AR 25-50: Correspondence and Formatting Guidelines for U.S. Army Personnel, Lecture notes of Acting

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Army Regulation 25–

Information Management: Records Management

Preparing and

Managing

Correspondence

Headquarters Department of the Army Washington, DC 17 May 2013

UNCLASSIFED

SUMMARY of CHANGE

AR 25–

Preparing and Managing Correspondence

This administrative revision, dated 6 July 2015--

o Makes administrative changes to paragraph text (paras 3-6 c , 6-5 c , and 6- 5 c (8)).

o Makes administrative changes to table text (table C-4).

o Makes administrative changes to figures (figs 3-1 and D-7).

o Removes acronym “standing operating procedure” from the abbreviations section (glossary).

This major revision, dated 17 May 2013--

o Transfers proponency for the Army’s correspondence program from the Deputy Chief of Staff, G-1 to the Administrative Assistant to the Secretary of the Army (para 1-4 a ).

o Allows for the use of Army Knowledge Online and Defense Knowledge Online instant messaging for organizational and individual information transfer (para 1-7 e ).

o Adds policy to capitalize “Soldier” for internal Army correspondence (para 1- 13 a ).

o Adds policy to capitalize “Family” for internal Army correspondence (para 1- 13 b ).

o Adds policy to capitalize “Civilian” for internal Army correspondence when referring to U.S. Department of the Army civilians and used in conjunction with Soldier and/or Family (para 1-13 c ).

o Changes preferred font to Arial, point size 12 (paras 1-17 a and 1-17 b ).

o Allows for the use of courtesy copy on letters (para 1-19 d ).

o Adds reference to Public Law 111-274 (Plain Writing Act of 2010) (paras 1- and 1-36 a ).

o Allows for the optional use of Army Records Information Management System record numbers after the office symbol on Army correspondence (para 2-4 a (2)).

o Revises policy on reducing cost and expediting distribution of official mail (chap 5).

o Standardizes signature blocks for all retired military personnel (para 6-6).

o Makes administrative changes (throughout).

Contents—Continued

Contents—Continued

• Methods of communication • 1–7, page
• Direct communications • 1–8, page
• Routing through channels • 1–9, page
• Writing quality • 1–10, page
• Exclusive For correspondence • 1–11, page
• Specific Correspondence Guidance, page Section III
• Dissemination of command instructions • 1–12, page
• Unique capitalization • 1–13, page
• Abbreviations, brevity codes, and acronyms • 1–14, page
• Letterhead • 1–15, page
• Paper • 1–16, page
• Type fonts and sizes • 1–17, page
• Ink color • 1–18, page
• Copies • 1–19, page
• Classified and special handling correspondence • 1–20, page
• Identifying a point of contact • 1–21, page
• Identifying the originating office • 1–22, page
• Expressing a date • 1–23, page
• Expressing time • 1–24, page
• Suspense date • 1–25, page
• Addressing • 1–26, page
• Postscripts • 1–27, page
• References • 1–28, page
• Page and paragraph numbering • 1–29, page
• Using boldface and italic type for emphasis • 1–30, page
• Distribution formulas • 1–31, page
• Identifying and listing enclosures • 1–32, page
• Nine-digit ZIP code (ZIP+4 code) • 1–33, page
• North Atlantic Treaty Organization correspondence • 1–34, page
• Recordkeeping requirements for delegations of signature authority • 1–35, page
• Effective Writing and Correspondence: The Army Writing Style, page Section IV
• Standards for Army writing • 1–36, page
• Constructing military correspondence • 1–37, page
• Chapter
• Preparing Memorandums, page
• General • 2–1, page
• Use • 2–2, page
• General rules • 2–3, page
• Format • 2–4, page
• Multiple-page memorandums • 2–5, page
• Memorandum of understanding or memorandum of agreement • 2–6, page
• Memorandum for record • 2–7, page
• Chapter
• Preparing Letters, page
• General • 3–1, page
• Use • 3–2, page
• Response phrases • 3–3, page
• Abbreviations • 3–4, page
• General rules • 3–5, page
• ii AR 25–50 • 17 May
• Format • 3–6, page Contents—Continued
• Chapter
• Listing Enclosures, Placing Tabs, and Assembling Correspondence, page
• General • 4–1, page
• Enclosures • 4–2, page
• Tabbing enclosures • 4–3, page
• Tabbing correspondence packages • 4–4, page
• Chapter
• Processing Correspondence and Official Mail, page
• Cost Reduction Methods, page Section I
• Reducing mail costs • 5–1, page
• Disseminating correspondence via messenger envelopes • 5–2, page
• Envelopes, page Section II
• Size • 5–3, page
• Folding and fastening • 5–4, page
• Preparing envelopes for mailing • 5–5, page
• Address locations on larger than letter-sized (flat) mail • 5–6, page
• Addressing Mail, page Section III
• Delivery address • 5–7, page
• Return address • 5–8, page
• Addressing • 5–9, page
• Address format • 5–10, page
• Address content • 5–11, page
• “To the Commander of _____” • 5–12, page
• Chapter
• Preparing Authority Lines, Signatures, and Signature Blocks, page
• Delegation of Authority, page Section I
• Delegation of signature authority • 6–1, page
• Delegation of authority line • 6–2, page
• Signatures and Signature Blocks, page Section II
• Signatures • 6–3, page
• Signature block • 6–4, page
• Personnel on active duty • 6–5, page
• Retired military personnel • 6–6, page
• Army Reserve personnel not on active duty • 6–7, page
• Civilian personnel and contract surgeons • 6–8, page
• Signatures of subordinates • 6–9, page
• Auto-pen signature • 6–10, page
• Addressing retired military • 6–11, page
• Chapter
• Using Prescribed Forms and Labels, page
• General • 7–1, page
• Routing and transmittal slips • 7–2, page Contents—Continued
• Department of the Army Form 5 • 7–3, page
• Department of the Army Form 200 • 7–4, page
• Department of the Army Form 209 • 7–5, page
• Department of the Army Label 87 • 7–6, page
• Department of the Army Label 113 • 7–7, page
• Department of the Army Label 115 • 7–8, page
• Optional Form 65–B • 7–9, page
• Optional Form 65–C • 7–10, page
• Chapter
• Marking Classified Correspondence, page
• General authority • 8–1, page
• Guidance on markings • 8–2, page
• Cover sheets • 8–3, page
• A. References, page Appendixes
• B. Titles and Protocol Sequence, page
• C. Forms of Address, Salutation, and Complimentary Close, page
• D. Model Authority Lines and Signature Blocks, page
• E. Preparing Mass Mailings, page
• F. Internal Control Evaluation, page
• Table 5–1: Address format, page Table List
• Table 5–2: Optional line, page
• Table 5–3: Delivery address line, page
• Table 5–4: Foreign mail, page
• Table 5–5: Return address, page
• Table 5–6: Completeness and accuracy, page
• Table 5–7: USPS two-letter State or territory abbreviations, page
• Table 5–8: Example of “To the Commander of ____________”, page
• Table 6–1: Grade abbreviations, page
• Table 6–2: Branch title abbreviations, page
• Table C–1: The Executive Branch, page
• Table C–2: The Congress and legislative agencies, page
• Table C–3: The Judiciary, page
• Table C–4: Military personnel, page
• Table C–5: State and Government officials, page
• Table C–6: Ecclesiastical officials, page
• Table C–7: Private citizens, page
• Table C–8: Corporations, companies, and federations, page
• Table C–9: Foreign government officials, page
• Table C–10: International organizations, page
• Table C–11: Addressing former officials, page
• Figure 2–1: Using and preparing a memorandum, page Figure List
• Figure 2–2: Preparing a memorandum with a suspense date, page
• Figure 2–2: Preparing a memorandum with a suspense date (continued), page
• Figure 2–3: Addressing a single-address Headquarters, Department of the Army memorandum, page
• iv AR 25–50 • 17 May
• Figure 2–4: Addressing a single-address Army service component command memorandum, page Contents—Continued
• full titles and addresses, page Figure 2–5: Addressing a multiple-address memorandum for Headquarters, Department of the Army agencies using
• office symbols, page Figure 2–6: Addressing a multiple-address memorandum for Headquarters, Department of the Army agencies using
• Figure 2–7: Addressing an Army command multiple-address memorandum, page
• Figure 2–8: Preparing a SEE DISTRIBUTION addressed memorandum, page
• Figure 2–8: Preparing a SEE DISTRIBUTION addressed memorandum (continued), page
• Figure 2–9: Preparing a DISTRIBUTION list on the second page, page
• Figure 2–9: Preparing a DISTRIBUTION list on the second page (continued), page
• Figure 2–10: Preparing a memorandum with a distribution formula, page
• Figure 2–11: Preparing a single-address MEMORANDUM THRU, page
• Figure 2–12: Preparing a MEMORANDUM THRU with two addresses, page
• Figure 2–13: Preparing a one-paragraph memorandum with subparagraphs and continuing the subject line, page
• Figure 2–14: Listing enclosures, copies furnished, and point of contact paragraph, page
• Figure 2–15: Preparing a memorandum of understanding, page
• Figure 2–15: Preparing a memorandum of understanding (continued), page
• Figure 2–16: Preparing a memorandum of agreement, page
• Figure 2–16: Preparing a memorandum of agreement (continued), page
• Figure 2–17: Preparing a memorandum for record, page
• Figure 3–1: Formatting a letter, page
• Figure 3–1: Formatting a letter (continued), page
• Figure 3–2: Using office symbols and titles, page
• Figure 3–3: Spacing in a letter, page
• Figure 3–4: Preparing a letter with a subject line, page
• Figure 3–5: Using courtesy copy in letters, page
• Figure 4–1: Capitalizing the first letter in the first word of a listed enclosure, page
• Figure 4–2: Accounting for enclosures not identified in the body of the correspondence, page
• Figure 4–3: Having one enclosure that is not identified in the body, page
• Figure 4–4: Having enclosures without a number preceding Encl/Encls, page
• Figure 4–5: Using approved abbreviations, page
• Figure 4–6: Identifying some enclosures but not others, page
• Figure 4–7: Tabbing correspondence, page
• Figure 8–1: Marking the security classification of portions, page
• Figure 8–1: Marking the security classification of portions (continued), page
• Figure 8–2: Preparing a restricted data additional warning notice memorandum, page
• Figure 8–2: Preparing a restricted data additional warning notice memorandum (continued), page
• Figure 8–3: Preparing a formerly restricted data additional warning notice memorandum, page
• Figure 8–3: Preparing a formerly restricted data additional warning notice memorandum (continued), page
• Figure 8–4: Marking unclassified transmittal documents, page
• Figure 8–5: Marking classified transmittal documents, page
• Figure 8–6: Marking classified working papers, page
• Figure B–1: Addressing the Office of the Secretary of Defense, page
• Figure B–2: Addressing Headquarters, Department of the Army principal officials, page
• Figure D–1: Signed by the commanding general of a command, page
• Figure D–2: Signed by an authorized subordinate of the commander, page
• Figure D–3: Signed by the head of a Headquarters, Department of the Army Staff agency, page
• page Figure D–4: Signed by an authorized representative of a Headquarters, Department of the Army staff agency,
• Figure D–5: Signed by the commanding officer of a unit, headquarters, or installation, page
• page Figure D–6: Signed by an authorized representative of the commander of a unit, headquarters, or installation,
• Figure D–7: Signed by an authorized representative for the head of a staff office or other official, page
• Figure D–8: Signed by an authorized civilian, with or without an authority line, page
• Figure D–9: Signature of an officer writing as an individual (show name, grade, branch, and organization), page
• Army spelled out, and organization), page Figure D–10: Examples of signature blocks for letters (show the name in uppercase and lowercase letters, grade, U.S.
• Figure D–11: Signature blocks for retired military personnel, page
• Figure D–12: Abbreviated titles, page
• Figure D–13: Unabbreviated titles, page
• Figure D–14: Noncommissioned officer signature blocks, page
• Reserve assignment, page Figure D–15: Signed by an enlisted U.S. Army Reserve Soldier on active duty, such as during an Active Guard
• Figure D–16: Signed by a U.S. Army Reserve officer on active duty, page
• Figure D–17: Signed by an officer assigned to the general staff, colonel or below, page
• Figure D–18: Signed by an officer detailed as inspector general, page
• Figure D–19: Signed by a medical corps officer, page
• Figure D–20: Signed by a reserve noncommissioned officer not on active duty, page
• Figure D–21: Signed by a reserve officer not on active duty, page
• Figure D–22: Signed by a reserve warrant officer, page
• assignment), page Figure D–23: Signed by an active duty U.S. Army Reserve chaplain (such as during an Active Guard Reserve
• Figure D–24: Signed by a U.S. Army Reserve chaplain not on active duty, page
• vi AR 25–50 • 17 May Glossary

organizational and individual information, facilitating communications with offices in multiple or distant locations. Use an MFR to document any decisions or agreements reached during instant messaging communications.

1–8. Direct communications Send correspondence as directly as possible to the action office concerned (see para 2–4 a (5)). Include the action officer’s name and office symbol when addressing correspondence.

1–9. Routing through channels a. Routing action correspondence. Route correspondence through commands, agencies, or offices expected to exercise control or take action. b. Bypassing intermediate headquarters. Do not route correspondence through a headquarters that has no interest or concern in the matter or action. However, send a copy of the communication and referral action to the command, agency, or office that was bypassed. Routine correspondence may bypass intermediate headquarters when— (1) It is apparent the intermediate headquarters is not concerned. (2) No action is required. (3) No controls need to be exercised. c. Using technical channels. Use technical channels to route correspondence that deals with technical matters. This includes technical reports, instructions, or requests for information that do not involve command matters. Before using technical channels, make sure the action should not be sent through command channels. Do not use “FOR THE COMMANDER” on the authority line of technical channel correspondence.

1–10. Writing quality In accordance with Public Law (PL) 111–274 (Plain Writing Act of 2010), DA writing will be clear, concise, and effective. Army correspondence must aid effective communication and decisionmaking. The reader must be able to understand the writer’s ideas in a single reading, and the correspondence must be free of errors in substance, organization, style, and correctness (see para 1–37). Use electronic spell check when available but always proofread; spell check is only a tool and is not infallible.

1–11. Exclusive For correspondence a. Using. Use Exclusive For correspondence for matters of a sensitive or privileged nature directed to a specific party or parties. Minimize its use to avoid delay of action if the named addressee is absent or unavailable to receive and act on the correspondence. Prepare Exclusive For correspondence in either letter or memorandum format. b. Addressing. Address Exclusive For correspondence to the name and title of the addressee. c. Handling. When preparing Exclusive For correspondence, place it in a sealed envelope. Type and underline the words Exclusive For on the envelope. Distribution center and official mailroom workers will give this type of mail to addressees unopened unless security conditions dictate that they open the mail as part of the official mail screening process.

Section III Specific Correspondence Guidance

1–12. Dissemination of command instructions Use the acronym ALARACT (all Army activities) only in electronically transmitted messages. This acronym assigns responsibility for distribution instructions. Do not use it when addressing Army correspondence.

1–13. Unique capitalization The following is a selection of style and usage preferences for internal Army correspondence: a. Capitalize the word “Soldier” when it refers to a U.S. Army Soldier. b. Capitalize the word “Family” when it refers to U.S. Army Family or Family members. c. Capitalize the word “Civilian” when it refers to DA civilians and is used in conjunction with Soldier and/or Family.

1–14. Abbreviations, brevity codes, and acronyms a. Memorandums. Use abbreviations and brevity codes authorized in AR 25–52 for memorandums. Use the U.S. Government Printing Office Style Manual and standard dictionaries for abbreviations not in AR 25–52. Prescrib- ing regulations for various technical fields also provide authorized abbreviations, brevity codes, and acronyms. Abbreviated military grades are authorized for memorandums. General officers will use their full military grades on all correspondence. b. Letters. Use only common abbreviations found in standard dictionaries. Do not use military abbreviations, brevity

2 AR 25–50 • 17 May 2013

codes, acronyms, or military jargon in letters addressed to persons outside DOD. Military personnel will use their full grades (for example, lieutenant general, major general, captain, and sergeant first class) in letters. c. Abbreviation guidelines. (1) Established abbreviations are acceptable in all but the most formal writing. For reading ease, use only well- known abbreviations or those you believe the recipient knows. (2) When a title or complete term will be used repeatedly in a document, use a shortened version of the title or term instead of an acronym; for example, instead of “military interdepartmental purchase request,” use “purchase request.” If the complete title or term is lengthy, complex, or not well known, place the abbreviated form in parentheses after the first time the title or term is used. Thereafter, use only the shortened form. Do not use this method if the term will not be used repeatedly. Avoid beginning a sentence with an abbreviation or using them in the subject line, except for words like “Mr.,” “Dr.,” “Ms.,” and so on. (3) For further guidance on correct capitalization when spelling out an abbreviation, refer to the U.S. Army Records Management and Declassification Agency’s Web site, https://www.rmda.army.mil/abbreviation/MainMenu.asp and Joint Publication (JP) 1–02 at http://www.dtic.mil/doctrine/dod_dictionary/index.html. d. Acronym guidelines. (1) Use military and civilian acronyms in memorandums, if appropriate. Do not, however, use military acronyms when writing to individuals or organizations not familiar with their use. When an acronym is used, spell out the acronym the first time it is used and follow it with the acronym in parentheses. Thereafter, use the acronym. Do not overuse acronyms. (2) For further guidance on correct capitalization when spelling out an acronym, see AR 25–52, the Records Management and Declassification Agency’s Web site, https://www.rmda.army.mil/abbreviation/MainMenu.asp, and JP 1–02 at http://www.dtic.mil/doctrine/dod_dictionary/index.html.

1–15. Letterhead a. Letterhead identifies the originating organization and provides the complete standardized mailing address. b. Computer-generated letterhead is used for all official correspondence. For further guidance on using letterhead, see AR 25–30 and DA Pam 25–40.

1–16. Paper Paper used for Army correspondence generally will be the standard size (8 1 ⁄2 by 11 inches). Use computer-generated letterhead for the first page of all memorandums and letters except when an approved form is prescribed. Use plain white paper for continuing pages.

1–17. Type fonts and sizes When creating official correspondence, use type fonts and sizes that make the correspondence easy to read and understand. The following guidelines will provide the best results: a. A font with a point size of 12 is recommended. b. Preferred type font is Arial. c. Unusual type styles, such as Script, will not be used in official correspondence.

1–18. Ink color Correspondence may be signed in blue or black ink. Black ink will be used for date stamps.

1–19. Copies a. Record copy. Make one record or file copy of correspondence after the original has been signed and dated. Stamp or write “record copy” or “file copy” along the edge of the right margin. Record copies may be stored electronically. Maintain file copies according to Army recordkeeping system requirements (see AR 25–400–2). b. Reading file copies. If reading files are used, maintain according to Army recordkeeping system requirements. c. Copy furnished. Use “copy furnished” (CF:) on memorandums to keep other than the prime addressee(s) informed of an action. Make copies after the original has been signed and dated. d. Courtesy copy. Use “courtesy copy” (cc:) on letters to inform other readers of the subject if they have a need to know or should receive a copy of the correspondence. Make copies after the original has been signed and dated. e. Electronic records. Maintain according to Army recordkeeping system requirements (see AR 25–400–2).

1–20. Classified and special handling correspondence a. General. Information that requires protection against unauthorized disclosure in the interest of national security will be classified. Correspondence containing classified information will be safeguarded as prescribed in AR 380–5. The contents of a classified communication will be revealed only to individuals who have the appropriate security clearance and whose official duties require the information.

AR 25–50 • 17 May 2013 3

office symbol, date, and subject of the correspondence (for example, Memorandum, HQ AMC, AMCIO–F, 20 Feb 13, subject: Training for U.S. Army Materiel Command Personnel; Letter, Office of the General Counsel, SAGC, July 16, 2013, subject: if used; and Message, HQ TRADOC, ATPL–TDD–OR, 101623Z Sep 13, subject: Correspondence Management). When referencing an email or fax number, use the name of the sender and office symbol, if included (for example, Email, HQ TRADOC, ATPL–TDD–OR, Mr. Samuel Jones, 3 Nov 13, subject: Correspondence Manage- ment; and Fax, HQ FORSCOM, Ms. Ella Johns, 25 Feb 13, subject: Copier Management).

Note. Enter subjects and dates verbatim.

c. Public law. When referencing public laws, include the name, public law number, section, statute number, and date (for example, National Environmental Policy Act of 1969, Public Law No. 91–190, Section 103, 83 Statute 852, 853 (1970) or Social Security Number Privacy and Identity Theft Prevention Act of 2003, H.R. 2971, 108th Cong. § 101 (2003)). d. Classified or unclassified material. Use chapter 8 and AR 380–5 for portion marking when referencing unclassi- fied material in a classified document or when referencing classified material in a classified or unclassified document. e. Paragraphs of publications. (1) When referencing a publication, cite its number, title, and date: DA Memo 25–52 (Staff Action Process and Correspondence Policies), 1 May 2008. (2) Additional references need only include the regulation and paragraph number (for example, DA Memo 25–52, para 3–1 a ). f. Telephone conversations or meetings. When referencing telephone conversations or meetings, first cite the communication, then names of the individuals, headquarters or office of location, date, and subject, if applicable. (1) Reference telephone conversation between Mr. William Smith, this office, and Ms. Linda Jones, TRADOC, 23 Jan 13, subject: Office Copiers. (2) Reference meeting between Ms. Linda Jones, TRADOC, and Mr. William Smith, this office, 23 Jan 13, subject: Office Copiers. g. Material that has the same subject. In memorandums, you may use the term “subject as above” or the acronym “SAB” in lieu of repeating the subject. You cannot do so in letters.

1–29. Page and paragraph numbering See chapters 2 and 3 for exact guidance on paragraph and page numbering and placement of the page number.

1–30. Using boldface and italic type for emphasis Use boldface or italic type to emphasize a specific or important fact. Overuse of this method for emphasis (like overuse of the exclamation point) defeats its purpose. In general, substitute more specific or forceful words to gain emphasis.

1–31. Distribution formulas Develop a distribution formula that is easy to understand and use. Make sure it is a fast and cost-effective way to distribute information to a great number of addresses. Do not use internal distribution formulas for correspondence external to your command or installation (see AR 25–51).

1–32. Identifying and listing enclosures Use enclosures for memorandums and letters. Number and attach all enclosures in the same order they are mentioned in the body of the correspondence. Identify each enclosure in the lower right corner of the first page before making copies. Specify enclosures in the text. See paragraph 4–2 for the proper listing of enclosures. Attachments to enclosures are referred to as enclosures to enclosures (for example, enclosure 3 to enclosure 2).

1–33. Nine-digit ZIP code (ZIP+4 code) Use the ZIP+4 code on all return envelope addresses and correspondence. The ZIP+4 code will be used on all letterhead.

1–34. North Atlantic Treaty Organization correspondence For North Atlantic Treaty Organization (NATO) correspondence purposes, see standardization agreements. All NATO correspondence will be prepared according to applicable NATO directives.

1–35. Recordkeeping requirements for delegations of signature authority Records of delegations of signature authority must be created and maintained in accordance with AR 25–400–2.

AR 25–50 • 17 May 2013 5

Section IV Effective Writing and Correspondence: The Army Writing Style

1–36. Standards for Army writing a. Effective Army writing is understood by the reader in a single rapid reading and is free of errors in substance, organization, style, and correctness in accordance with PL 111–274. b. Army writing will be concise, organized, and to the point. Two essential requirements include putting the main point at the beginning of the correspondence (bottom line up front) and using the active voice (for example, “You are entitled to jump pay for the time you spent in training last year”). c. The standard English sentence order, subject-verb-object, works best. It speeds communication and helps the reader understand the main point. d. Active voice writing— (1) Emphasizes the actor of the sentence. (2) Shows who or what does the action in the sentence and puts the actor before the verb. (3) Creates shorter sentences. By eliminating passive voice, you reduce the number of words in a sentence. (a) Passive voice: The test was passed by SGT Jones (seven words). (b) Active voice: SGT Jones passed the test (five words). e. Passive voice is easy to recognize. A passive construction occurs when the object of an action becomes the subject of the sentence. A verb in the passive voice uses any form of the verb “to be” (for example, am, is, are, was, were, be, being, and been), plus a past participle of the verb, which usually ends in “en” or “ed” (for example, were completed, is requested). Additionally, in passive voice the subject receives the action instead of taking the action.

1–37. Constructing military correspondence a. General techniques. When constructing basic military correspondence, focus first on the main point. Use of active voice is the basic style of Army writing. b. Specific techniques. Incorporate these plain language techniques to improve effectiveness: (1) Use short words. (2) Keep sentences short. The average length of a sentence should be about 15 words. (3) Write paragraphs that, with few exceptions, are no more than 10 lines. (4) Avoid jargon. (5) Use correct spelling, grammar, and punctuation. (6) Use “I,” “you,” and “we” as subjects of sentences instead of this office, this headquarters, this command, all individuals, and so forth. (7) Write one-page letters and memorandums for most correspondence. Use enclosures for additional information. (8) Avoid sentences that begin with “It is,” “There is,” or “There are.” (9) Insert two blank spaces after ending punctuation (for example, a period and question mark). (10) Insert two blank spaces after a colon. (11) When numbering subparagraphs, insert two blank spaces after the parentheses.

Chapter 2

Preparing Memorandums

2–1. General Figures 2–1 through 2–17 illustrate examples of use and general rules for memorandums.

2–2. Use The memorandum is used for correspondence sent outside the headquarters, command, installation, activities, units, or similarly identifiable organizational elements within DOD; for routine correspondence to Federal Government agencies outside DOD; for notification of personnel actions, military or civilian; for showing appreciation or commendation to DA Civilians and Soldiers; and for internal correspondence within the same headquarters, command, or similarly identifiable organizational elements.

Note. Refer to DA Memo 25–52 for correspondence originating within Army Secretariat or Army Staff organizations.

2–3. General rules a. Paper. Use standard size paper (8^1 ⁄2 by 11 inches). (1) Original pages. For memorandums, use computer-generated letterhead for the first page and plain white paper for continuing pages.

6 AR 25–50 • 17 May 2013

write the subject in 10 words or less, if possible. Avoid using abbreviations in the subject line; however, if the subject needs more than 10 words, limit the number of words by using commonly recognized authorized acronyms (for example, DA, DOD, FY, and HQDA). If the subject is more than one line, begin the second line flush with the left margin (see fig 2–13). Type “SUBJECT:” in uppercase letters (see examples). b. Body (text). (1) Beginning. Begin the text on the third line below the last line of the subject. (a) List any references in the first paragraph. See paragraph 1–28 of this regulation for instructions on how to list references. (b) Begin the memorandum with a short, clear purpose sentence. (c) Put the recommendation, conclusion, or most important information (the main point) next. (Some writing combines the purpose and the main point.) (d) Clearly separate each major section. (e) Ensure that the POC line is in the last paragraph of the body of the correspondence. (2) Spacing. Single space the text with double spacing between paragraphs and subparagraphs. Single space one- paragraph memorandums (see fig 2–13). On occasion, one-paragraph correspondence requires subparagraphs. Sub- paragraph spacing is the same as for major paragraphs. (3) Indenting. When paragraphs are subdivided, indent them as shown in figure 2–1. (4) Numbering paragraphs. (a) Do not number a one-paragraph memorandum. (b) If the memorandum has more than one paragraph, number the paragraphs as outlined in figure 2–1. c. Closing. Major elements are the authority line, signature block, and enclosure listing. Subelements are the distribution listing (if needed) and CF line. (1) Authority line. See chapter 6 and appendix D of this regulation. Type the authority line at the left margin in uppercase letters on the second line below the last line of the text. The authority line is used by individuals properly designated as having the authority to sign for the commander or head of an office. (2) Signature block. See chapter 6 and appendix D of this regulation for examples. (a) Placement. Begin the signature block in the center of the page on the fifth line below the authority line. If you are not using an authority line, begin the signature block on the fifth line below the last line of text. (b) Format. See appendix D of this regulation. (3) Enclosures. Number and attach enclosures in the same order they appear in the memorandum. For only one enclosure (encl), do not precede “Encl” with the number 1; use only “Encl.” For more than one enclosure, use “Encls.” Begin the enclosure listing at the left margin on the same line as the signature block (see chap 4). (4) “DISTRIBUTION” listing (if needed). See figures 2–8 through 2–10. (5) Copies furnished. See figures 2–1, 2–8, 2–13, and 2–14. Use the CF: line to inform other recipients of the subject only if they have a need to know or an interest in the subject. Type “CF:” on the second line below the last line of the signature block, enclosure listing, or distribution listing, whichever is lower. (Do not spell out CF.) If none of the CF addressees will be provided copies, type “wo/encls” in parentheses after CF: (for example, CF: (wo/encls)).

2–5. Multiple-page memorandums Try to avoid multiple-page memorandums. However, when they are necessary, consider using enclosures for additional information. If a memorandum is longer than one page, see figure 2–2 and follow these rules: a. Type the office symbol at the left margin 1 inch from the top edge of the paper. b. Type the subject of the memorandum at the left margin on the line below the office symbol. c. Begin the continuation of text at the left margin on the third line below the subject. When continuing a memorandum on another page— (1) Do not divide a paragraph of three lines or fewer between pages. At least two lines of the divided paragraph must appear on each page. (2) Include at least two words on each page of any sentence that has been divided between pages. (3) Do not hyphenate a word between pages. (4) Do not type the authority line and the signature block on the continuation page without at least two lines of the last paragraph. If, however, the last paragraph or subparagraph has only one line, it may be placed alone on the continuation page with the authority line and signature block. d. Center the page number approximately 1 inch from the bottom of the page.

2–6. Memorandum of understanding or memorandum of agreement a. Memorandum of understanding (MOU). Use an MOU to describe broad concepts of mutual understanding, goals, and plans shared by the parties when no transfer of funds for services is anticipated. b. Memorandum of agreement (MOA). Use an MOA to establish and document common legal terms that establish a

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“conditional agreement” where transfer of funds for services is anticipated. MOAs do not obligate funds, but establish the terms for future services. c. Format. When an MOU or MOA is required, use the format shown in figures 2–15 and 2–16. (1) Heading. Prepare the MOU/MOA on plain white paper. If an MOU/MOA is between two Army activities, DA letterhead is appropriate. This provision may be altered to meet internal or special requirements of the parties involved in the agreement. Center the title “MEMORANDUM OF UNDERSTANDING” or “MEMORANDUM OF AGREEMENT” on the second line below the seal. Type the word “BETWEEN,” also centered, on the line immedi- ately following the title. Center the names of agreeing agencies, separated by the word “AND” on the line immediately following the word “BETWEEN.” The requirement for centering may be altered when more than two agreeing agencies are involved or when the agency titles are too lengthy to be typed on one line. (2) Subject. Type the word “SUBJECT:” at the left margin on the second line below the last line of the agreeing agencies’ titles. (3) Text. Begin the first line of text at the left margin on the third line below the last line of the subject. The basic text will generally contain, but is not limited to, the following seven categories: (a) Reference. List references that are directly related to the document. (b) Purpose. In as few words as possible, clearly define or state the purpose of the MOU or MOA. (c) Issue. Present a clear, concise statement of the issues, to include a brief background. (d) Scope. Add a short and to-the-point statement specifying the area of the MOU or MOA. (e) Understandings, agreements, support, resources, and responsibilities. List the understandings, agreements, sup- port, resources, and responsibilities of and between each agency involved. (f) Effective date. Enter the date the MOU or MOA will become effective. (g) Review, revision, modification, or cancellation date. Enter the date as mutually agreed to by the signers or their designated representatives. (4) Paragraph numbering. Use the same paragraph numbering and indentations as for general-use memorandums. (5) Signature blocks. Signature blocks on MOUs and MOAs are unique because the signature blocks of the agreeing agencies’ parties appear on the same line. (a) Type signature blocks on the fifth line following the last line of text. (b) Precede all signature blocks by overscoring as shown in figures 2–15 and 2–16. (c) Include the name, title, and agency for civilians and name, military grade, branch, and title for military personnel. Include the date each official signs. (d) Place the signature blocks in protocol order, with the senior official on the right. If an MOU has three agreeing agencies, center the signature bock of the highest ranking official at the bottom. Place the signature block of the next–highest ranking official above on the right. Place the signature block of the junior official above on the left.

2–7. Memorandum for record a. Use. Use the MFR to show the authority or basis for an action taken. You may also use the MFR to document informal meetings or telephone conversations when official business was conducted (see fig 2–17). b. Contents. (1) Heading. Include the office symbol, date, and subject. (2) Body. Show all background information having a direct bearing on the matter. Include the authority and basis for the action to inform reviewing and signing officials. c. Format. See figure 2–17.

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Figure 2–2. Preparing a memorandum with a suspense date

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Figure 2–2. Preparing a memorandum with a suspense date (continued)

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