CAS3 Staff Officer Guide - U.S. Army

© 2005 CAS3 For Instructional Purposes Only
Compiled by www.ArmyToolbag.com
Correspondence 74
d. Decision makers may make pen and ink changes for minor errors only on internal documents.
Staff officers should never assume that a pen and ink change is acceptable when presenting a
document for signature.
Citing References
a. References help the addressee of the correspondence in obtaining additional information.
References also help the writer achieve brevity by referring the addressee to other documents for the
minute details. If you use a reference:
(1) Include the reference paragraph as the document’s first paragraph.
(2) Include the date of referenced publications.
(3) Italicize or underline the titles of referenced publications.
(4) Enclose the reference if the addressee cannot readily obtain the document.
b. Examples of references:
(1) For a publication: AR 25-50, Preparing and Managing Correspondence, 5 Mar 01.
(2) For a memorandum: Memorandum, HQ 52d ID (M) & Fort Riley, ABCA-CS, 10 Jun xx,
subject: Promotion Lists.
(3) For a telephone conversation: Reference telephone conversation between COL Green,
this office, and COL White, III Corps, 10 Jun xx, subject: Promotion Lists.
Use of Office Symbols
The office symbol at the top or bottom of correspondence and other documents will identify the
specific office that prepared, filed the record copy, and has the most detailed knowledge about the
subject. Refer to 52d ID (M) & FR Memo 340-9 for authorized office symbols.
Use of Acronyms and Abbreviations
a. Memorandums. Use abbreviations authorized in AR 310-50. Use standard dictionaries for
abbreviations not contained in AR 310-50. Abbreviated ranks are authorized for memorandums and
personal correspondence. General officers will use their full rank on all formal or official
correspondence.
b. Letters. Use only common abbreviations found in standard dictionaries. Do not use military
abbreviations, acronyms, or military jargon in letters addressed to persons outside the DOD. Military
personnel will use their full rank (for example, Lieutenant, Captain, Sergeant) for letters.
c. Abbreviation guidelines.
(1) Established and well-known abbreviations are acceptable in all but the most formal
writing.
(2) When a word or title that is not well known will be used more than once in a document,
place the abbreviated form in parentheses after the first time the word or title is used. Thereafter,