Preparing and Managing Correspondence - Fort Sill MWR

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” following 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 Ph.D., B.S., M.F.A, and so forth may be used in civilian signature blocks when dealing
with foreign and high-level officials outside the Department of Defense. Do not use such abbreviations on routine
correspondence.
6–9. Signatures of subordinates
Delegate signature authority to subordinates in accordance with paragraph 6–1.
6–10. Facsimile signature
a. Facsimile signatures may be used 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, Policies and
Procedures for Property Accountability.
b. Safeguard facsimile signature stamps or other devices. A person is responsible for all actions resulting from the
use of his or her facsimile signature.
6–11. Addressing retired military
a. When addressing Army retired military personnel, show their rank, name, title of the Service, and the word
“Retired,”for example, Colonel A.B. Smith, USA Retired or MAJ Edward A. Dees, USAR Retired. The abbreviated
form of retired, “(Ret),” may be used; however, use the entire word if the signer wishes.
b. When addressing Army correspondence to retired military personnel of other Services, show their rank, name,
title of the Service, and the word “Retired,” for example, LTC A.B. Smith, USAF Retired.
Chapter 7
Prescribed Forms and Labels
7–1. General
This regulation prescribes supplemental correspondence labels and forms used Army-wide. The labels and forms
identified in the following paragraphs are available through normal publication channels.
7–2. Routing and transmittal slips
a. Optional Form (OF) 41 (Routing and Transmittal Slip).
(1) The Optional Form (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 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 address, place
each addressee’s number in front of the block of the action(s) desired. For example, if addressee number 3 will sign the
action, place the number 3 in the block in front of “Signature.”
(3) Reuse an OF 41 for returning 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. DA Form 1222 (Routing Slip). Use DA Form 1222 (Routing Slip) 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. DA Form 209 (Delay, Referral, or Follow-Up Notice)
Use DA Form 209 (Delay, Referral, or Follow-Up Notice) for interim replies and follow-ups. Use it to acknowledge
AR 25–50 • 3 June 2002
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