Preparing and Managing Correspondence - Fort Sill MWR

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(6) Do not number or letter paragraphs of a letter. Avoid subparagraphs when possible. When using only one subparagraph, indent as shown in figure 3–4. When more than one subparagraph is needed, use letters of the alphabet (a, b, c, d) to indicate subparagraphs. Further subparagraphs should never be used. Use single spacing even when a letter contains only one paragraph. For effective paragraphs do not use more than 10 lines. c. Point of contact. The point of contact may include the person’s name, DSN number, commercial telephone number, facsimile number, and e-mail address. (See fig 3–3.) This information is placed usually in the last paragraph of the letter. d. Closing. The closing has three sub-elements: complimentary close, signature block, and enclosure or copy furnished (see fig 3–2). (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 upper- and lowercase. Do not use abbreviations in the signature block except US 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 Secretary of the Army signs on personal 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. If there is more than one enclosure, show the plural form (for example, Enclosures). Be sure enclosures are fully identified in the text. Do not use the words “as stated.” (4) Copy Furnished. Never use Copy Furnished on letters. If a copy must be furnished to anyone other than the addressee, place a statement in the body of the letter, preferably in the last paragraph, indicating that copy (copies) is (are) being furnished and to whom; for example, “I am forwarding a copy (or copies) of this letter to (name and address).” 32 AR 25–50 • 3 June 2002
Figure 3–1. Letter format AR 25–50 • 3 June 2002 33
Page 1 and 2: Army Regulation 25-50 Information M
Page 3 and 4: Headquarters Department of the Army
Page 5 and 6: Contents—Continued Multiple-Page
Page 7 and 8: Contents—Continued Table List Tab
Page 9 and 10: Chapter 1 Preparing Correspondence
Page 11 and 12: . Appropriateness. Use a form lette
Page 13 and 14: . Dates on letters. Express dates o
Page 15 and 16: 1-41. NATO correspondence Correspon
Page 17 and 18: Figure 2-1. Using and preparing a m
Page 19 and 20: Figure 2-3. Continuing a memorandum
Page 21 and 22: Figure 2-5. Single address MACOM me
Page 23 and 24: Figure 2-7. Army Staff multiple-add
Page 25 and 26: Figure 2-9. Preparing a SEE DISTRIB
Page 27 and 28: Figure 2-11. A single-addressed THR
Page 29 and 30: Figure 2-13. Preparing a one-paragr
Page 31 and 32: Figure 2-15. Using and preparing an
Page 33 and 34: Figure 2-17. Preparing an MOU or MO
Page 35 and 36: 2-2. Use a. Formal memorandums. The
Page 37 and 38: c. Closing. Major elements are the
Page 39: individuals outside the department
Page 43 and 44: Figure 3-3. Use of office symbols a
Page 45 and 46: Chapter 4 Enclosures, Tabs, and Ass
Page 47 and 48: Figure 4-1. Tabbing correspondence
Page 49 and 50: Section II Envelope Size 5-3. Size
Page 51 and 52: (5) City, State, ZIP+4 Code line. A
Page 53 and 54: (3) Non-address information. Milita
Page 55 and 56: Chapter 6 Authority Lines, Signatur
Page 57 and 58: Table 6-1 Rank abbreviation Abbrevi
Page 59 and 60: 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 and 112:
DSN Defense Switched Network encl e
Page 113 and 114:
governors, mayors, foreign governme
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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