Preparing and Managing Correspondence - Fort Sill MWR

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SAB subject as above SF standard form SHAPE Supreme Headquarters Allied Powers Europe STANAG Standardization Agreement TDA tables of distribution and allowance TOE table of organization and equipment USA United States Army USAF United States Air Force USAR United States Army Reserve USMC United States Marine Corps USN United States Navy USPS United States Postal Service VCSA Vice Chief of Staff, Army Section II Terms Correspondence Includes all forms and formats contained in this regulation and other special purpose correspondence or forms used in conducting Army business. The correspondence may be produced, reproduced, or transmitted manually, electronically, or by magnetic media. Flats An envelope that is larger than 5 3/4 by 11 1/2 inches (letter size) is a “flat.” Form letter Any of the following, when printed and stocked for recurring use a. A letter. b. A memorandum. c. A postcard containing printed information (does not include postcard assigned a form number). Letter A format used for correspondence addressed to the President or the 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 104 AR 25–50 • 3 June 2002
governors, mayors, foreign government officials, and the public. This format may also be used for official personal correspondence, letters of appreciation or commendation, and letters of welcome. Memorandum A format for corresponding within and between activities of HQDA; between HQDA and other major commands; within and between major commands; to Department of Defense and Department of Defense activities; for routine correspondence to Government agencies outside the Department of Defense; and correspondence to other military Services unless another format is specified or required. The memorandum may be used for notification of personnel actions, military or civilian, to show appreciation or commendation for DA employees, and for forwarding nontransmitting forms, as an enclosure or attachment, outside the installation or command. Formal memorandums are used for correspondence that will be sent outside the headquarters, the command, the installation, or similar identifiable organizational elements. The informal memorandum will be used for correspondence that is internal to the headquarters, command, or similarly identifiable organizational elements. Memorandum of Agreement (MOA) A prescribed format for documenting mutually agreed to commitments. Memorandum for Record (MFR) A prescribed format used to furnish information not requiring action. Memorandum of Understanding (MOU) A prescribed format for documenting mutually agreed to statements of facts, intentions, procedures, and/or parameters for future actions and matters of coordination. Organizational e-mail Organizational e-mail documents the command’s business and/or expresses the will of the commander. Section III Special Abbreviations and Terms This publication uses the following abbreviations, brevity codes, and acronyms that are not contained in AR 310–50. AMS Address Management System e-mail electronic mail fwd sep forwarded separately KSARNG Kansas Army National Guard personnel P.S. Postscript PSC Personnel Servicing Center SCG Security Classification Guide ZIP Zone Improvement Plan AR 25–50 • 3 June 2002 105
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Army Regulation 25-50 Information M
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Headquarters Department of the Army
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Contents—Continued Multiple-Page
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Contents—Continued Table List Tab
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Chapter 1 Preparing Correspondence
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. Appropriateness. Use a form lette
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. Dates on letters. Express dates o
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1-41. NATO correspondence Correspon
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Figure 2-1. Using and preparing a m
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Figure 2-3. Continuing a memorandum
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Figure 2-5. Single address MACOM me
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Figure 2-7. Army Staff multiple-add
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Figure 2-9. Preparing a SEE DISTRIB
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Figure 2-11. A single-addressed THR
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Figure 2-13. Preparing a one-paragr
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Figure 2-15. Using and preparing an
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Figure 2-17. Preparing an MOU or MO
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2-2. Use a. Formal memorandums. The
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c. Closing. Major elements are the
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individuals outside the department
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Figure 3-1. Letter format AR 25-50
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Figure 3-3. Use of office symbols a
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Chapter 4 Enclosures, Tabs, and Ass
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Figure 4-1. Tabbing correspondence
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Section II Envelope Size 5-3. Size
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(5) City, State, ZIP+4 Code line. A
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(3) Non-address information. Milita
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Chapter 6 Authority Lines, Signatur
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Table 6-1 Rank abbreviation Abbrevi
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6-7. Army Reserve personnel not on
Page 61 and 62: 8-2. Guidance on markings a. This c
Page 63 and 64: Figure 8-2. Marking the security cl
Page 65 and 66: Figure 8-4. Restricted data additio
Page 67 and 68: Figure 8-6. Formerly restricted dat
Page 69 and 70: Figure 8-8. Classified transmittal
Page 71 and 72: Appendix A References Section I Req
Page 73 and 74: Section IV Referenced Forms DA Labe
Page 75 and 76: ookkeeping follow-on forget-me-not
Page 77 and 78: United States laws Latin American c
Page 79 and 80: foursome b. Type a hyphen between t
Page 81 and 82: Ter—Terrace b. Do not abbreviate
Page 83 and 84: thin-ning (9) After the consonant a
Page 85 and 86: Figure C-2. Office of the Secretary
Page 87 and 88: Table D-1 The Executive Branch—Co
Page 89 and 90: Table D-1 The Executive Branch—Co
Page 91 and 92: Table D-2 The Congress and legislat
Page 93 and 94: Table D-4 Military personnel—Cont
Page 95 and 96: Table D-5 State and Government offi
Page 97 and 98: Table D-6 Ecclesiastical Officials
Page 99 and 100: Table D-9 Foreign government offici
Page 101 and 102: Table D-11 Addressing former offici
Page 103 and 104: Figure E-3. Signed by the head of a
Page 105 and 106: Figure E-10. Examples of signature
Page 107 and 108: c. Definitions. Military correspond
Page 109 and 110: F-10. Extracts Extracts from a docu
Page 111: DSN Defense Switched Network encl e
Page 115 and 116: Draft, 1-11 Exclusive For, 1-14 Fas
Page 117 and 118: Margins Letter, 3-6, figure 3-1 Mem
Page 119 and 120: Standards for Army writing, 1-44 St
Page 121: USAPA ELECTRONIC PUBLISHING SYSTEM
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