Army Correspondence Guidelines: Memorandums and Letters, Lecture notes of Communication

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Army Regulation 25–

Information Management

Preparing and

Managing

Correspondence

Headquarters Department of the Army Washington, DC 3 June 2002

UNCLASSIFIED

SUMMARY of CHANGE

AR 25–

Preparing and Managing Correspondence

Specifically, this revision dated 3 June 2002-

o Changes letterhead policy for preparing correspondence.

o Removes the requirement for placement of a file number after the office symbol on correspondence (para 2-4a(1)).

o This revision-

o Supersedes AR 25-50, dated 21 November 1988.

o Eliminates the use of the endorsement as an authorized form of correspondence. The memorandum will be used in all instances where an endorsement was previously used.

o Makes significant changes in the use of the memorandum and letter (paras 1-7a and b, 2-2, 3-2).

o Modifies the addressing of mail and correspondence (paras 1-8, 1-9, 2-4a(4)).

o Modifies the MEMORANDUM FOR line (para 2-4a(4)).

o Modifies abbreviation practices (para 1- 1 6 and throughout).

o Eliminates duplication of policy on letterhead stationery contained in AR 25- 30, The Army Publishing and Printing Program, 21 June 1999.

o Revises DA Form 1222 (Routing Slip).

Contents—Continued

Contents—Continued

Glossary

• Routing through channels • 1–9, page
• Quality of writing • 1–10, page
• Rewriting, retyping, and drafts • 1–11, page
• Review of outgoing correspondence • 1–12, page
• Form letters • 1–13, page
• Exclusive For correspondence • 1–14, page
• Specific Correspondence Guidance, page Section III
• Dissemination of command instructions • 1–15, page
• Abbreviations and brevity codes • 1–16, page
• Acronyms • 1–17, page
• Letterhead • 1–18, page
• Paper • 1–19, page
• Type fonts and sizes • 1–20, page
• Ink color • 1–21, page
• Using one side of paper • 1–22, page
• Copies • 1–23, page
• Classified and special handling correspondence • 1–24, page
• Identification of writer • 1–25, page
• Identification of originating office • 1–26, page
• Expression of date • 1–27, page
• Expressing time • 1–28, page
• Suspense date • 1–29, page
• Addressing • 1–30, page
• References • 1–31, page
• Authority lines • 1–32, page
• Complimentary close • 1–33, page
• Signature blocks • 1–34, page
• Postscripts • 1–35, page
• Page and paragraph numbering • 1–36, page
• Underlining, using boldface type, and italicizing for emphasis • 1–37, page
• Distribution formulas • 1–38, page
• Identifying and listing enclosures • 1–39, page
• Nine-digit ZIP Code (ZIP+4 Code) • 1–40, page
• NATO correspondence • 1–41, page
• Recordkeeping requirements • 1–42, page
• Effective Writing and Correspondence: The Army Writing Style, page Section IV
• Goal • 1–43, page
• Standards for Army writing • 1–44, page
• Constructing military correspondence • 1–45, page
• Packaging correspondence • 1–46, page
• Chapter
• Memorandums—Special Purpose Memorandums, page
• Memorandums, page Section I
• General • 2–1, page
• Use • 2–2, page
• General rules • 2–3, page
• Format • 2–4, page
• ii AR 25–50 • 3 June
• Multiple-Page memorandums • 2–5, page Contents—Continued
• Special Purpose Memorandums, page Section II
• 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
• Appropriate replies and responses • 3–5, page
• General rules • 3–6, page
• Format • 3–7, page
• Chapter
• Enclosures, Tabs, and Assembling Correspondence, page
• General • 4–1, page
• Enclosures • 4–2, page
• Tabbing enclosures • 4–3, page
• Tabbing correspondence packages • 4–4, page
• Assembling • 4–5, page
• Chapter
• Preparing Department of the Army Official Mail, page
• General, page Section I
• Reducing mail cost • 5–1, page
• Existing supplies • 5–2, page
• Envelope Size, page Section II
• Size • 5–3, page
• Selection of envelopes • 5–4, page
• Envelopes to avoid • 5–5, page
• Messenger envelopes • 5–6, page
• Addressing Mail, page Section III
• Delivery address • 5–7, page
• Address locations on larger than letter-sized (flat) mail • 5–8, page
• Return address • 5–9, page
• Envelope address • 5–10, page
• Mailing instructions • 5–11, page
• Folding and fastening • 5–12, page
• Preparing envelopes for mailing • 5–13, page
• Addressing—Format and Content, page Section IV
• Addressing • 5–14, page
• Address format • 5–15, page
• Address content • 5–16, page
• “To the Commander of _____” • 5–17, page Contents—Continued
• Chapter
• 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
• Facsimile signature • 6–10, page
• Addressing retired military • 6–11, page
• Chapter
• Prescribed Forms and Labels, page
• General • 7–1, page
• Routing and transmittal slips • 7–2, page
• DA Form 209 (Delay, Referral, or Follow-Up Notice) • 7–3, page
• OF 363 (Memorandum of Call) • 7–4, page
• DA Label 113 (Congressional Cover Sheet) • 7–5, page
• DA Label 115 (Expedite Cover Sheet) • 7–6, page
• DA Label 116 (Signature or Initials Marker) • 7–7, page
• DA Form 2445 (Correspondence Control Record) • 7–8, page
• OF 27 (Two-Way Memo) • 7–9, page
• DA Form 200 (Transmittal Record) • 7–10, page
• OF 65–B (U.S. Government Messenger Envelope) • 7–11, page
• OF 65–C (U.S. Government Messenger Envelope) • 7–12, page
• DA Label 87 (For Official Use Only) • 7–13, page
• Chapter
• Marking Classified Correspondence, page
• General authority • 8–1, page
• Guidance on markings • 8–2, page
• A. References, page Appendixes
• B. Style Practices, page
• C. Titles and Protocol Sequence, page
• D. Forms of Address, Salutation, and Complimentary Close, page
• E. Model Authority Lines and Signature Blocks, page
• F. Preparing NATO Correspondence, page
• iv AR 25–50 • 3 June
• Table 5–1: Selecting the right envelope, page Table List
• Table 5–2: U.S. Postal Service two-letter State/Territory abbreviations, page
• Table 6–1: Rank abbreviation, page
• Table 6–2: Branch title abbreviations, page
• Table D–1: The Executive Branch, page
• Table D–2: The Congress and legislative agencies (see note), page
• Table D–3: The Judiciary, page
• Table D–4: Military personnel, page
• Table D–5: State and Government officials, page
• Table D–6: Ecclesiastical Officials, page
• Table D–7: Private citizens, page
• Table D–8: Corporations, companies, and federations, page
• Table D–9: Foreign government officials (see note), page
• Table D–10: International organizations, page
• Table D–11: Addressing former officials, page
• Figure 2–1: Using and preparing a memorandum, page Figure List
• Figure 2–2: Preparing a memorandum, page
• Figure 2–3: Continuing a memorandum, page
• Figure 2–4: Single addressee Army Staff memorandum, page
• Figure 2–5: Single address MACOM memorandum, page
• Figure 2–6: Army Staff multiple-addressed memorandums using full titles and addresses, page
• Figure 2–7: Army Staff multiple-addressed memorandums using office symbols, page
• Figure 2–8: MACOM multiple-addressed memorandums, page
• Figure 2–9: Preparing a SEE DISTRIBUTION memorandum, page
• Figure 2–10: Continuation of a distribution listing, page
• Figure 2–11: A single-addressed THRU MEMORANDUM, page
• Figure 2–12: Preparing a THRU MEMORANDUM 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 and copies furnished and POC paragraph, page
• Figure 2–15: Using and preparing an informal memorandum, page
• Figure 2–16: Format and use of an MOU or MOA, page
• Figure 2–17: Preparing an MOU or MOA, page
• Figure 2–18: Preparing a memorandum for record, page
• Figure 3–1: Letter format, page
• Figure 3–2: Continuation of a letter, page
• Figure 3–3: Use of office symbols and titles, page
• Figure 3–4: Spacing of the letter, page
• Figure 4–1: Tabbing correspondence, page
• Figure 4–2: Assembling correspondence, page
• Figure 5–1: Format for addressing envelopes, page
• Figure 5–2: Example of an optional line, page
• Figure 5–3: Examples of the delivery address line, page
• Figure 5–4: Example of the return address, page
• Figure 8–1: Marking the security classification of portions, page
• Figure 8–2: Marking the security classification of portions for continued pages, page
• Figure 8–3: Restricted data additional warning notice, page
• Figure 8–4: Restricted data additional warning notice for continued pages, page
• Figure 8–5: Formerly restricted data additional warning notice, page
• Figure 8–6: Formerly restricted data additional warning notice for continued pages, page
• Figure 8–7: Unclassified transmittal documents, page
• Figure 8–8: Classified transmittal documents, page Contents—Continued
• Figure 8–9: Classified working papers, page
• Figure C–1: Office of the Secretary of Defense, page
• Figure C–2: Office of the Secretary of the Army, page
• Figure C–3: Distribution to the entire Army Staff, page
• Figure C–4: Distribution to the entire Army General Staff, page
• addresses in the order shown.), page Figure C–5: Distribution to selected Army staff agency heads (Use collective titles, when appropriate. List individual
• Figure E–1: Signed by the commanding general of a command, page
• Figure E–2: Office of the commander signed by an authorized subordinate, page
• Figure E–3: Signed by the head of a HQDA staff agency, page
• Figure E–4: Signed by an authorized representative of a HQDA staff agency, page
• Figure E–5: Signed by the commanding officer of a unit, headquarters, or installation, page
• page Figure E–6: Signed by an authorized representative of the commander of a unit, headquarters, or installation,
• Figure E–7: Signed by an authorized representative for the head of a staff office or other official, page
• Figure E–8: Signed by an authorized civilian, with or without an authority line, page
• organization), page Figure E–9: Signature of an officer writing as an individual (show name, social security number, grade, branch, and
• branch spelled out, and organization), page Figure E–10: Examples of signature blocks for letters (show the name in upper- and lowercase letters, grade and
• Figure E–11: Signature blocks for retired military personnel, page
• Figure E–12: Abbreviated titles, page
• Figure E–13: Unabbreviated titles, page
• Figure E–14: NCO signature blocks, page
• Figure F–1: Paragraphs, page
• vi AR 25–50 • 3 June Index

address individuals outside the department or agency when a personal tone is appropriate, such as in letters of commendation or condolence. See paragraph 3–2 for the proper use of the letter. d. Electronic mail. Electronic mail may be used for unclassified organizational and individual information transfer. e. Automated Digital Network (AUTODIN) messages. Use electronically transmitted AUTODIN messages or com- mercial telephone only when other means of transmission will not suffice.

1–8. Direct communications Send correspondence as directly as possible to the action office concerned. See paragraph 2–4 a (4). 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 to take action. b. Bypassing intermediate headquarters. Correspondence will not be routed through a headquarters that has no interest or concern in the matter or action. However, a copy of the communication and the referral action will be sent to the command, agency, or office that was bypassed. Routine correspondence may bypass intermediate headquarters when— (1) It is apparent that the intermediate headquarters is not concerned. (2) No action is required. (3) No controls need to be exercised. c. Routing directly to the addressee. When there is not enough time to route a communication through channels and still meet a suspense date, send it directly to the addressee. This is an exception to 1–9 a. At the same time, send a copy of the communication and referral action to the organizations that were bypassed. d. 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, ensure that the action is not one that should be sent through command channels. Do not use FOR THE COMMANDER on the authority line of technical channel correspondence.

1–10. Quality of writing Department of the Army writing will be clear, concise, and effective. Army correspondence must aid effective and efficient communication and decision making. Writing that is effective and efficient can be understood in a single rapid reading and is generally free of errors in grammar, mechanics, and usage. Refer to paragraphs 1–43 through 1–46 of chapter 1 and appendix B of this regulation and to DA Pamphlet (Pam) 600–67, Effective Writing for Army Leaders, for more information on effective and efficient Army writing. The standards contained in these references are the mandated Army style.

1–11. Rewriting, retyping, and drafts a. Correspondence and mission accomplishment. Correspondence helps the Army accomplish its mission. Informa- tion clarity and efficient mission accomplishment are the most important aspects of correspondence. b. Rewriting. Excessive revisions to create a perfect product are a waste of time. The objectives of good correspond- ence are clarity and brevity. Do not rewrite internal DA correspondence unless it is clearly inadequate for the intended purpose. Do not rewrite to correct minor errors in format, arrangement, and phraseology unless the correspondence is going outside DA or to the general public. c. Retyping. Do not retype DA correspondence to correct typographical errors, word omissions, or other minor errors unless the changes are so numerous that the end result looks sloppy. Make corrections neatly and legibly with pen and ink. d. Drafts. When correspondence must be prepared for the approval or concurrence of another office, submit it in draft form (unless it is known that it will not be changed). The approving or reviewing official will approve and return the draft. Prepare the final correspondence for signature and attach the draft to the record copy.

1–12. Review of outgoing correspondence Keep the number of times outgoing correspondence is reviewed to a minimum. Normally, make one review for grammar, format, and content. When available, use electronic spell check. The senior secretary or administrative officer of an organization should provide a final review of all the correspondence prepared for the signature of the signing official.

1–13. Form letters The term “form letter” is a generic term and encompasses memorandums and letters. Form letters save time and money and often provide a higher level of quality than composed letters. a. Economy. The form letter, when designed and used properly, is the most economical of all correspondence media.

2 AR 25–50 • 3 June 2002

b. Appropriateness. Use a form letter to convey information about impersonal or routine matters. c. Flexibility. Form letters that are well designed provide flexibility and can be adapted to serve almost all the needs for which a form letter is economical and appropriate. d. Forms approval and control. See AR 25–30, The Army Publishing and Printing Program, for information on approval procedures and forms control.

1–14. Exclusive For correspondence a. Use. Use Exclusive For correspondence for matters of a sensitive or privileged nature. Keep its use to a minimum 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 the 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 mailroom workers will give this kind of mail to addressees unopened. d. Personal For. The term Personal For is not authorized for use on Army correspondence, but it is used in certain electronic message traffic as prescribed in AR 25–11, Record Communications and the Privacy Communications System.

Section III Specific Correspondence Guidance

1–15. Dissemination of command instructions The acronyms ALARACT (all Army activities) and ARSTAF (Army Staff) are used only in electronically transmitted messages. These acronyms assign responsibility for distribution instructions. Do not use them in Army correspondence.

1–16. Abbreviations and brevity codes a. Memorandums. Use abbreviations and brevity codes authorized in AR 310–50, Authorized Abbreviations and Brevity Codes, for memorandums. Use standard dictionaries for abbreviations not contained in AR 310–50. Prescribing regulations for various technical fields also provide authorized abbreviations, acronyms, and brevity codes. 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, brevity codes, acronyms, or military jargon in letters addressed to persons outside the Department of Defense. Military personnel will use their full rank (for example, Lieutenant General, Major General, Captain, Sergeant First Class, and so forth) for 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 think would be known by the recipient. (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, only the abbreviated form is used. Do not place the abbreviated form of a word or title after the spelled out version of the word or title if the word or title will not be used more than once. (3) Do not place a period after abbreviated words in addresses, for example, St (street), Blvd (Boulevard), and so forth. The word Fort can be abbreviated (Ft) when used with a location.

1–17. Acronyms Use military and civilian acronyms in memorandums, if appropriate. Do not, however, use military acronyms when writing to individuals or organizations who would not be familiar with their use. When an acronym that is used more than once is not well known or is not contained in AR 310–50, spell out the word or title the first time it is used and follow it with the abbreviated form. Thereafter, the acronym may be used. Above all, do not overuse acronyms.

1–18. Letterhead a. Letterhead identifies the originating agency and provides the agency’s complete standardized mailing address. The letterhead does not show the organizational structure of the agency, nor should it do so. Therefore, do not make internal office designations part of the letterhead. b. Computer-generated letterhead will be used for all official correspondence and will conform to the following: (1) Use only the approved letterhead template provided by US Army Publishing Agency at www.usapa.army.mil. (2) No other seal, emblem, decorative device, distinguishing insignia, slogans, or mottos will be used unless approved by the Secretary of the Army. (3) All computer-generated letterhead will be printed on white paper.

AR 25–50 • 3 June 2002 3

b. Dates on letters. Express dates on letters and refer to dates within letters only in this way: January 1, 2000. c. Separating date elements. Avoid separating any of the three date elements (day, month, and year) from each other, but if it is absolutely necessary, the four-digit year may be carried over to the next line when the month is spelled out.

1–28. Expressing time Military time will be expressed in a group of four digits, ranging from 0001 to 2400 based on the 24-hour clock system. The first two digits represent the hour after midnight and the last two digits represent the minutes. For example, 1:37 p.m. civilian time is expressed as 1337 military time. The word hours will not be used in conjunction with military time. Use civilian time in letters.

1–29. Suspense date a. Use a suspense date on memorandums when a reply is required by a certain date. (See fig 2–2.) Suspense dates should be reflected in the body text and appear in bold. Do not use suspense dates on letters. b. Consider the following time factors in setting a suspense date on correspondence: (1) Number of days required to transmit the communications. (2) Number of days needed to complete the action. (3) Number of days required to transmit the reply.

1–30. Addressing Address correspondence and envelopes as prescribed in AR 25–51, Official Mail and Distribution Management, and chapter 5 of this regulation.

1–31. References List references in the first paragraph of the correspondence. Enclose copies of references that are not readily available to the addressee. List and number references in the order they appear in the correspondence. When references do not appear in the text of the correspondence, list them in ascending date order (oldest to most recent). Include the following information as a minimum: a. Publications. When listing publications, include the number, title, and date, for example, AR 25–50, Preparing and Managing Correspondence, 21 Nov 88; and (for a supplement and change) USASC, Suppl 1, 3 Mar 95, to AR 710–2, Inventory Management Supply Policy Below the Wholesale Level, 31 Oct 97; and Change 2, 15 Oct 99, to DA Pam 27–9, Military Judges’ Benchbook, 30 Sep 96. b. Correspondence. When referencing correspondence, include the type of correspondence, organization of origin, office symbol, date, and the subject of the correspondence, for example, Memorandum, HQ USAMC, AMCIO–F, 20 Feb 88, subject: Training for AMC Personnel; and Message, HQ TRADOC, ATPL–TD–OR, 101623Z Sep 84, subject: Correspondence Management. When referencing e-mail or facsimiles, use the name of the sender and the office symbol (if included), for example, E-mail, HQ TRADOC (ATPL–TD–OR), Mr. Sam Jones, 3 Nov 96, subject: Correspondence Management; and Fax, HQ FORSCOM, Ms. Ella Johns, 25 Feb 97, subject: Copier Management. c. Referencing classified or unclassified material. (See chap 8 for portion marking.) Use the following guidelines when referencing unclassified material in a classified document or referencing classified material in a classified or unclassified document.

Note. When the reference contains classified information or is required to be placed within a classified document, portion-mark the reference and the subject of the reference with the appropriate classification symbol. See AR 380–5 for guidance.

(1) When referencing a classified document in unclassified correspondance, show the classification of both the referenced material and the subjuct, for example, Secret message, HQ TRADOC, ATCG, 201623Z Sep 94, subject: Correspondence Management (U). (2) When referencing unclassified correspondence in a classified document, show the classification of the referenced material and the subject, for example, (U) Unclas message, HQ TRADOC, ATPL–TD–OR, 201623Z Sep 84, subject: Correspondence Management (U). (3) When referencing a classified document that has a classified subject in classified correspondence, show the classification of both the reference and its subject, for example, (C) Secret message, HQ TRADOC, ATCG, 201623Z Sep 94, subject: Correspondence Management (C). (4) When drafting an unclassified document and the subject of the reference(s) is classified, the document must show the classification assigned to the referenced subject. The document then becomes classified to the level of the reference cited and must be marked appropriately. (See AR 380–5 and chap 8 for proper marking of classified correspondence.) (5) When drafting an unclassified piece of correspondence that contains a mixture of classified and unclassified references although all subjects are unclassified, show the classification marking for each reference. Here are examples of references:

AR 25–50 • 3 June 2002 5

(a) (U) Secret message, HQ TRADOC, ATCG, 201623Z Sep 94, subject: Correspondence Management (U). (b) Unclas memorandum, HQ TRADOC, ATCG, 20 Sep 94, subject: Correspondence Management (U). (c) (U) Conf message, HQDA, DAPC–ZX, 201624Z Sep 94, subject: Correspondence Management (U). (6) When preparing messages or when referencing correspondence on messages within messages, see AR 25–11 for guidance. (7) When drafting unclassified correspondence that contains unclassified references, do not mark it to indicate its unclassified status. d. Paragraphs of regulations or publications. (1) When citing a regulation or publication, cite its number, name, and date: DA Pam 600–67, Effective Writing for Army Leaders, June 1986. (2) When referencing a specific paragraph in a regulation or publication, cite the regulation or publication number, name, paragraph, and date, for example, DA Pam 600–67, Effective Writing for Army Leaders, paragraph 3–1a, June

1986. If the regulation has been listed as a reference in the first paragraph of the memorandum, additional references need only include the paragraph number and the number of the regulation, for example, DA Pam 600–67, paragraph 3–1a. e. Telephone conversations or meetings. When referencing telephone conversations or meetings, first cite the communication, then the individuals’ headquarters or office of location, the date, and the subject, if applicable: (1) Reference telephone conversation between Mr. Smith, this office, and Ms. Jones, TRADOC, 23 Jan 95, subject: Office Copiers. (2) Reference meeting between Ms. Jones, TRADOC, and Mr. Smith, this office, 23 Jan 95, subject: Office Copiers. f. Referencing material that has the same subject. The term “subject as above” or the acronym “SAB” may be used in lieu of stating the subject in memorandums. This does not apply to letters.

1–32. Authority lines Chapter 6 explains in detail the composition and proper use of authority lines.

1–33. Complimentary close Chapter 3 explains in detail the composition and proper use of complimentary close.

1–34. Signature blocks Chapter 6, section II, explains in detail the composition and proper use of signature blocks for military and civilian personnel.

1–35. Postscripts A postscript (P.S.) is an informal technique to add an afterthought to a communication; do not use in official correspondence.

1–36. Page and paragraph numbering See chapters 2 and 3 for exact guidance on paragraph and page numbering and placement of the page number.

1–37. Underlining, using boldface type, and italicizing for emphasis Use underlining, boldface type, and italics only to emphasize a specific or important fact. Overuse of these methods for emphasis (like overuse of the exclamation point) defeats its own purpose. In general, substitute more specific or forceful words to gain emphasis.

1–38. Distribution formulas Develop a distribution formula that is easy to understand and use. Ensure that 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.)

1–39. Identifying and listing enclosures Use enclosures for memorandums and letters. Number and attach all enclosures in the same order in which they appear in the body of the correspondence. Place the identification of each enclosure in the lower right corner of the first page, in pencil, before making copies. Specify enclosures in the text. See paragraph 4–2 for proper listing of enclosures. Attachments to enclosures are referred to as enclosures to enclosures (for example, enclosure 3 to enclosure 2).

1–40. Nine-digit ZIP Code (ZIP+4 Code) Use the ZIP+4 Code on all return envelope addresses and on all “FOR” addresses. The ZIP+4 Codes will be used on all letterhead.

6 AR 25–50 • 3 June 2002

Chapter 2

Memorandums—Special Purpose Memorandums

Section I Memorandums

2–1. General There are two types of memorandums: formal and informal. Figures 2–1 through 2–18 illustrate examples of usage and general rules.

8 AR 25–50 • 3 June 2002

Figure 2–1. Using and preparing a memorandum

AR 25–50 • 3 June 2002 9

Figure 2–3. Continuing a memorandum

AR 25–50 • 3 June 2002 11

Figure 2–4. Single addressee Army Staff memorandum

12 AR 25–50 • 3 June 2002