By 2028, a world-class Army that is a source of national pride.

HEADQUARTERS
OCCIDENTAL MINDORO STATE COLLEGE ROTC UNIT
407TH COMMUNITY DEFENSE CENTER, 4TH RCDG, ARESCOM
Labangan, San Jose, Occidental Mindoro

Basic Military Correspondence

OBJECTIVE

Upon completion of the lesson the students should be able to know the basic
knowledge on how to prepare Military and non-military letters.

Definition of terms:

Correspondence - A written communication a two-fold purpose: To convey

information and to build goodwill It gives out factual idea and, in the process,
maintains a harmonious relationship between the writer and the reader.

Military Correspondence – a written record whereby the AFP transact most of its
business. Covers almost every subject and takes many forms, compose mostly of
letters, endorsements and messages

MILITARY (SUBJECT-TO) LETTER - use as means of communication among

military personnel and between activities of the AFP.
 
STYLE:
 
1.  The letter should be phrased in courteous way, language used to be
refined without vulgarity.
2.  Type in two (2) carbon copies using only one side of bond paper * x 10 ½
inches in size.

Parts:
– Heading- Office/Address of Origin, File References/Identifying initials,
Date, Subject, channel through which the letter will pass and
addressed to which the letter is being sent.
– Body - It is that part of the letter which is placed between the heading
and the close.
– Close - All materials below the last paragraph of the body of a letter.
(Authority line, Signatures, listing of enclosures & listing of copies
furnished.
• Stationary to be used:
• 8 1/2” x 11” (Short bond paper)
• 8 1/2” x 14” (Long)
• 210mm x 297mm (A4)
• Letter Head - If printed letter head stationary is not available, this will be
substituted by type letter head. Top of the letter head is approximately 3/4
inch or five roller spaces from the edge of paper.
• Margin
Honor. Patriotism. Duty.
 By 2028, a world-class Army that is a source of national pride.

– Top - 5 roller space or 3/4 inch

– Left - 1 1/4 inch or 15 bar space
– Right - 3/4 inch or 9 bar spaces
– Bottom - 1 1/4 inch or 7 roller spaces

NON-MILITARY (PERSONAL TYPE) LETTER - use for correspondence to

Secretary of National Defense, other government department/civilian agencies.

INDORSEMENT – use as reply of forwarding statement added to a military letter.

DISPOSITION FORM – us informal communication use between staff agencies

within a command headquarters.

PERSONNEL ACTION FORM - intended for use to initiate personal action.

ROUTING SLIP - informal type of communication sent transact official papers from
one office to another within the unit.

RADIO MESSAGE - informal communication sent through wire service to facilitate

action on a certain matter.

PARTS OF A MILITARY LETTER - like civilian letters, the military letter follows
fundamentals style. It has the same three (3) main elements:
 
1. HEADING - All materials above the first line of the body or text comprise
the heading. (Letter head, file reference, identifying initials the date and the subject,
channel and addressee)

2. BODY - The message itself. It is the substance of the type letter. (Spacing
– Single space except when it is less than nine (9) lines and no reply is anticipated.

3. COMPLEMENTARY ENDING OR CLOSE – It consist of the authority line

(If used), signature and list of enclosures.

CHARACTERISTICS

 CLEAR
 CONCISE
 SPECIFIC
 COURTEOUS
 PROGRESSIVE
 EMPHATETIC
 INDIVIDUAL
 CORRECT

OTHER TERMS

1. Circulars - contain instructions which are directive in nature, more or less

general in application but temporary in duration.  
Honor. Patriotism. Duty.
 By 2028, a world-class Army that is a source of national pride.

2. General Orders - contain permanent instructions that apply to all members of

a Command, are permanent in duration and not readily susceptible for incorporation
into other publications.  
3. Bulletin - contains matters that are general in application and informative or
advisory and relatively permanent in nature.  
4. Standard Operating Procedure - is a set of instructions giving the procedure
to be followed
5. Letter Directive - contain routine directives by which subordinate
headquarters are given instructions, advice or information, used when a general
orders circular, or regulations is inappropriate.

DISTRIBUTION OF ORDERS

1. Staff Memorandum - - - - - - - - - - - - - “A”

General Order - - - - - - - - - - - - - - - - - - “A”
Circulars - - - - - - - - - - - - - - - - - “A”
Bulletin - - - - - - - - - - - - - - - - - - - “A”
Standing Office Procedure - - - - - - - - - -“A”
Special Office Procedure - - - - - - - - - - - “B”
Letter Orders - - - - - - - - - - - - - - - - - - - “C”
General Court Martial - - - - - - - - - - - - - “D”
Summary Court Martial - - - - - - - - - - - - ”D”
Military Commission Orders- - - - - - - - - “D”
TOE/TDA - - - - - - - - - - - - - - - - - - - - - - “E”
Training Directive - - - - - - - - - - - - - - - - -“F”
Training Memorandum - - - - - - - - - - - - -“F”
Fiscal Directive - - - - - - - - - - - - - - - - - -“G”
Seniority and Lineal List- - - - - - - - - - - - “I”
Rosters- - - - - - - - - - - - - - - - - - - - - - - - “I”
Letters of Instructions - - - - - - - - - - - - - “J”
Operations - - - - - - - - - - - - - - - - - - - - -“J”

Distribution “A” is intended for general information and shall be distributed down to
Company and Separate Unit Level.
 
Distribution “B” to “J” are intended for information of individual Units and Offices
concerns only.
 
“AUREMS” - authorized reproduction of Major Services.

DIRECTIVE THAT FALLS UNDER

1. GENERAL ORDERS:

a. Relinquish/Assumption of Command.
b. Activation/Deactivation of Unit/Organization
c. Promotion of Officers
d. Awards and Decorations
e. Naming of Camp/Post of Station

Honor. Patriotism. Duty.

 By 2028, a world-class Army that is a source of national pride.

f. Longevity of Officers
g. Retirement/Separation of Officers
h. Resignation of Regular Officers
i. Relief/Designation of Officers holding key positions
j. Appointment for Commission
k. Inclusion in the GSC/AGS/IGS list
l. Change of family name
m. Declaration of missing status
n. Declaration of presumption of Death
o. Dropping from the Roll of Regular and Reserve Officers
p. Security of Tenure (EX-O 79)
q. Appointment/Resignation/Suspension of PMA Cadets.

STYLE

a.    Never use abbreviations

b.    It will be written clearly and concise
c.     May be subdivided into sections.
NOTE: EXTRACT is not Authorized
 
CIRCULARS - used as a medium for the expedition’s dissemination as
a form of regular Circular is good for 5 years.

LETTER ORDERS

a.    Travel local and abroad

b.    School/detail abroad
c.    Appointment of Board of Officers
d.    Detail/TDY of Officers and EP.
STYLE - Telegraphic English and authorized abbreviations.

SPECIAL ORDERS

a.   Assignment/Reassignment
b.   Promotion/Demotion in rank of EP
c.   Temporary promotion of Officers
d.   Discharge/Enlistment/Reenlistment/Reinstatement
e.   Retirement/Separation of RF.
f.    Extension of military service of Officers and EP.
g.   Longevity Pay of EP
h.   Commutation of Leave/Furlough.
i.    ETAD
j. Call to active duty.

HEADQUARTERS
OCCIDENTAL MINDORO STATE COLLEGE ROTC UNIT
407TH (OCM) COMMUNITY DEFENSE CENTER, 4RCDG, ARESCOM

Honor. Patriotism. Duty.

 By 2028, a world-class Army that is a source of national pride.

Labangan, San Jose, Occidental Mindoro

NAME: COURSE: SCHOOL:

Activity:

1. Write a NON-MILITARY (PERSONAL TYPE) LETTER using Subject to Letter (STL)

from your ROTC Unit address to HON EDUARDO E GADIANO as a guest speaker

for your ROTC graduation.

Honor. Patriotism. Duty.