Military Style Correspondence

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Military Style Correspondence

• David R. Simonson, CAPT CAP

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References

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

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Document Styles

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

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Document Styles

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

• MEMORANDUM
• Less Formal
• Format is standard and numbered
• May contain acronyms and terms that are foreign
  to outsiders

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Common Components

• Header Identifies the Sending Agency

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Common Components

• Header Identifies the Sending Agency
• Date / Symbol

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Common Components

• Header Identifies the Sending Agency
• Date / Symbol
• Introduction to Sender

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Common Components

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

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Common Components

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

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Common Components

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

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Common Components

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

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First, Choose a style

• MEMORANDUM

• LETTER

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HEADERS
TOHATCHI SENIOR SQUADRON CIVIL AIR PATROL UNITED
STATES AIR FORCE AUXILIARY MAILING ADDRESS OR PO
BOX MAIL CITY, ST 12345-6789
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HEADERS
HEADQUARTERS CIVIL AIR PATROL NEW MEXICO
WING UNITED STATES AIR FORCE AUXILIARY MAILING
ADDRESS OR PO BOX MAIL CITY, ST 12345-6789
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HEADERS
HEADQUARTERS NEW MEXICO WING CIVIL AIR
PATROL UNITED STATES AIR FORCE AUXILIARY MAILING
ADDRESS OR PO BOX MAIL CITY, ST 12345-6789
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HEADERS
HEADQUARTERS NEW MEXICO WING CIVIL AIR
PATROL UNITED STATES AIR FORCE AUXILIARY MAILING
ADDRESS OR PO BOX MAIL CITY, ST 12345-6789
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MEMORANDUMS
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LETTERS
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MEMORANDUMS Salutation
MEMORANDUM FOR SVRA/CC MEMORANDUM FOR NM
WING ADMINISTRATION ATTENTION Corliss
Grubert MEMORANDUM FOR THE NATIONAL
COMMANDER SW REGION COMMANDER
NM WING COMMANDER SEE DISTRIBUTION
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MEMORANDUMS Sender and Subject
FROM Joe E. Dogooder, LtCol TAWG/DOX 1000
First St. NW Anywhere TA, 00001-1010
(or) FROM John J. John,
TAWG/DO SUBJECT IFR and Night Currency (date
reference)
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MEMORANDUMS Numbered Body
1. This is a numbered line. The numbered line
may be used as a reference later in the
document 2. The left margin should always align
based on the centerline of the seal in the
letterhead area. 3. The second and subsequent
lines following the numbered line should be
left-justified.
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MEMORANDUMS Signature Element
DANIEL F. ESPINOSA Major CAP
DANIEL F. ESPINOSA Major CAP Squadron
Commander
DANIEL F. ESPINOSA, Major, CAP Director of
Operations
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MEMORANDUMS Addendum

• Attachments
• NM Wing policy letter 99-3
• CO Wing policy letter 98-1

Listing to contain Numbering like body. List
below. If only one, place beside and do not
number
cc Col Fake, SWR/CC
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HEADERS
UNIT DESIGNATION CIVIL AIR PATROL UNITED STATES
AIR FORCE AUXILIARY MAILING ADDRESS OR PO
BOX MAIL CITY, ST 12345-6789
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HEADERS
DEPARTMENT OR HEADQUARTERS CIVIL AIR PATROL
NEW MEXICO WING UNITED STATES AIR FORCE
AUXILIARY MAILING ADDRESS OR PO BOX MAIL CITY, ST
12345-6789
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LETTERS Salutation
Col Thomas L Todd, CAP SW Region Commander 1234
Anywhere Pl Left Turn, TX 98765 Dear Colonel
Todd
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LETTERS Salutation
Col Thomas L Todd, CAP SW Region Commander 1234
Anywhere Pl Left Turn, TX 98765 Dear Colonel
Todd
Abbreviation without punctuation Full
Address Full Title in the salutation
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LETTERS Sender, Subject, Body
OMIT DO NOT USE IN LETTERS This is where Sgt
DeHarts english composition training pays off.
Use an opening, complete a thought, introduce the
next paragraph, and move on. ONE SUBJECT PER
DOCUMENT, PLEASE Close by reviewing the subject
matter.
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LETTERS Indented Body
This is an indented paragraph. Each paragraph
should begin with an indentation to call
attention to the beginning of topic. The
indentation should be no greater than ½ inch.
You May allow greater indentation if itemizing
or listing within a Paragraph, such as 1.
Making the topic into a checklist 2. Calling
attention to items of importance
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LETTERS Close and Signature Element
Sincerely, DANIEL F. ESPINOSA, Major, CAP
Always use sincerely Indent right of
center Place 5 lines between close and name
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LETTERS Addendum

• Attachments
• NM Wing policy letter 99-3
• CO Wing policy letter 98-1

Listing to contain Numbering like body. List
below. If only one, place beside and do not
number
cc Col. Fake, SWR/CC
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Lets Review what weve learned
Memorandums have seals in the Upper Left
corner. Letters do not.
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Lets Review what weve learned
Memorandums are introduced with MEMORANDUM FOR
ALLCAPS/SYM ATTENTION OF Upper and
Lowercase Letters introduce with Title
Name Address Dear
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Lets Review what weve learned
Memorandums have a subject line Letters
introduce the subject in the first paragraph.
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Lets Review what weve learned
Memorandums have a numbered body, aligned with
the center of the seal. Letters have
indentations for each paragraph and more
indentation for lists.
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Lets Review what weve learned
Memorandums close with a signature only. Letters
close with Sincerely, and then a signature
block.
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Air Force Manual 33-326
A 68 page manual from Nov 1999 which serves to
illustrate the Air Force standard. This
document might serve to clarify CAPR 10-1 until a
suitable revision can be obtained. Available
electronically at http//afpubs.hq.af.mil
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Air Force Manual 33-326
½ 5/8 HEADQUARTERS CIVIL AIR
PATROL UNITED STATES AIR FORCE AUXILIARY 1Jan03
MEMORANDUM FOR USAF-CAP-SWR/LO FROM NM WING
CAP/CC SUBJECT Sample Memorandum Format
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Air Force Manual 33-326
½ 5/8 HEADQUARTERS CIVIL AIR
PATROL UNITED STATES AIR FORCE AUXILIARY PO BOX
12345, AIR FORCE BASE TX 54321 1Jan03 MEMORA
NDUM FOR USAF-CAP-SWR/LO FROM NM WING
CAP/CC SUBJECT Sample Memorandum Format
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Finis