials who once held positions of distinction (for example, judges or mayors) by the titles of their former positions when the former official indicates in personal communication or in an envelope return address that he or she still uses the title of a former position. In addition, address a person by the title of a former position when the action official has knowledge that the addressee formerly held a distinctive position. Otherwise, treat the addressee as a private citizen. Appendix D Model Authority Lines and Signature Blocks D–1. Authority lines and signature blocks Figures D–1 through D–24 are examples of authority lines and signature blocks for correspondence. a. Noncommissioned officer signature blocks. Examples of correctly prepared NCO signature blocks for correspond- ence are shown in figure D–14. 84 AR 25–50 • 17 May 2013 Figure D–6. Signed by an authorized representative of the commander of a unit, headquarters, or installation 87AR 25–50 • 17 May 2013 Figure D–7. Signed by an authorized representative for the head of a staff office or other official Figure D–8. Signed by an authorized civilian, with or without an authority line 88 AR 25–50 • 17 May 2013 Figure D–9. Signature of an officer writing as an individual (show name, grade, branch, and organization) Figure D–10. Examples of signature blocks for letters (show the name in uppercase and lowercase letters, grade, U.S. Army spelled out, and organization) Figure D–11. Signature blocks for retired military personnel 89AR 25–50 • 17 May 2013