Miltary Correspondence 2017

AFP Vision 2028: A World-class Armed Forces, Source of National Pride
ARMED FORCES OF THE PHILIPPINES
AFP Core Values: Honor, Service, Patriotism i

AFP
CHIEF OF STAFF
C A M P G EN E R A L E M I L I O A G U I N A L D O , Q U E Z O N C I T Y
FOREWORD
The publication of the Military Correspondence Book is a great endeavor to

provide both the military and civilian personnel of the Armed Forces of the
Philippines a ready reference. It also intends to provide a standard and updated
guide to writers within the military organization.
The book is an invaluable aid to all military personnel in performing day-to-

day administrative functions, and will serve as a guide in making systems
improvement that will lead to higher levels of job performance and service delivery.
It contains the rules and guidelines in writing Military, Civilian and Endorsement
Letters; Memoranda, Informative and Summary Disposition Forms, Radio
Messages, Routing Slips and Written Reports. It also includes the latest guidelines
from the Office of the Secretary Joint Staff pertaining to letterheads of official
correspondence and the Major Services writing peculiarities.
Most of the rules and guidelines herein withstood time and changes in the
AFP; some of it may have to be updated and replaced in order to keep up with the
dynamics of the organization and to achieve our vision of a world-class Armed
Forces.
I therefore encourage our Unit Commanders, Chiefs of Offices, Staff Officers,

Enlisted Personnel, Civilian Employees and all concerned administrative personnel
to be fully aware and familiar with the rules and guidelines of preparing military
correspondence towards achieving effectiveness and efficiency.
EDUARDO M AÑO
General AFP
AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism i iii
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
GENERAL HEADQUARTERS
OFFICE OF THE ADJUTANT GENERAL
Camp General Emilio Aguinaldo, Quezon City
PREFACE
The Military Correspondence Book 2017 edition is published to incorporate new

writing conventions, directives and publications. The 2017 edition shall be one of the official
guide books of the AFP Adjutant General Service. It will provide the Armed Forces of the
Philippines with a ready reference in preparing written communications and will greatly help
in enhancing the capability of AFP personnel as effective communicators.
This book addresses the peculiarities of military correspondence. It contains a

collection of guidelines, accurate formats of military correspondence and standard civilian
letter formats to be used by the AFP in internal communication and when communicating
with civilian partners and other stakeholders. It is comprise of seven (7) Chapters: Chapter
1. Introduction- covers the definition of terms of Military Correspondence, describes the
peculiar characteristics of correspondence, means and types of communications, Chapter
2. Formal Correspondence- sets the rules and guidelines in writing Military, Civilian,
Endorsement Letters and Memoranda, Chapter 3. Informal Correspondence- sets the
rules and guidelines in writing the Informative and Summary Disposition Form, Routing
Slips, Radio Message and Written Report formats, Chapter 4. Communications for
Signature of The Adjutant General, AFP- shows that the TAG, AFP is the authorized Staff
to reply letters, voice of the Commander and authenticator of official communications upon
approval of the Chief of Staff, AFP (CSAFP), Chapter 5. Writing Conventions- shows the
writing convention such as the capitalization, grammar, punctuation, common errors, use of
old English, obsolete words, jargons, redundancies, use of Gender-Fair Language in all
official documents, communications, policies, designations, publications and manuals in the
AFP, Chapter 6. Command Guidelines- a compilation of latest memoranda from the
Office of the Secretary Joint Staff, AFP pertaining to letterheads for official correspondence,
standard font and font size, the use of blue colored ink for signing documents, and using of
special paper when the signatories are CSAFP, VCSAFP, TDCSAFP and Major Service
Commanders and Chapter 7. Completed Staff Work- an extract of the “Doctrine of
Completed Staff Work” stating how to study the given problem and/or situation with the
presentation of solution by a Staff Officer, and the theory of completed staff work indicating
the approval/disapproval of the Head of Office or the Commander.
This book will be periodically reviewed to keep up with progressively changing

writing ethos and conventions as well as keep attuned with technological advances.
MAXIMA O IGNACIO
Colonel PAF (GSC)
AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism iiv
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
ACKNOWLEDGEMENTS
Recognition is due to the Project Management Team (PMT) composed of

personnel from the different Major Services and General Headquarters for putting
their time and sharing their knowledge in the revision and upgrade of the handbook
into a book:
COL EDWIN E RUSTRIA PAF (GSC), Asst, The Adjutant General

COL MAXIMA O IGNACIO PAF (GSC), Air Force Adjutant, PAF
COL HERNANIE S SONGANO PN(M) (GSC), The Naval Adjutant, PN
CAPT WILFREDO A CHAVEZ PN (GSC), Chief, PPD, OJ1, AFP
COL ERWIN ROMMEL P LAMZON PA (GSC), Assistant SJS, AFP
LTC HARRY A BALIAGA JR (INF) PA, Chief, Publication Branch, PA
MAJ DARAH C REGIS (FS) PA, Admin Officer, OSAGS, PA
MAJ CHERRY V LIKIGAN PAF, Admin Protocol Officer, OSAS, PAF
CPT APPLE ANN D LATOSA (AGS) PA, Assist Chief, PRB, OG1, PA
CPT JAKE J LOPEZ JAGS, Admin Officer, OTJAG
LT AEMY LESLIE C DAMIAN PN, Chief, Admin N1, PN
LT JANICE G GENOVA PN, Admin Officer, SNS, PN
MAJ NOREEN B CALAOAGAN (AGS) PA, Project Officer
The realization of this book would not be possible without the guidance and
leadership of the two (2) former Adjutant Generals: BGEN RONALD N ALBANO
AFP (Ret) and BGEN REUEL N SORILLA AFP (Ret). Both of them served as the
compass who provided the clear direction and inspiration to the Project Management
Team to focus on the added task of completing the draft book despite the many
demands of other equally important tasks.
In like manner, the concerted efforts of the following support personnel shall
not go unnoticed:
MSg Raymundo B Boloabio PA, NCOIC, AFPRD

Ms. Mirene V. Bartilet CE, Civilian Supervisor, AFPRD
Ms. Maria Shirley N. Bautista CE, Librarian/Researcher, AFPRD
Ms. Aileen P. Cumlat CE, Info Writer, AFPRD
Special thanks and profound appreciation for their support to the project is
sincerely conveyed to:
GENERAL EDUARDO M AÑO AFP, Chief of Staff, AFP

LTGEN SALVADOR MELCHOR B MISON JR AFP, Vice Chief of Staff
VADM NARCISO A VINGSON JR AFP, The Deputy Chief of Staff
MGEN ARNEL M DUCO AFP, The Deputy Chief of Staff for Personnel, J1
Above all, to the Almighty God for getting our acts together in making this
project a reality.
To God be the Glory…
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 1 vii
iii
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
Dedication
To the men and women of the

Armed Forces of the Philippines.
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 2 iv
ix
AFP
TABLE OF CONTENTS
Foreword (CSAFP’s Message) i

Preface (TAG’s Message) ii
Acknowledgements iii
Dedication iv
Table of Contents v
CHAPTER I INTRODUCTION TO MILITARY CORRESPONDENCE
Introduction - - - - - - - - - - - - - - - - - - - - - - - - - 1
Definition of Terms - - - - - - - - - - - - - - - - - - - - 1
Characteristics of Correspondence - - - - - - - - - 1
Means of Communications - - - - - - - - - - - - - - - 1
Types of Correspondence - - - - - - - - - - - - - - - 2
CHAPTER II FORMAL CORRESPONDENCE
1. MILITARY LETTER
Definition ----------- --------------- 3

Usage -- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 3
Style - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 3
Size of the Paper - - - - - - - - - - -- - - - - - - - - - - - 3
Font and Font Size - - - - - - - - - - - - - - - - - - - - - 3
Margin - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 3
The Main Elements of a Letter - - - - - - - - - - - - - - 3
Additional Guidelines - - - - - - - - - - - - - - - - - - - - 12
Sample Format -------------- ------- 13
2. NON- MILITARY LETTER (CIVILIAN LETTER)
Definition ----------- --------------- 14

Usage -- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 14
Style - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 14
Size of the Paper - - - - - - - - - - -- - - - - - - - - - - - 14
Margin - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 14
The Main Elements of a Non-Military Letter- - - - - 14
Sample Format -------------- ------- 16
3. ENDORSEMENT LETTER
Definition ----------- --------------- 17

Usage -- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 17
Style - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 17
Size of the Paper - - - - - - - - - - -- - - - - - - - - - - - 17
Margin - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 17
The Main Elements of an Endorsement Letter - - - 17
Placement - - - - - - - - - - - - - - - - - - - - - - - - - - - - 19
Sample Format -------------- ------- 20
AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism ixxi
v
AFP
4. MEMORANDA
Definition ----------- --------------- 21

Usage - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 21
Style - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 21
Size of the Paper - - - - - - - - - - -- - - - - - - - - - - - 21
Font and Font Size - - - - - - - - - - - - - - - - - - - - - - 21
Margin - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 21
The Main Elements of a Memoranda Letter - - - 21
Difference Between “Memo To” and “Memo For” - 22
Sample Formats - - - - - - - - - - - - - - - - - - - - - - - 23
5. WRITTEN REPORTS
Definition - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 25
Basic Elements of a Written Report - - - - - - - - - - 25
Different Types of a Written Report - - - - - - - - - - 25
After Schooling/Training Report - - - - - - - - - - - - - 25
After Conference Report - - - - - - - - - - - - - - - - - - 26
After Battle Report - - - - - - - - - - - - - - - - - - - - - - - 26
Investigation Report - - - - - - - - - - - - - - - - - - - - - - 26
After Activity Report - - - - - - - - - - - - - - - - - - - - - 26
After Travel Report - - - - - - - - - - - - - - - - - - - - - - 26
Guidelines in Submitting After Activity/Travel Report
To the SND - - - - - - - - - - - - - - - - - - - - - - - 27
CHAPTER III INFORMAL CORRESPONDENCE
1. DISPOSITION FORM
Definition - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 28
Usage - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 28
Size of Paper - - - - - - - - - - - - - - - - - - - - - - - - - - 28
Font and Font Size - - - - - - - - - - - - - - - - - - - - - - 28
Margin - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 28
Elements of a Disposition Form - - - - - - - - - - - - - 28
Types of Disposition Form - - - - - - - - - - - - - - - - - 29
Informative Disposition Form - - - - - - - - - - - - - - - 29
Sample Format - - - - - - - - - - - - - - - - - - - - - - - - - 31
Summary Disposition Form - - - - - - - - - - - - - - - - 32
Sample Format - - - - - - - - - - - - - - - - - - - - - - - - - 33
Guidance in Correcting SDF - - - - - - - - - - - - - - - - 34
Observation on SDF Prepared by the Staff - - - - - 35
2. ROUTING SLIP
Definition - - - - - - - - - - - - - - - - - - - - - - - - - - - - 36
Usage - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 36
Sample Format - - - - - - - - - - - - - - - - - - - - - - - - 36
xii
vi AFP
AFP Core Core Values:
Values: Honor, Service,
Honor, Service, Patriotism
Patriotism x
AFP
3. AFP MESSAGES
Style - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 37
Types of Messages - - - - - - - - - - - - - - - - - - - - - 37
Parts of the Radio Message - - - - - - - - - - - - - - - 37
Considerations in Drafting Messages - - - - - - - - - 38
Filling Out Message Form - - - - - - - - - - - - - - - - - 38
Message Precedence Category - - - - - - - - - - - - 38
Four Categories of Classified Matter - - - - - - - - - - 39
Guide in the Preparation of the Messages- - - - - - 41
Originator’s/Drafter’s Responsibilities - - - - - - - - 41
Fax Message - - - - - - - - - - - - - - - - - - - - - - - - - 41
Electronic Mail (E-Mail) - - - - - - - - - - - - - - - - - - 41
Short Message Service (SMS) - - - - - - - - - - - - - 42
Sample Format - - - - - - - - - - - - - - - - - - - - - - - - 43
4. MINUTES OF CONFERENCE
Definition - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 45
Main Elements of Minutes of Conference - - - - - - 45
Guidelines for Writing Minutes of Conference - - - 45
5. BOARD RESOLUTIONS - - - - - - - - - - - - 46
6. DOT POINT BRIEF
Definition - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 46
Usage - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 46
Example - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 46
7. POWERPOINT PRESENTATION - - - - - - - - - - - 47
CHAPTER IV COMMUNICATIONS FOR SIGNATURE OF THE

ADJUTANT GENERAL, AFP - - - - - - - - - - - - - - - - 48
CHAPTER V WRITING CONVENTIONS
Capitalization - - - - - - - - - - - - - - - - - - - - - - - - - - - 49
Grammar - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 50
Punctuation Marks - - - - - - - - - - - - - - - - - - - - - - - 54
Common Errors - - - - - - - - - - - - - - - - - - - - - - - - - 61
Guidelines in the Use of Gender-Fair Language
In All Official Documents, Communications,
Policies, Designations, Publications and Manuals
in the AFP - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 62
CHAPTER VI COMMAND GUIDELINES
Letterheads for Official Correspondence - - - - - - - - 66

Standard Font and Font Size - - - - - - - - - - - - - - - - 67
Using Blue Colored Ink for Signing Documents - - - 67
Using Special Paper for Letters to be Signed
By CSAFP, VCSAFP, TDCSAFP
& Major Service Commanders - - - - - - - - - - 67
AFPAFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism xi
xiii
vii
AFP
Command Authority Line - - - - - - - - - - - - - - - - - 67

Guide To Preparing CSAFP Letters to the President
and SND - - - - - - - - - - - - - - - - - - - - - - - - - - 68
Additional Guidelines - - - - - - - - - - - - - - - - - - - - - - 77
Correct Usage of AFP Coat of Arms and
AFP Tri- Color - - - - - - - - - - - - - - - - - - - - - - 79
CHAPTER VII COMPLETED STAFF WORK - - - - - - - - - - - - - - - 82
CHAPTER VIII ANNEXES
References - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 83
Table of Civilian Forms of Address (Addressing
Philippine Government Officials) - - - - - - - - - - - - - - 85
xiv
viii AFP
AFP Core Core Values:
Values: Honor, Service,
Honor, Service, Patriotism
Patriotism xii
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
CHAPTER 1
INTRODUCTION TO MILITARY CORRESPONDENCE
The most important aspect in correspondence is to convey the message to the

receiver or reader in a conversational manner. (Correspondence is one way of
documenting actions and ideas of people identified with the communication).
DEFINITION OF TERMS:
1. Correspondence - is a written communication which conveys information

and ideas to the reader or addressee. In this process, rapport is established between
the writer and the reader.
2. Military Correspondence - a military communication that concerns

almost every subject composed mostly of letters, endorsements and messages.
CHARACTERISTICS OF CORRESPONDENCE:
1. Accuracy - Information cited in a letter must be factual. The sincerity of

the purpose is based on the statement of true facts.
2. Brevity - Letter must be brief, (kept short as possible but must contain
important details prepared in logical order) leaving no doubt/question for the mind to
imagine.
3. Clarity - (denotes easy understanding, the words are simple and common
to the reader.) Lengthy correspondence confuses and makes the writer, as well as the
reader, to lose track of the substance of the letter. At times, it is too short or telegraphic
that the idea being conveyed is not well understood.
4. Dignity - Written communications must command respect and should

reflect authority. It is wise to let the reader picture a pleasant, cheerful, helpful and
courteous writer.
NOTE: Do not sacrifice ACCURACY for BREVITY.
MEANS OF COMMUNICATIONS:
1. Personal contact or through telecommunications, electronic mail, SMS,

MMS & facsimile, digital and social communications such as: Viber, Messenger, Skype,
WhatsApp, and other means of communications.
2. Official written communication is more preferable than electronic means

such as STLs, SDFs, DFs, Radio Message, Written Report formats, Military, Civilian,
Endorsement Letters and Memoranda.
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 1 1
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
3. Direct Communication with Headquarters of Major Services, Major

Commands or separate units are encouraged to communicate directly with offices/units
of the General Headquarters, AFP on subject matters concerning solely of activities of
the headquarters.
4. Routing Through Channels - It is the routing of communication through

commands, units or offices expected to exercise control, take action or be concerned
with the subject matter.
5. Prompt Reply - A communication should be answered promptly. In the

case of unusual delay, an acknowledgement should be made to include the date when
the reply was forwarded. Whenever the answer appears to be unduly delayed, the office
origin initiates a communication inquiry (TRACER). A tracer includes a duplicate of the
original letter with the word “TRACER” prominently shown as well as a brief statement
of the required action and the date of transmittal.
TYPES OF CORRESPONDENCE:
1. Formal Correspondence
a. Military Letter (Subject-To-Letter)

b. Non-Military (Civilian Letter)
c. Endorsement Letter
d. Memoranda
e. Written Reports:
1) After Conference Report

2) After Activity Report
3) After Travel Report
4) After Training Report
5) After Battle/Casualty Report
6) Investigation/Spot Report
7) Tour of Duty Report
2. Informal Correspondence
a. Disposition Forms
1) Informative DF
2) Summary DF
b. Routing Slip
c. AFP Message/Fax message
d. Minutes of Conference
e. Board Resolutions
f. Dot Point Brief
2 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 2
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
3. Miscellaneous Forms
a. Personnel Action Form (AGO Form Nr 110)

b. Morning Report Form (AGO Form Nr 1)
c. Personnel History Statement
d. Personal Data Sheet
e. Statement of Assets, Liabilities and Networth
f. Military Summary of Information (SOI)
g. Clearance Form
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 3 3
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
CHAPTER 2
FORMAL CORRESPONDENCE
1. MILITARY LETTER (SUBJECT-TO-LETTER)
a. DEFINITION
The accepted format in corresponding with other commands both on and

off the post, addressed to the Commander of higher headquarters or to the subordinate
units. As much as practicable, the body should be short enough to fit the two (2) pages.
b. USAGE
It is used for the correspondence with the Major Services as well as the
AFPWSSUs/UCs.
c. STYLE
It is dignified, direct and accurate; the tone is formal and courteous; nicknames
are avoided.
d. SIZE OF THE PAPER
A4 (8.27”x11.69”)
e. FONT & FONT SIZE
Arial, 12
f. MARGIN
Top – 0.75 inch from the top edge of the paper.

Top – (second page) 1.25 inch from the top edge of the paper.
Left – 1.25 inch
Right – 0.75 inch
Bottom – 1.25 inch
g. PLACEMENT
1) Heading and address – upper third of the sheet of paper

2) Body of the Letter – lower two-thirds of the sheet
3) Complimentary Ending – it follows the body of the letter
h. THREE MAIN ELEMENTS OF A LETTER
1) HEADING – All of the materials/information above the first line of

the body comprise the heading.
4 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 4
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
a) Letterhead/Office of Origin - Normally consists of three (3)

lines: GENERAL HEADQUARTERS, ARMED FORCES OF THE PHILIPPINES is
written in capital letters; name of the initiating Command, Office, installation or unit; and
address of the initiating organization.
b) File Reference - Placed on the left margin, two (2) spaces

below the letterhead in line with the date. It consists of the originating office (Example:
OTAG/AFPRD)
c) Date - The date should follow the day, month and year
format. Abbreviation is not authorized. When stamps are used, the date is not entered
until the letter is signed.
d) Subject - It should be written in a few words, and as much as

possible, not to exceed ten (10) words, written in bold text, and typed two (2) spaces
below the file reference. When the subject extends to two (2) lines, the second line is
blocked under the first letter of the first word.
e) Channels - THRU and TO begin on the fourth line below the

preceding item. It is used when the correspondence is routed through an intermediate
command, unit or office.
f) Address of the recipient - Placed at left margin on the fourth

line below the last word of the subject. It is addressed to the Commanding
General/Commander/Commanding Officer or Head/Chief of Office.
g) Attention address - To speed routing, correspondence may

be addressed to the individual either by reference to his/her name or by the use of an
office designation. It is written in bold text.
Examples:
TO: Commanding General, PA

Fort Andres Bonifacio
Metro Manila
Attn: Assistant Chief of Staff for Personnel, G1

Metro Manila
Attn: MAJ SHIRLEY N BAUTISTA PA
2) BODY – The message itself, the substance of the letter. Written in

single-spacing, except when less than nine (9) lines where double-spacing is used. The
first line of the body of the letter begins on the fifth line below the address.
a) References - It must be specific and fully identified. It should

be arranged based on the order of hierarchy of importance, if the references are the
same, it will be based from the most recent published policies.
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 5 5
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
Example 1: (according to importance)

a. 1987 Constitution.
b. Republic Act 9225 dtd 28 July 2003.
c. Presidential Decree 1638 dtd 10 September 1979.
d. Executive Order 264 dtd 25 July 1987.
e. AFP Regulations 200-054 dtd 22 September 2014.
f. Circular Nr 3 dtd 11 September 2014.
g. SOP Nr 1 dtd 13 January 2014.
h. Letter Directive Nr 21 dtd 01 September 2014.
i. AFP Regulations Manual series 2014.
Example 2: (same category)
a. Cir Nr 2 dtd 2 October 2017.
b. Cir Nr 1 dtd 27 July 2015.
c. Cir Nr 3 dtd 15 January 2011.
b) Date/Time - Prepared communications to be sent within the
Philippines, need NOT indicate the letter “H” in writing a specified time. “H” does not
represents “Hours”, but the Time Zone Designation (GMT+8) of the Philippines.
However, when sending communications outside the Philippines, “H” should be
indicated.
Ex: 100900 January 2017 (within the Philippines)
100900H January 2017 (outside the Philippines)
c) Paragraphing/Numbering - For purposes of uniformity, the
manuscript or texts should adopt the following numbering style as universally accepted
format.
When there are two or more paragraphs, they will be
numbered consecutively and its sub-paragraphs will be lettered. When a letter consists
of only one paragraph it will not be numbered, however, if there will be sub-paragraphs,
the sub-paragraphs will be lettered.
Paragraphs with subdivisions are illustrated in this manner:
1. ……
2. ……..
a. ………
b. ……..
1) ……..
2) ….
a) …………..
b) ….
(1) …………..
(2) ………..
(a) …………….
(b) ………….
6 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 6
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
d) Abbreviations - a military letter allows abbreviations which

are generally accepted in the AFP. They are generally written without spacing or
periods. If the full name is used, the abbreviated rank is permissible (COL FRANCISCO
A GARCIA); if family name only, the rank is spelled out (COLONEL GARCIA). The rank
of a COMMODORE or that of a full-pledged GENERAL is not abbreviated.
3) COMPLIMENTARY ENDING – This refers to the information

located below the last paragraph of the body.
a) Command or Authority Line - It is typed in capital and bold

letters, which begins at the second line below the first letter of the first word of the last
line or sentence. Abbreviations are not used.
An authority line will be shown when the correspondence is

signed for the Commander or Head of a Command or Office by an individual authorized
to do so. This reflects the fact that the communication is an expression of the will of the
Commander or Head of Office. This line is omitted when the correspondence has the
personal signature of the Head of the Command or Office.
Types of Authority Line:
(1) General Officer with command function (authority to

command troops) and addressed to a member of their command:
(a) BY COMMAND OF GENERAL BARTILET:

(b) BY COMMAND OF MAJOR GENERAL
BASA:
(2) If not addressed to a member of their command:
(a) FOR THE COMMANDING GENERAL:

(b) FOR THE COMMANDER:
(3) General Officer issuing Memoranda addressed to

their personnel:
(a) BY DIRECTION OF THE DEPUTY CHIEF OF

STAFF:
(b) BY DIRECTION OF THE ADJUTANT
GENERAL:
(4) For an Officer below the grade of Brigadier General

addressed to a member of their Command:
BY ORDER OF LIEUTENANT COLONEL

SANCHEZ:
(5) If not addressed to a member of an Officer’s

Command:
FOR THE COMMANDING OFFICER:
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 7 7
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
(6) For a Branch/Section/Division Chief, in behalf of a

Staff who is addressing an individual in another part of the Armed Forces.
FOR THE STAFF JUDGE ADVOCATE:
NOTE: For the communications approved by the Chief of Staff, AFP and
addressed to their Command (AFP-Wide), the command line will be, “BY COMMAND
OF GENERAL BARTILET:”, while for the communications addressed outside the AFP,
the command line will be, “FOR THE CHIEF OF STAFF, AFP:”
A Staff Officer may sign under the command line, “BY ORDER OF
COLONEL PACURSA:” or “BY COMMAND OF BRIGADIER GENERAL CUMLAT:”
only when authorized by their Commander.
b) Signature
(1) Contents
(a) Signature contains the first name, middle initial

and the family name.
(b) The name is typed, stamped or printed in

capital letters, and in bold text.
(c) The officer’s grade, branch of service and title.
(d) Double signature is avoided; instead,

designated individuals may affix their signature and add the word FOR or F in front of
the typed name.
(2) Placement - The typewritten portion of the signature is

in block style and placed five (5) lines below the command line or the body. The front
letter begins one (1) space from the center to the right.
(3) Form - Block style and open punctuation are used.

This means placing the first letter of the grade and title directly under the type written
signature. Abbreviation of grade, arm of service and the title may be used, except those
with the rank of Colonel and above. If the rank is abbreviated, the letters are
capitalized. (Example: MAJ or Major).
Example of Signature Block:
(a) PA Level:
1 GSC eligible and designated to a

Command position:
RORY M VELO
Colonel INF (GSC) PA
Commanding Officer
8 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 8
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
LOLITO S BERNAL
LTC INF (GSC) PA
CO, 203Bde, 2ID
2 GSC eligible and designated to a Staff

position:
JOVITO L CRUZ
Colonel GSC (INF) PA
AC of S for Operations, G3
3 GSC and MNSA eligible:
MARIA LEA O MORAGA

Colonel (MNSA) PA
AC of S for CMO, G7
4 Non-GSC eligible:
NOREEN B CALAOAGAN
Major (AGS) PA
Admin Officer, OG7, 2ID
(b) PN Level:
DIANA G FRANCISCO
Captain PN (GSC)
Commanding Officer, HSG, HPN
CARISA D MENDOZA
LTC PN(M) (GSC)
The Naval Adjutant
MARICAR R NOVERO
Colonel PN(M) (GSC)
Commanding Officer, HSSG, PMAR
ARMANA S BASA
Captain PN (MNSA)
AC of NS for Pers, N1
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 9 9
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
(c) PAF Level:
RUTH R CUSTODIO
Colonel PAF (GSC)
Air Force Adjutant
MERLITA S MIRANDA
Major PAF
Admin Officer, OAFA
(d) GHQ & AFPWSSUs Level:
EDUARDO M AÑO
General AFP
Chief of Staff
REUEL N SORILLA
Brigadier General AFP
The Adjutant General
RONALD N MILAN
LTC PA (GSC)
Chief, Admin, OTAG
(e) Commanding General/Commander of Major

Services, Area Command, Specified Command, Brigade/Infantry Division and PAF and
PN equivalent:
BRYLLE V BARTILET
Major General AFP
Commanding General
LEXTER G VARGAS
Vice Admiral AFP
Flag Officer In Command
(f) Staff Officer as head of office or Staff of Major

Services, Area Command, Specified Command, Brigade/Infantry Division and PAF and
PN equivalent and AFPWSSUs:
RAINIER N BAUTISTA
Colonel PA (GSC)
The Quartermaster General, AFP
ALLEN P CUMLAT
Captain PN (GSC)
The Naval Adjutant
10 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 10
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
ELIZA N BAUTISTA
Colonel PAF (GSC)
Air Force Adjutant
JOSHUA P CUMLAT
Lt Colonel PA
Army Adjutant
(g) Staff Officer not as head of the office:
EDWIN E RUSTRIA
Colonel PAF (GSC)
Asst The Adjutant General
(h) Officer in specific capacity:
MARIVIC G VARGAS
Major PA
Survey Officer
RAYMUNDO B BOLOABIO
Captain PA
Member-Recorder
ROWENA G VARGAS
Colonel PAF (GSC)
Chairperson, AFP Regulations Board
(i) Retired Officer not on active duty when

communicating with the AFP:
ATHENA G PAGULAYAN
Colonel PAF (Ret)
(j) Officer who is a graduate of both GSC and

MNSA assigned in GHQ:
Active Officers:
MYRNA V ROMERO
Colonel PA (MNSA)
Inactive Officers:
SHARON R RACELIS
Colonel MNSA PA (RES)
Note: There are peculiarities on Signature Block of Major Services (PAF and PN)
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 11 11
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
c) List of enclosures – These are supplementary documents

sent with communications to provide additional information. When a letter has one (1)
or more enclosures, it is typed at the left side page in the following manner:
Enclosures:
1 – DF with 3 comments
2 – Draft of amendment to AFPR G 131-052
3 – AFPR G 630-152
d) Copies furnished to other offices – A notation concerning

copies furnished typed immediately under and separated by at least one line from the
listing of enclosures, if any. When no enclosures, notation of copies furnished shall be
typed beginning at the left margin on the same line as that of the typed signature.
Copies Furnished:
The Surgeon General, AFP

The Adjutant General, AFP
i. ADDITIONAL GUIDELINES:
1) Use of one (1) side of the paper - except when using prescribed
forms or reproduced materials.
2) One (1) original and one (1) duplicate are prepared. The duplicate
serves as the receiving and file copy of the originating office.
3) Prescribed Ink Color – a standard black ink (settings) of the printer

shall be used in official communications.
4) As a matter of preference, all correspondence (civilian or military

letters) with the CSAFP, VCSAFP & TDCSAFP as signatories shall be in “inverted
pyramid” or “bottom line upfront”. The concern, recommendation or action shall be
stated first before giving any background on the matter.
12 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 12
Arial Top Margin

Size 10, AFP Vision 2028: A World-class Armed Forces, Source of National Pride 0 .75 inch
Italicized
Header
margin GENERAL HEADQUARTERS
0.3 inch ARMED FORCES OF THE PHILIPPINES
//
OTAG/AFPRD 11 January 2017
//
SUBJECT: Proposed Revision of Cir Nr 20, series 2000,
Right
Left Subj: Armed Forces Cash Tellers Margin
Margin // 0 .75 inch
1.25 // 2 TAB spaces
inches //
Metro Manila
Attn: Chief, Finance Center, PA
//
//
// 1 TAB space
//
1. References:
//
a. STL fm that Office dtd 21 Apr 15, Subj: AFP Publications for Revision.
b. Memo fm OSJS dtd 04 Feb 02, Subj: Proposed Revision to AFP
Regulations, Circulars, Directives etc.
//
2. In ref 1a, that Center forwarded to AFPRD the proposed revision of Circular
Nr 20, series 2000, Subj: Armed Forces Cash Tellers (Paying and Receiving) in compliance
with ref 1b. The proposal must be responsive to the latest development and conform to the
current concepts of the AFP organization, and that your office is mandated to present before
the AFP Regulations Board (AFPRB) being the Office of the Primary Interest (OPI) of the
above mentioned propose Circular.
//
3. Ref 1b prescribes the proper form in revising/amending AFP Regulations,
Circulars and other policies. In connection with this, as the OPI, you are directed to submit to
this Office (Attn: Chief, AFP Regulations Division, OTAG) 14 copies of the draft proposal in
order to facilitate its deliberation by the AFPRB. Attached herewith is the sample format to
serve as your guide in revising the said Circular.
//
BY COMMAND OF GENERAL AÑO:
//
// 2 TAB spaces
//
//
Center Line
REUEL N SORILLA
Press 1 Bar Space
Arial Size, 10 Italicized Bottom Margin

AFP Core Values: Honor, Service, Patriotism
Footer margin, 0.3 inch 1.25 inches
AFP Core Values: Honor, Service, Patriotism 13

AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
2. NON-MILITARY LETTER (CIVILIAN LETTER):
a. DEFINITION
Differs from a military letter in terms of phraseology, paragraphing,

abbreviations, and form. Its paragraphs are not numbered or lettered and it does not
encourage abbreviations.
b. USAGE
Outside the AFP.
c. STYLE
Dignified, direct and accurate; the tone is formal and courteous;

nicknames are avoided. It is written in semi-block style.
d. SIZE OF THE PAPER:
A4 (8.27”x11.69”)
e. FONT & FONT SIZE:
Bookman Old Style, 12 for the letters to SND and President of the
Philippines.
Arial, 12 for all other civilian letters.
f. MARGIN:

Left – 1.25 inch
Right – 0.75 inch
g. PLACEMENT:
Heading and address – upper third of the sheet of paper

Body of the Letter – lower two-thirds of the sheet
Complimentary Ending – it follows the body of the letter
h. THREE MAIN ELEMENTS OF A NON-MILITARY LETTER:
1) HEADING – All of the materials/information above the first line of

the body.
a) Letterhead/Office of Origin - Normally consists of three

lines: GENERAL HEADQUARTERS, ARMED FORCES OF THE PHILIPPINES is
written in capital letters; name of the initiating command, office, installation or unit; and
address of the initiating organization.
14 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 14
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
b) Date - Follow the month/day/year format. In civilian letter, the

month is never abbreviated and always with a comma between the day and the year.
c) Inside Address – The addressee’s name fully written and

always followed by a courtesy title, except in the case of M.D., Ph.D., and others. The
first line shows the addressee’s name and designation. The second line is the name of
the company of the addressee and the third line is the address of the company.
MRS. AILEEN P. CUMLAT

Operations Manager
Department of Trade and Industry
Araneta Center, Cubao
d) Attention Line – This is used to speed up handling of the

letter especially when it is addressed to a company or to a particular department of a
company or to an individual aside from the addressee. It is written one (1) TAB indent
just below the inside address and two (2) spaces above the salutation.
e) Salutation – It greets the reader and the greeting may be

formal or informal or cordial or personal.
2) BODY – The message itself, the substance of the letter.
3) COMPLIMENTARY CLOSE – Usually followed by a comma and

written one (1) space below the last line of the message.
4) SIGNATURE - Contains the first name, middle initial and family

name of the sender, including the rank and branch of service.
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 15 15
Arial
Size 10, AFP Vision 2028: A World-class Armed Forces, Source of National Pride
Italicized,
Header Top Margin
margin- 0 .75 inch
0.3 inch
//
OTAG/TAPD December 10, 2017
//
MS. DIANE G. FRANCISCO
The Administrator Right Margin
TESDA Region IX 0 .75 inch
Left Margin
1.25 inches Western Mindanao, Dao, Pagadian City
//
Attn: Registrar’s Office
//
1 TAB Dear Ms. Francisco:
space //
May we favorably endorse MSg Honesto A Rivera 681529 PA to undergo the
Automotive Servicing NC II scheduled to convene from June 3, 2017 to September 16, 2017
to be conducted by your Agency.
//
This is in line with the desire of the Armed Forces of the Philippines to provide skills
and knowledge to soldiers and their respective beneficiaries during their post retirement that
will benefit them greater opportunity to secure gainful employment when they finally leave the
military service.
//
Training fees and other incidental expenses shall be shouldered by said EP while
availing the benefit of the government time.
//
Furthermore may we respectfully request your good office to furnish the Office of the
Adjutant General, AFP (Attn: C, TAPD) the certificate of completion of the subject EP for our
ready reference and monitoring purposes. We look forward for your favorable consideration.
Thank you and more power.
//
Center Line Very truly yours,
// Press 1 Bar Space
FOR THE CHIEF OF STAFF, AFP:
//
//
//
//
REUEL N SORILLA
Bottom Margin
Legend: 1.25 inches
// - 1 space
Arial Size, 10 Italicized

Footer margin, 0.3 inch AFP Core Values: Honor, Service, Patriotism
16 AFP Core Values: Honor, Service, Patriotism

AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
3. ENDORSEMENT LETTER:
a. DEFINITION
A reply or a forwarding statement added to a military letter. It is a

communication within a communication. It becomes an integral part of correspondence
and not withdrawn from the basic communication to which it is appended.
Endorsements show facts relative to a definite case stated in the basic letter. As to
content, an endorsement is meant to furnish information, comment or recommendation
on the matter at hand. If there is enough space at the end of a letter, the endorsement is
written or begun there. When the space is not sufficient to include the address and at
least two (2) lines of the body, the endorsement is started on a separate sheet of plain
bond paper. It should not be typed on the back of the page. Left and right margins are
the same as those of the military letter. Endorsements are numbered consecutively (e.g.
1st Endorsement).
b. USAGE:
When required as a prescribed format or by the addressee, otherwise, the

correspondence would take the form of a civilian letter or military letter whichever is
appropriate.
c. SIZE OF THE PAPER:
A4 (8.27”x11.69”)
d. FONT & FONT SIZE:
Arial/12
e. MARGIN:

Left – 1.25 inch
Right – 0.75 inch
f. ELEMENTS OF ENDORSEMENT LETTER:
1) HEADING
a) Number – This is placed in the center of the page, on the

same line as the first line of the file reference.
b) File Reference - The first line of the file reference begins at

the left margin on the line below the suspense date. If no suspense date is used, it
begins on the third line below the close of preceding material or 1.25 inches from the
top of the page.
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 17 17
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
c) Identification of writer - The bold initials of the writer followed

by initials of the typist are placed at the right margin on the same line as the
endorsement number on all copies or on file copies only. The telephone number of the
writer maybe added.
d) Subject - The subject is placed right below the first line

starting on the left hand margin. If the endorsement begins on a new page, the subject
begins at the left margin of the line following directly below the file reference and
appears only once on a page. It is written in bold text.
e) Designation of Originating Office - The official designation

and address of the headquarters or office from which the endorsement is dispatched,
begin at the left margin separated two spaces from the preceding material. Continuation
lines follow the block style beginning under the first letter of the designation of the
originating office. Authorized abbreviations may be used.
f) Date - The date of the endorsement is placed on the same

line as the official designation and address of the headquarters from which the
correspondence is dispatched.
g) Designation of Addressee - The official designation and

address of the recipient is preceded by word “TO” which begins at the left margin on the
second line below the headquarters of origin and date, or “THRU” address, if used.
When a complete address requiring more than one line is used, the first letter of the
second and any succeeding line appears under the first letter of the addressee. Brief
Address may be used, when appropriate. An “ATTENTION” line follow the block style
beginning under the first letter of recipients’ designation.
2) BODY - The body of an endorsement are prepared in the same

way as the military letter. Its body begins on the second line below the heading.
3) COMPLIMENTARY CLOSE - The complimentary close of an

endorsement letter is prepared in the same way as the military letter. It begins on the
second line below the body.
a) The command or authority line is typed in capitals and

begins on the second line below the last paragraph of the endorsement, directly under
the first letter of the preceding major paragraph. Abbreviations are never used;
b) The typewritten signatures begin with five (5) lines below the
command or authority line. It is not placed alone on a page; and
c) Enclosure notations begin at the left margin and on the same

line as the first line of the typewritten signature, as in military letter.
g. CONTINUATION PAGES - For continuation pages, if any, the file

reference endorsement number, date and subject are written, beginning at the left
margin 1.25 inches from the top of the page. The endorsement number is centered on
the page, in line with file reference and date. The subject is written directly below the file
18 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 18
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
reference. The rules pertaining of dividing materials between pages in military letter
shall apply.
h. PLACEMENT
1) The first line (such as s-25 Mar 78) begins 0.5 inch below the last
written part of the basic letter of previous endorsement;
2) The first line of separate sheet begins 1.25 inches from the top;
3) The designation and address of the headquarters begins at the left

margin, two (2) spaces below the file date or other identifying matter. If more than one
(1) line is needed the second and succeeding lines are blocked from the left margin;
4) The word “TO” will be placed three (3) spaces below the
headquarters line, beginning at the left margin. If the address requires more than one
(1) line the second and succeeding lines are blocked under the first letter of the
address.
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 19 19
Arial Size, AFP Vision 2028: A World-class Armed Forces, Source of National Pride
10 Italicized
Header
margin, Top Margin
0.3 inch 0.75 inch
OTAG/AFPRD 3rd Endorsement NBC/mvb/6751

//
SUBJECT: Inclusion in the MNLF- AFP Integration Program CY 2017 of
Mr. Arip S. Sariddin
//
GENERAL HEADQUARTERS, ARMED FORCES OF THE PHILIPPINES
Left Camp General Emilio Aguinaldo, Quezon City, 12 August 2017
Margin //
1.25
inches
// 2 TAB spaces
//
TO: Commander, WESTMINCOM
Camp Navarro, Upper Calarian
Zamboanga City
Attn: Deputy Commander for Separate Unit
//
//
// 1 TAB space
//
1. Referred for appropriate action subject to existing AFP Policies and
Regulations on personnel procurement is the attached Endorsement Letter from CSAFP
referring the request of Mr. Arip S. Sariddin of Talipao, Sulu regarding his inclusion in the
MNLF-AFP Integration Program CY 2017. Right Margin
// 0.75 inch
2. Request reply direct to the requesting party and furnish GHQ on your actions
taken.
//
BY COMMAND OF GENERAL AÑO:
//
//
//
// Center Line
Press 1 Bar Space MAXIMA O IGNACIO
Colonel PAF (GSC)
Encls:
a/s
//
cc:
//
Mr. Arip S. Sariddin
Bottom Margin
1.25 inches


AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
4. MEMORANDUM:
a. DEFINITION
The prescribed publication pertaining to matters that are directive,

advisory or informative in nature, the term of which either is temporary or permanent in
duration.
b. USAGE
For inter-office communications dealing with official matters. These may

serve as reminders or as records of events or observations.
c. STYLE
Simple, clear and direct to the point.
d. SIZE OF THE PAPER
A4 (8.27”x11.69”)
e. FONT & FONT SIZE
Arial, 12
f. MARGIN:

Top – (second page) 1.25 - inch from the top edge of the paper.
Left – 1.25 inch
Right – 0.75 inch
g. ELEMENTS OF A MEMORANDUM LETTER:
1) HEADING
a) Letterhead/Office of Origin - Normally consists of three (3)

lines: GENERAL HEADQUARTERS, ARMED FORCES OF THE PHILIPPINES; name
of the initiating office, and address of the initiating organization.
b) File reference - Placed on the left margin, two (2) spaces

below the letterhead in line with the date. It consists of the office initials/acronym of the
originator.
c) Date - The date should follow the day, month and year
format. Abbreviation is not authorized. When stamps are used, the date is not entered
until the letter is signed.
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 21 21
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
d) Memorandum to/for – It is typed either in capital letters or in

small letters, depending upon the style of the individual office.
e) Subject – It uses the same rules as those used in letters,

endorsements or disposition forms. It is a brief statement indicating what the
memorandum is about to help the readers prepare themselves for the contents.
2) BODY - Usually contains the following:
a) Telling the readers why the memorandum is written and

what they are going to do and how;
b) Conveying the information, the details, relevant to the

preceding paragraph or paragraphs; and
c) Giving suggestion/s for future action or requesting guidance

on future action.
3) COMPLIMENTARY CLOSE – same rule/procedure as to military

letter.
h. DIFFERENCE BETWEEN MEMORANDUM TO AND MEMORANDUM

FOR:
MEMORANDUM TO - The prescribed correspondence pertaining to

matters that is directive, advisory or informative in nature. The memo may be
addressed to an individual or group of individuals by the head of Staff or Commander.
They are usually addressed by position or designation, including name and title, if it is
addressed to an individual is an accepted practice.
MEMORANDUM FOR – The prescribed publication pertaining to matters

of advisory or informative in nature. This memorandum is usually made by a staff in
conveying information or message to the Commander or by a Staff Officer to their
superior.
22 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 22
Arial Size,
10 AFP Vision 2028: A World-class Armed Forces, Source of National Pride
Italicized
Header Top Margin
margin, 0.75 inch
0.3 inch
SECRETARY JOINT STAFF
//
19 March 2015
Press Tab 1x
//
MEMORANDUM to - -
//
Joint/Personal/Special Staff
//
Press Tab 2x SUBJECT: Disposition Form
//
//
Press Tab 1x
// Press Tab 1x
//
1. Reference: TDCSAFP Guidance.
//
2. Effective immediately, the following shall be observed in the preparation of
DF wherein TDCS is the signatory:
//
a. TDCSAFP will be the one to directly recommend the action not the
initiating Staff such that the phrase: “In view of the above, (J-Staff) recommends that…”
becomes: “In view of the above, recommend that…”. Right Margin
// 0.75 inch
b. The “J-Staff and I concur” phrase should be deleted. It is enough that
the initiating and concurring Staff sign on the concurrence lines. If there is a conflicting
comment from a concurring Staff, it should be returned to the initiator to input the comment
and restudy the recommendation.
//
3. For information.
Left //
Margin BY DIRECTION OF THE DEPUTY CHIEF OF STAFF:
1.25 //
inches //
//
//
CORNELIO H VALENCIA JR
Press Tab 2x
Colonel PA (GSC)
//
Copy Furnished: Center Line
// Press 1 Bar Space
CSAFP
VCSAFP
TDCSAFP
Bottom Margin
1.25 inches

Footer margin, 0.3 inch

Arial
Size, 10 AFP Vision 2028: A World-class Armed Forces, Source of National Pride
Italicized
Header
Top Margin
margin,
0.75 inch
0.3 inch
//
10 May 2017
Press Tab //
1x MEMORANDUM for - -
//
All Division Chiefs
//
Press Tab SUBJECT: Command Directed Activities
2x
//
Press Tab 1x
//
//
//
Press Tab
1x
1. Reference: Memo fm Command Adjutant, GHQ & HSC, AFP dtd
27 July 2015, Subj: same as above.
//
2. Per above reference, please be reminded to direct all military personnel and
civilian employees of your respective division to attend all Command Directed Activities.
//
Left 3. For guidance and strict compliance.
Margin Right Margin
1.25 // 0.75 inch
inches BY DIRECTION OF BRIGADIER GENERAL SORILLA:
//
//
//
//
NOREEN B CALAOAGAN
Press Tab 2x Major PA
Chief, Admin Division
Center Line
Press 1 Bar Space
Bottom Margin
1.25 inches


AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
5. WRITTEN REPORTS:
a. DEFINITION: A presentation of facts and/or ideas or informational work

made with the specific intention of relaying information or recounting certain events or
displaying a result of an investigation, or inquiry in a widely presentable form. It may be
submitted periodically or at regular intervals.
b. BASIC ELEMENTS OF A WRITTEN REPORT:
1) INTRODUCTION – This includes a background statement as to

why the report was written, what was its purpose, how the data were gathered, what to
include in the report, what materials and equipment were used. These background
statements are necessary because these enable the reader to be able to evaluate the
findings and the conclusions of the written report.
2) SUMMARY – A brief presentation of the findings.
3) BODY – A detailed presentation of the pertinent facts gathered.

The facts must be definitely accurate because the readers depend entirely on the
writer’s honesty and accuracy. Careless assumptions or errors in written reports are
inexcusable.
4) CONCLUSION AND RECOMMENDATION - Conclusion is a

summary of facts and observations while Recommendations are suggestions for future
actions.
The subject matter of the report may not require a conclusion

because there are reports that may just be a fact-finding one.
c. DIFFERENT TYPES OF A WRITTEN REPORT:
1) AFTER SCHOOLING/TRAINING REPORT – A written report

rendered by individuals who have completed foreign/local courses, or a unit who have
conducted trainings to the individual. The report includes problems encountered and
applicability to the AFP. It also encompasses the period from convening to completion
of a course and the lessons learned and recommendations for the improvement of the
conduct of the course.
Elements:
a) Course Title;
b) Date Convened & Date Completed;
c) Number of Students-Graduates;
d) Total Fund Utilized;
e) Problems Encountered;
f) Lessons learned;
g) Recommendations; and
h) Enclosures/Annexes:
(1) Order on Graduates;
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 25 25
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
(2) Order of Merit (List of Students arranged by class

standing);
(3) Individual Scholastic Record of Graduates;
(4) Expenditure Report; and
(5) Pictures
2) AFTER CONFERENCE REPORT – A written report rendered by

individual who have attended a conference informing his/her Commander on what
transpired during the conference. The report includes who is the Presiding Officer, the
attendees, the matters discussed and the result/action or recommendations.
3) AFTER BATTLE REPORT – A written report rendered by units to

the Commander, stating therein a narrative description of the results of a specific
mission/operations project undertaken by the unit.
Elements:
a) References;
b) Period Covered;
c) Area Covered;
d) Participating Units;
e) Mission;
f) Situation;
g) Narrative;
h) Result of Operation;
i) Comments/Assessment; and
j) Recommendation
4) INVESTIGATION REPORT - a written report which gives the result

of the conduct of formal investigation to erring military and civilian personnel of the AFP.
Elements:
a) Reference;
b) Matters Investigated;
c) Background (Optional);
d) Facts of the Case;
e) Discussion;
f) Findings/Conclusion; and
g) Recommendation.
5) AFTER ACTIVITY REPORT – A written report of individual or unit

stating therein the narrative description of an activity.
6) AFTER TRAVEL REPORT – A written report of individual who have

traveled local or foreign.
26 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 26
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
a) Elements:
(1) Administrative Matters – includes the time and place

of arrival, administrative arrangements (includes the meeting venue, hospitality
accorded to the Philippine Delegation and accommodation) and the
itinerary/program/schedule of activities;
(2) Significant Discussions/Events – includes the agenda

of the activity, details of the discussions between the Philippine delegation and its
counterparts. Substantive observations, lessons learned and insights of the Philippine
delegation;
(3) Recommendations - incorporates the suggestions/

proposals on the best courses of action that the AFP-DND may undertake as a result of
the activity. It must logically follow from the observations and insights previously
discussed in the report;
(4) Pertinent Documents – includes working papers and

presentations gathered; and
(5) Conclusion – a reiteration of the gist of the report.
b) Guidelines In Submitting After Activity/Travel Report To

The SND:
The cover letter to the SND should follow the following

format:
(1) First paragraph – submission to the Secretary of the

said report, which includes attendees (or head of delegation), title of event, place and
date;
(2) Second Paragraph – includes a 1-2 sentence

background of the event or its objective/aim;
(3) Third Paragraph – should enumerate only the salient

points learned from the event;
(4) Fourth Paragraph – should list the recommendations

of the attendees; and
(5) Fifth Paragraph – closing statement.
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 27 27
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
CHAPTER 3
INFORMAL CORRESPONDENCE
1. DISPOSITION FORM (DF):
a. DEFINITION:
A means of communication among staff offices and between the staff

offices and the Commander.
b. USAGE:
Applicable for the following purposes:
1) Giving instruction;
2) Transmitting orders, policy, advice of information;
3) Requesting action, instruction, policy, opinion;
4) Tracing action of check or follow-up implementation of orders; and
5) Recording comment, coordination and recommendations including
a brief summary when action recommended is prepared for approval and signature of a
higher commander.
c. STYLE:
The first page is usually written in a table format or box while the
succeeding pages have no borders.
d. SIZE OF THE PAPER:
A4 (8.27”x11.69”)
e. FONT & FONT SIZE:
Arial, 12
f. MARGIN:

Left – 1.25 inch
Right – 0.75 inch
g. ELEMENTS OF A DISPOSITION FORM:
1) Security Classification – This should be found at the upper right

most box of the DF/SDF, opposite the word DISPOSITION FORM.
28 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 28
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
2) File Reference – The file reference box contains the file name and
location where it is saved.
3) Subject – Stated as briefly as not to exceed ten (10) words and in

bold text. The first letters of each word is written in capital letters.
4) Addressee – It is entered after “TO:” and it is written in bold. It is

never addressed to the headquarters or office. It is addressed to Commanding Officer
or Head of Office or Unit by his/her title. The word “THRU:” is written below the word
“TO:”, if the DF is coursed through the Deputies. The titles of both addressees should
be aligned.
5) Addressor – The title of the addressor is entered after “FROM:” and

is written in bold. Authorized abbreviation is used.
6) Date – It is written in the space provided. A DF or Summary DF

prepared for signature of the command is not dated until it is signed.
7) Comment Nr – It is written after the date. It is numbered accordingly

if a concurring staff has a comment on the original SDF.
8) Identification of the Writer – The grade/rank and surname of the

writer, typist’s initials and the telephone number are placed below the word DATE. The
writer should affix his/her initials on his/her name to validate the communication.
9) Body – It is the substance of the communication that begins two

(2) spaces below the addressee or the concurring line. The paragraphs are
numbered and intended like those of a military letter.
The first part of the body should list the references, if there are any.
Multiple references are lettered and no line spaces between each references.
As a general rule, no command line is used.
10) Signature – Only the last name of the addressor is typed or printed
one space from the center of the fifth line below the last line of the body. It is signed
above the typed name. If another person signs for the addressor, the former legibly
signs his/her rank and own family name and write the word “For” in front of the type
name.
Note: No need to put spaces after every letter for characters with
more than 5 characters.
11) Enclosure – Same as that in the military letter.
h. TYPES OF DISPOSITION FORM:
1) INFORMATIVE DISPOSITION FORM – It is a type a Disposition

Form used to inform and appreciate the message contained in the DF by the
addressee. It will only contain at least three (3) paragraphs:
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 29 29
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
a) First paragraph – will be the reference to the basic request

or directive, or the reason or background why the DF is made.
b) Succeeding paragraphs – will contain clear and concise

information regarding pertinent action or actions taken.
c) Last paragraph – will contain the phrase “For the

information and appreciation of ….”
Note: There are peculiarities on the part of Major Services.
The words “DISPOSITION FORM” are to be the only words that

should be written in the upper left box of the DF. Remove Office Name/Title and
Logo. The borderline thickness should be 2 ¼ point. (SAMPLE)
The second page of the DF has no border line.
30 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 30
Arial Size, 10,

Italicized, AFP Vision 2028: A World-class Armed Forces, Source of National Pride
Header margin,
0.3 in
Top
Margin
3/4inch or
.75 inch
Upperca
se, Arial
Font,
DISPOSITION FORM Security Classification (if any)
Size 24, FILE: computer1/use of df SUBJECT: Use of Disposition Form

Bold
letters
TO: J1 FROM: TAG DATE: 11 January 2017 CMT Nr:
THRU: MAJ CALAOAGAN/mvb/6176
//
1. The Disposition Form is used in informal correspondence among staff
section of this Headquarters; by staff sections of this Headquarters with corresponding or
Press counterpart staff sections of subordinate units. It is also used within a headquarters or
Tab 1x units in the AFP. It is not transmitted by GHQ to AFP field commands and units. Field
and unit commanders do not transmit it to higher headquarters.
//
2. The Disposition Form is designed to originate action: record comments,
coordination, or other action; make recommendations to higher authority; give
instructions; transmit order, policy, advice or information; request action, instructions,
policy, opinion, etc; and trace action or check or follow up implementation of orders.
//
// Press Enter 5x Right Margin
// 0.75 inch
Left Right
// Margin
Margin
1 1/4
SORILLA 3/4
Top Margin 3/4 inch
inch or
or 1.25 or .75
inches .75 Inch I h
Center Line
Press 1 Bar Space
Bottom Margin
1.25 inches


AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
2) SUMMARY DISPOSITION FORM (SDF) – It is a type of

Disposition Form used to secure the Commander’s approval of recommended actions. It
is prepared on a DF form and follows the basic rules in the preparation of a DF.
As to form, it differs from an informative DF because of some

additional items. For instance, an SDF has concurrence lines where the initiating staff
affixes his/her signature on the left line and the date signed on the right line. It is placed
at the upper right corner of the SDF.
SECTIONS OF THE BODY OF THE SUMMARY DISPOSITION FORM:
a) SUMMARY – the summary may include the following:
(1) references;
(2) a synopsis of the basic request;
(3) a statement of the problem;
(4) the facts or background of the subject; and/or
(5) a concise discussion of action taken to include
pertinent laws; regulations or precedents.
b) COORDINATION – the coordination covers a synopsis of

the coordination made by paraphrasing the comments of the Staff concerned. When no
coordination is made (because it is not necessary), this action will be omitted and the
RECOMMENDATION becomes the second section.
c) RECOMMENDATION – the recommendation will state

clearly and concisely the specific action or actions recommended. Alternative
recommendations are not made.
The title of each part are written in bold, capital letters,

underlined and followed by a colon.
32 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 32
Arial Size, 10, AFP Vision 2028: A World-class Armed Forces, Source of National Pride
Italicized,
Header margin
- 0.3 in
Top Margin
3/4inch or .75 inch
Upper
case,
Arial
DISPOSITION FORM SECURITY CLASSIFICATION (If any)
Font SUBJECT: Request for Full-Time

TITLE: OTAG/Admin
size 24, Study Leave
Bold
letters
TO: CSAFP FROM: TDCSAFP DATE:
THRU: VCSAFP MAJ CALAOAGAN/mvb/6751
//
___________ TAG ____________
___________ J8 ____________
___________ J1 ____________
//
SUMMARY:
//
1. References:
//
a. LOI Nr 395 dtd 13 Dec 17, on Government-Wide Scholarship
Program in Public Administration.
b. DF fm TPMG dtd 21 Dec 17, Subj: same as above.
c. Letter fm Mrs Juana Cruz dtd 07 May 17, Subj: same as above.
d. LO #369, GHQ AFP, dtd 25 Apr 17.
//
2. In ref b, Mrs Cruz requested that she be granted a full-time study leave with
pay from 01 Dec 17 to 15 Dec 18. Choosing the non-thesis curriculum plan, she is specializing
in certain fields of study relative to the functions of the TPMG.
Left // Right Margin
Margin COORDINATION: .75 inches
1 1/4 //
or 1.25 3. In ref c, CO, TPMG, recommends approval of Mrs Cruz’s request.
inches
//
4. Pursuant to para V(C) of LOI # 395 (ref a), TAG also recommends approval of
same request as Plan B (non-thesis curriculum) is a counterpart of Plan A (curriculum with
thesis writing).
//
RECOMMENDATION:
//
5. Approval of full-time study leave with pay from 01 Dec 17 to 15 Dec 18 of
Mrs Cruz.
// Center Line. Press 1 Bar
// Space.
// Note: No need to put
// spaces after every letter
VINGSON for characters with more
than 5 characters.
Bottom
Margin
1.25 in
Arial Size, 10
AFP Core Values: Honor, Service, Patriotism Italicized
Footer margin, 0.3 in

AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
EXAMPLES OF RECOMMENDATIONS AS PART OF AN SDF:
1. RECOMMENDATION:
CSAFP’s approval and signature on the attached letter to SND recommending

the travel of the above-named officer to Singapore from 09-20 August 2015 (inclusive of
travel dates).
2. RECOMMENDATIONS:
a. CSAFP’s notation on the invitation letter to Mr. Guillermo Luz to be signed

by C, OSSSM (Encl 3).
b. Approval and notation on the attached LOI to be signed by The Adjutant

General for the whole IGG certification process (Encl 4).
3. RECOMMENDATION:
Approval of the following:
a. Grant of Loyalty Incentive to Mr. Nelson Jacobo and 31 others and Length
of Service Incentive to Dr. Marc Ericson Ramirez and ten (10) others;
b. One-time release of funds in the amount of ONE HUNDRED SIXTY-

SEVEN THOUSAND PESOS ONLY (PhP167,000.00) for the Loyalty Incentive of Mr.
Nelson Jacobo and 31 others and monthly release of THREE THOUSAND ONE
HUNDRED SIXTY PESOS ONLY (PhP3,160.00) for the Length of Service Incentive to
Dr. Marc Ericson Ramirez and ten (10) others; and
c. Notation on the attached directive to TAG for the issuance of orders on the
grant of Loyalty Incentive to Mr. Nelson Jacobo and 31 others and notice of step
increment to Dr. Marc Ericson Ramirez and ten (10) others.
GUIDANCE IN CORRECTING SDF:
1. The “tapal” system which includes, but not limited to, (a) patching-up words,
phrases or paragraphs, (b) using correction fluid/pen, and (c) inserting punctuation
marks, symbols, or letters when changing errors are hereby discouraged. This habit
denotes lack of attention to detail and poor appreciation on the essence of complete
staff work. It also prevents the drafter from being informed of the modifications that may
cause miscoordination and delay in processing.
2. Summary Disposition Form (SDF) with major patch-up correction, i.e. with a
whole paragraph being replaced, will no longer be allowed/accepted. Henceforth, you
are respectfully advised to reconstruct SDF that needs major correction or refinement
and have it signed/concurred again.
34 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 34
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
OBSERVATION ON SUMMARY DISPOSITION FORM PREPARED BY THE STAFF:
1. Arrangement of enclosure – It was observed that some SDFs contain

enclosures wherein the prepared letter or document (i.e radiographic directive or letter
directive), if any, for signature/notation of the CSAFP, VCSAFP, or TDCSAFP is placed
at the last portion of the document (following the references). Please be reminded that
the accompanying document is an inherent part of Completed Staff Work (CSW). The
references only support the SDF. An ideal SDF is one that can stand by itself. It should
be easily understood by the reader or approving authority without necessarily making
him (reader/approving authority) browse or refer to the attached references. In this
regard, for convenience on the part of the approving authority, as a matter of practice,
and for purposes of uniformity, the prepared letter for signature or notation of the
CSAFP, VCSAFP, or TDCSAFP should immediately follow the SDF – preceding all
other attachments/ enclosures.
2. Identification of writer/drafter – per observation, only the initials of the

writer/drafter, typist and telephone number are indicated below the printed word “Date”.
The grade or title and last name (spelled out) of the writer, initials of the typist, and
telephone number of the writer and typist must be indicated for easier coordination and
clarification on the contents of the SDF.
Example:
TO: CSAFP FROM: TDCSAFP DATE: CMT Nr:

THRU: MAJ BASA/mma/6013
_________SJS__________
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 35 35
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
2. ROUTING SLIP
a. DEFINITION:
A slip of paper that specifies a route for the documents to circulate.
b. USAGE:
Transmitting papers from office to office within Headquarters or between

sections within office. It is NEVER used to forward papers to an office outside of a
headquarters. It is also used to speed up transmittal correspondence direct to action
section without using the DF or formal endorsement.
For inter office routing in a headquarters for the purpose indicated by the
remarks printed on the form. It may contain comments, not intended to be forwarded
beyond the addressee on the slip.
Note: Since the routing slip is ordinarily not filed, it is never used for
approvals, disapprovals, concurrence and other important comments, even
though brief. The type of action is placed either in the basic paper itself or on a
DF.
Ordinarily, plain white routing slip is used, but a red slip is used when
demanding immediate action. A red routing slip indicates that the paper to which it is
attached must be given priority.
Example of Routing Slip:
NEVER WRITE ON THIS FORM

ROUTING SLIP APPROVED, DISAPPROVED, CON-
CURRENCE OR SIMILAR ACTION
SUBJECT:
TO FROM DATE SENDER’S ACTION ACTION REQUESTED

LAST NAME NR
1 APPROVAL / SIGNATURE
COMMENTS /
2
RECOMMENDATION
3 STAFF ACTION
4 STUDY
5 REPLY DIRECT TO WRITER
REMARKS: 6 REPORT DUE
7 REWRITE/REDRAFT
8 INFORMATION/NOTATION
9 SEE ME / CALL ME
10 DISPATCH
11 FILE
12 MISROUTED
13 REMARKS
36 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 36
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
3. AFP MESSAGES
A message is a thought or idea, expressed in brief, in plain or secret language

and prepared in a form suitable for transmission by any means of communications.
a. STYLE: In GHQ and Major Services, the plain text is used while in
the field, the abbreviations are used. It is written in capital letters or in normal text form.
b. TYPES OF MESSAGES:
1) By Address:
Single Address Message - Message that contains only one

addressee.
Multiple Address Message - Message that contains two or more

addressee and that all addressee needs to know the identity of other addresses.
2) By Purpose/Function:
Official Messages - Messages that specifically pertains to the

official or related functions of the military establishments.
Unofficial Messages - Personal messages.
Press Messages - messages originated by duly accredited news

gathering individuals.
c. PARTS OF THE MESSAGE:
1) Heading
a) Precedence message category

b) Date - Time - Group (DTG)
c) Originator
d) Addressee
2) Body - this contains the thought or idea which the originator wishes
to express. It is considered as the major portion of the message.
3) Ending
a) Drafter - the person who compose a message.
b) Releaser or Releasing Officer - the person who authorized

transmission of the message.
Theoretically, the Commander is the releaser. However, in actual

practice, Commander authorizes the Adjutant as the releaser of the message.
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 37 37
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
d. CONSIDERATIONS IN DRAFTING A MESSAGE:
1) Clear - A message should be clear and free of misunderstanding.

Limit your language to words that can be understood by all readers.
2) Concise - Make your message as short as possible and consistent

with clarity.
3) Complete - The message should have a complete thought.
e. FILLING OUT MESSAGE FORM:
The following instructions are to be observed by all Originating/Drafting

and/or Releasing Officers for AFP Messages:
1) FOR COMCENTER/SIGNAL USE, ROUTING INDICATOR, FOR

OPERATOR USE - The message form has spaces provided for use by Communication
Center/Signal personnel. No entries are to be made in these spaces at the time the
message is prepared by the drafter/originator. When blank sheets are used, adequate
space must be left for this purpose.
2) PRECEDENCE - ACTION – The precedence assigned to all action

addresses will be entered in this block.
3) PRECEDENCE - INFO - The precedence assigned to all

information addresses will be entered in this block.
MESSAGE PRECEDENCE CATEGORY:
a) Flash (Z) - reserved for initial enemy contact report,

operational or combat messages. (10 minutes)
b) Immediate (O) - reserved for messages relating to situation

which gravely affect the security of national forces/populace and which require
immediate delivery to the addressee. (30 mins to 1 hour)
c) Priority (P) - reserved for messages requiring expeditious

action by the addressee and or furnishes essential information for the conduct of
operations in progress when lower precedence will not suffice. (1 to 6 hours)
d) Routine (R) - reserved for all types of messages that justify

transmission by rapid means unless sufficient urgency to require a higher precedence.
4) DATE-TIME GROUP – The date-time group is placed in the date-

time-group block and consists of six digits.
5) MESSAGE INSTRUCTIONS – Normally reserved for use by the

communication center to convey instructions, but may also be used by the originator to
indicate the desired method of delivery of message like radio, landline, visual, mail or by
hand.
38 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 38
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
6) FROM – It is the designation of the originator.
7) TO - It is the designation of the addressees.
8) SECURITY CLASSIFICATION
a) Responsibility – It is the responsibility of the originator to

ensure that the proper security classification is indicated on the message before it is
forwarded for transmission.
b) Security Classification - Messages are to be classified TOP

SECRET, SECRET, CONFIDENTIAL or RESTRICTED whenever their content falls
within the definition set forth in appropriate regulations. Those bearing no security
classification should be marked UNCLASSIFIED or the abbreviation UNCLAS.
SECURITY CLASSIFICATION:
(1) Unclassified – routine messages that do not contain

information which when disclosed to unauthorized personnel will not be detrimental to
the interest and security of the nation.
(2) Classified – are categorized into four (4) depending

on the importance of the information in its text.
FOUR (4) CATEGORIES OF CLASSIFIED MESSAGES
(a) TOP SECRET – The unauthorized disclosure

of which, would cause exceptionally grave damage to the nation, politically,
economically or from security aspect.
Classifying Authority:
1 Secretary of National Defense

2 Under Secretary of National Defense
3 Chief of Staff, AFP
4 Vice Chief of Staff, AFP
5 General Staff, AFP
6 Major Service Commanders
7 Chief of ISAFP
(b) SECRET – The unauthorized disclosure of

which would endanger national security, cause serious injury to the interest and prestige
of the nation and would be of great advantage to a foreign nation.
1 Those who can classify TOP SECRET

2 Commanders Infantry Divisions and
Separate Brigades
3 Special and Personal Staff, GHQ
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 39 39
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
4 General & Special Staff of Major

Services, Infantry Divisions & Separate Brigades
5 PMA Superintendent
6 Commanders of Post, Base, Station,
Depot or Separate Unit
7 Chief of Military Mission or Group
8 Military Attaché
9 Service Commandant
(c) CONFIDENTIAL - The unauthorized disclosure

of which, will not endanger national security but will cause administrative
embarrassment, unwanted injury to individual and be of advantage to foreign nation.

2 Those who can classify SECRET
3 Any other Commander
(d) RESTRICTED - Military information not

given higher security classification but not intended for general dissemination to the
public.

2 Those who can classify SECRET
3 Any other Commander
9) CITE/DIG/ORIG NR – This is to be filled by the originator with the

office, unit or originator’s cite number of the message.
10) TEXT – It should be brief and clear.
11) REFERENCE MESSAGE – If the message refers to another

message, appropriate identifying data of the reference message will be inserted in the
block.
12) CLASSIFIED, YER or NO – If the reference message is classified,

the YES block will be marked and, if unclassified, the NO block will be marked.
13) PAGE NR and NR of PAGES – This block will be filled according to

the number of message from the pages used to complete the message.
14) DRAFTER’S NAME, TITLE and PHONE NUMBER – Data

identifying the drafter is entered in this block.
15) RELEASING OFFICER’s NAME, TITLE and SIGNATURE – data

identifying the individual authorized to release the message is to be entered in this
block.
40 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 40
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
f. GUIDE IN THE PREPARATION OF THE MESSAGES (AFPR G 101-541

DATED 09 SEPTEMBER 1987):
1) Abbreviations - use only authorized abbreviations.
2) Punctuation - Use punctuation only when needed.
3) Brevity - Text should be clear, accurate and brief. Conjunction,

preposition and articles should be eliminated unless essential to the meaning.
4) Paragraphing - Paragraphs will be indented and numbered as in

regular correspondence.
5) Numbers and fractions - numbers and fractions will be written as

digits.
Ex: Roman number IX will be written as Roman 9, one half as ½.
6) Time:
In the Heading of message - DTG represented by six (6) digits.

In the Text - local time
Time written – when the writing is of extreme critical significance to
the addressee.
g. ORIGINATOR’S OR DRAFTER’S RESPONSIBILITIES:
1) Determine the necessity of the message.

2) Determine the addressee and type of the message.
3) Use the prescribed message form.
4) Draft message text in accordance with regulations.
5) Determine the security classification.
6) Determine precedence category.
7) Ensure authentication.
8) Forward the message to appropriate transmitting agency.
h. Radio Message by Courier Dispatch – to be used when communicating

with units where the matter requires immediate action or dissemination.
FAX MESSAGE – Fax message is the message that was sent or received over a fax
machine.
ELECTRONIC MAIL (E-MAIL) – It is a method of exchanging digital documents,

messages and data from the sender to one or more recipients. It can be used for formal
or informal communication but should be used with absolute discretion to give emphasis
on the security of information.
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 41 41
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
SHORT MESSAGE SERVICE (SMS) or Text Message – It is a form of conversation

with the absence of a voice. Texts are usually just advance copies of formal reports. In
the absence of formal reports especially those that do not need one like simple
instruction, text are treated official.
42 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 42
AFP MESSAGE
INSTRUCTION: (Originator fills up inside double line only)
FOR COMMO CFN/SIGNAL USE SECURITY CLASSIFICATION
LINE 1
LINE 2
LINE 3
LINE 4
PRECEDENCE PRECEDENCE – (R) DATE-TIME GROUP MESSAGE
INDICATOR INFO 15 06 17 INSTRUCTION
ROUTING FROM: CSAFP CITE/ORIG NR.

INDICATOR OTAG-06-15-06-17
TO: CHIEFS, SPECIAL & PERSONAL STAFFS
COMDR, AFPWSSUS/UCS
(ATTN: C,PPD/ADMIN OFFRS)
1. REQUEST BE INFORMED THAT THE OFFICE OF THE

ADJUTANT GENERAL IS CURRENTLY UPDATING/ENHANCING ITS
WEBSITE. ONE FEATURE IS THE UPLOADING OF INDEX TO AFP
PUBLICATIONS. THIS IS A COMPILATION OF AFP POLICIES TO
SERVE AS A READY REFERENCE AND GUIDE TO DECISION
MAKERS, POLICY FORMULATORS, IMPLEMENTORS AND
RESEARCHERS.
2. SAID PROJECT INTENDS TO ASSIST MILITARY AND

CIVILIAN PERSONNEL IN NEED OF REFERENCES ESPECIALLY
THOSE WHO ARE ASSIGNED IN THE FIELDS.
3. IN THIS REGARD, REQUESTS PROVIDE THIS OFFICE

(ATTN: C, AFPRD) THE AVAILABLE E-COPIES OR HARD COPIES OF
DIRECTIVES/POLICIES THAT FALL IN TO YOUR JURISDICTION.
4. FOR FAVORABLE ACTION.

PAGE No. 1 DRAFTER’S NAME/TITLE/SIGNATURE PHONE NR.
6751
MAJ NOREEN B CALAOAGAN PA

Chief, AFPRD
CLASSIFIED No. of RELEASER’S NAME/TITLE/SIGNATURE PHONE NR.
YES NO PAGE(S) 1
6751
BGEN REUEL N SORILLA AFP

FOR TIME SYSTEM OPR DATE DATE TIME Security
SYSTEM Classification

AFPAFP
Vision 2028:
Vision A World-class
2028: Armed
A World-class Forces,
Armed Source
Forces, of National
Source Pride
of National Pride
AFP MESSAGE
INSTRUCTION: (Originator fills up inside double line only)
FOR COMMO CFN/SIGNAL USE SECURITY CLASSIFICATION
LINE 1
LINE 2
LINE 3
LINE 4
PRECEDENCE PRECEDENCE - (Z) DATE-TIME GROUP MESSAGE
INDICATOR INFO 15 06 17 INSTRUCTION
ROUTING FROM: CSAFP CITE/ORIG NR.

INDICATOR OTAG-06-15-06-17
TO: MAJ SVC COMDRS, J-STAFF/SPECIAL/PERSONAL STAFF
COMDR, AFPWSSUs/UCs
(ATTN: ONES/Admin Offrs)
REF CLN CIR NR 1 dtd 21 Feb 2011 CMA SUBJ CLN

EXTERNSHIP TRNG OF CIV DENTISTS AND DENTAL AUXILIARIES IN
AFP DENTAL TREATMNT PD
THE ABOVE CIR PRESCRIBES THE POLICIES AND

REGULATIONS ON EXTERNSHIP TRNG OF CIV DENTISTS AND DENTAL
AUXILIARIES IN AFP DENTAL TREATMNT FACILITIES TO PROMOTE
THE PROFESSIONAL GROWTH OF DENTISTRY ON THE PHIL PD
APPLICANTS FOR EXTERNSHIP TRNG MUST BE CLN OPEN

PAREN ALPHA CLOSED PAREN FILIPINO CITIZENS WHO ARE
GRADUATES OF DENTISTRY CMA DENTAL HYGIENE CMA DENTAL
TECH AND DENTAL X-RAY TECH OPEN PAREN BRAVO CLOSED
PAREN LICENSED DETISTS CMA DENTAL HYGIENISTS CMA DENTAL
TECH AND DENTAL X-RAYS TECH OPEN PAREN CHARLIE CLOSED
PAREN PHYSICALLY QUALIFIED TO UNDERTAKE THE ACTIVITIES
REQUIRED OF DENTAL EXTERNS OPEN PAREN DELTA CLOSED
PAREN OF GOOD MORAL CHARACTER PD
FOR WIDEST DESSEMINATION PD
PAGE No. 1 DRAFTER’S NAME/TITLE/SIGNATURE PHONE NR.
6751
MAJ NOREEN B CALAOAGAN PA
Chief, AFPRD
CLASSIFIED No. of PAGES RELEASER’S NAME/TITLE/SIGNATURE PHONE NR.
YES NO 1
6751
BGEN REUEL N SORILLA AFP
FOR TIME SYSTEM OPR DATE DATE TIME Security
SYSTEM Classification

AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
4. MINUTES OF CONFERENCE
a. DEFINITION:
The official written record of a meeting. Minutes serve as a permanent

record of the topics considered, conclusions reached, actions taken, and assignments
given.
Minutes may be kept by any individual in attendance at a meeting and are

usually distributed to all members of the unit represented at the meeting. Minutes are
generally written in the simple past tense.
b. THE MAIN ELEMENTS OF MINUTES OF CONFERENCE:
1) Heading – It includes the name of the office, committee/board and

the date, location, and starting time of the meeting.
2) Participants – It includes the name of the person conducting the

meeting along with the names of all those who attended the meeting (including guests)
and those who were excused from attending.
3) Approval of Previous Minutes - A note on whether the minutes of

the previous meeting were approved and whether any corrections were made.
4) Action Items (including unfinished business from the previous

meeting) - A report on each topic discussed at the meeting. (For each item, note the
subject of the discussion, the name of the person who led the discussion, and any
decisions that may have been reached.)
5) Announcements - A report on any announcements made by

participants, including proposed agenda items for the next meeting.
6) Next Meeting - A note on where and when the next meeting will be
held.
7) Adjournment - A note on the time the meeting ended.
8) Signature Line - The name of the person who prepared the

minutes, the Chairperson and the members.
c. GUIDELINES FOR WRITING MINUTES OF CONFERENCE:
1) The recorder should be able to write the minutes in near final form
as the meeting progresses.
2) The minutes should focus on results and agreed-on actions.
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 45 45
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
3) The minutes should be highly summarized, not a burden to read.

An account of briefly summarized outcomes and points of agreement and
disagreement, not recording any detailed input.
4) Write the minutes soon after the meeting and distribute them
promptly (within a day or two).
5) Be clear, comprehensive, objective, and diplomatic. Do not interpret

what happen; simply report it because meetings rarely follow the agenda perfectly. You
might find it challenging to provide an accurate record of the meeting. If necessary,
interrupt the discussion to request for clarification.
6) Do not record emotional exchanges between participants. Minutes

represents official records of the meeting; hence, reflect positively on the participants
and the organization. (Mike Markel, Technical Communication, 9th ed. Bedford/St.
Martin's, 2010)
5. BOARD RESOLUTION - a written document of the decisions made by the Board
6. DOT POINT BRIEF
a. DEFINITION:
It is a short summation of the key point that you want to present/brief.
b. USAGE:
Briefing presentation
c. EXAMPLE OF DOT POINT BRIEF:
 SUBJECT: Proposed Change 3 Of AFPR G 131-272 dtd 10

March 2000, Subj: Leave
 BACKGROUND
o OJ1 (OPI) forwarded the proposal on 09 March 2017 to the

AFP Regulations Board (AFPRD) for deliberation
o The AFPRB convened on 05 April 2017
o Proposed Change 3 was approved and endorsed to higher
authorities for approval
o Forwarded to TJAG and J1 for concurrence on 30 June 2017
o TDCS returned the documents on 27 July 2017 with
instructions to TAG to brief him
 SALIENT FEATURES
46 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 46
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
o A military personnel may enjoy leave to be spent abroad

upon approval of the approving authority provided that the applicant shall strictly comply
with the requirements
 RECOMMENDATION:
o Approval of the proposed revision of AFPR G 131-272 dtd

10 March 2000, Subj: Leave
7. POWERPOINT PRESENTATION- allows the user to create slides with

recordings, narrations, transitions and other features in order to present information.
GUIDELINES FOR THE PREPARATION OF POWERPOINT PRESENTATIONS

(Undated Memo from SJS series of 2008):
a) Slide background should be plain and dark in color.
b) Fonts should be in Arial and white in color.
1) Slide title fonts should be at least size 40 and should be a one liner.
2) Subtitle fonts should be at least size 32.
3) Bullet fonts should be at least size 24.
c) As much as possible, a slide should only contain seven lines with seven
words for each line.
d) Avoid placing pictures and animations unless necessary.
e) Slide transitions must be consistent all throughout the presentation.
f) Presentations are to be solely used as a guide for the presenter in

delivering points of discussion and not as a manuscript.
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 47 47
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
CHAPTER IV
COMMUNICATIONS FOR SIGNATURE OF THE ADJUTANT GENERAL, AFP
The Adjutant General, AFP, as voice of the Commander and authenticator of

official communications, should generally sign routine orders and letters to subordinate
units and personnel as well as correspondence to outside entities and persons. These
include routine administrative matters falling within his/her function as prescribed by
laws or regulations, except those specifically controlled by the Chief of Staff, AFP or
The Deputy Chief of Staff, AFP, and those which are expressly delegated to him/her
(TAG) by the Chief of Staff, AFP.
1. TAG, AFP is authorized to sign replies to:
a. Letters addressed to SND, Undersecretary of National Defense,

VCSAFP or TDCSAFP which are referred to the Chiefs of Joint Staff Divisions for direct
reply to writers. Copy of the reply should be furnished original addressee.
b. DFs addressed to Chief Of Staff, AFP or GHQ Staff Division Chiefs,

signed by Division Chiefs of SND, when such replies do not deviate from established
policies. Replies shall be prepared by the concerned Staff Division for signature of TAG,
AFP.
2. Specific subjects of communications to be signed by TAG, AFP are:
a. Regulations and other policies.

b. Personnel Administration and routine orders.
c. Reply letters to different stakeholders and government agencies
that are approved by the authorities.
3. Commutation of leave credits of civilian employees assigned at GHQ,

Unified Commands and AFP-Wide Support and Separate Units (GUAs)
4. Leave without pay in excess of 60 days of civilian employees.
5. Leave to be Spent Abroad for endorsement to DND.
48 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 48
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
CHAPTER V
WRITING CONVENTION
Writing conventions include spelling, punctuation, capitalization, grammar and

paragraphing. The writer should use conventions to enhance the readability of the
correspondence.
 Spelling should be correct on all words.

 Punctuation should be smooth and guide the reader through the paper.
 Capitalization should be used correctly.
 Paragraphing should reinforce organization.
1. CAPITALIZATION
a. Capitalize proper nouns or names of people, places and things. Do not

capitalize common nouns.
Proper nouns Mutual Defense Treaty, Task Force “Ondoy”, Ceska

Zbrojovka CZ805 BREN
Common nouns soldiers, unit, dental mission
b. Capitalize titles of high ranking government officials even if the titles are
not followed by a name or used in direct address or when a specific individual is
referred to directly. Do not capitalize titles used as general words. Likewise, do not
capitalize prefixes or suffixes added to the titles or compound titles.
Sample 1
Wrong …invite the president, the executive secretary and the
honorable secretary
Correct …invite the President, the Executive Secretary and the
Honorable Secretary
Sample 2
Wrong President-Elect, Ex-Governor
Correct President-elect, ex-Governor
c. Do not capitalize short prepositions, conjunctions, or articles unless they

are the first word of the title.
Sample 1
Wrong the Deputy Chief of Staff
Correct The Deputy Chief of Staff
Sample 2
Wrong the Surgeon General
Correct The Surgeon General
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 49 49
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
d. Major words in titles of books, articles, and songs are also capitalized.
Sample 1
Wrong The AFP In Challenging Times
Correct The AFP in Challenging Times
Sample 2
An Act Providing For The National Defense And Security Of
Wrong
The Republic Of The Philippines And For Other Purposes
An Act Providing for the National Defense and Security of the
Correct
Republic of the Philippines and for Other Purposes
e. Capitalize the first word in a sentence that is a direct quote.
The President during his fifth State of the Nation Address on

Wrong July 28, 2014 said, “kailangan ng tiwala sa usapan ng
kapayapaan.”
The President during his fifth State of the Nation Address on
Correct July 28, 2014 said, “Kailangan ng tiwala sa usapan ng
kapayapaan.”
2. GRAMMAR
a. On verb tenses, use simple tenses as much as possible and be consistent

all throughout.
Sample 1
During the meeting, the VCSAFP also supported the four (4)
Wrong action items that have been adopted by the body to be further
discussed on the next EWG meeting.
Correct action items that were adopted by the body, which will be
further discussed on the next EWG meeting.
Correct action items adopted by the body with further detail discussion
on the next EWG meeting.
Sample 2
Subject Officers have been cleared by appropriate intelligence
Wrong
agencies and satisfied all commission requirements.
Subject Officers were cleared by appropriate intelligence
Correct
agencies and satisfied all commission requirements.
b. On subject-verb agreement, singular subjects have plural verbs while

plural subjects have singular verbs.
Sample 1
Wrong The Officer or his friends jogs everyday.
Correct The Officer or his friends jog everyday.
50 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 50
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
Correct His friends or the boy jog everyday.

Sample 2
The ship – carrying 180 unit of container vans, 11 generators
Wrong and 16 cars – were reported missing last week with last
location at 90 Nautical Miles West of Hasa-Hasa Shoal.
The ship – carrying 180 units of container vans, 11 generators
Correct and 16 cars – was reported missing last week with last location
at 90 Nautical Miles West of Hasa-Hasa Shoal.
Sample 3
Wrong The President and his SMA is attending the briefing.
Correct The President and his SMA are attending the briefing.
c. A preposition tells a reader when and where something occurred as well

as how it occurred. Prepositions are usually used in front of nouns or pronouns and they
show the relationship between the noun or pronoun and other words in a sentence.
Avoid ending sentences with prepositions.
Time Prepositions Usage Example

to refers to another location  He returned to the camp.
 The Testimonial Parade
to designate specific times (clock
at will start at 1600H.
times and mealtimes)
 … at lunchtime.
 The parade will be on
on to designate days and dates
Monday.
 The parade will be in the
for non-specific times during a day, morning.
in
a month, a season, or a year  … in March.
 … in 2015.
to measure time (seconds, minutes,
for  for eight (8) years
hours, days, months, years)
since a specific date or time  since 1972
when indicating the start to finish
from  from October 3-7, 2014
date of the event
Place Prepositions Usage Example
to refers to another location  He returned to the camp.
 at Camp General Emilio
at for specific addresses
Aguinaldo, Quezon City
to designate names of streets,
on  on Shaw Boulevard
avenues, etc.
for the names of land-areas (towns,
 in Southeast Asia
in counties, states, countries, and
 in Zamboanga
continents)
d. On articles or determiners, if the noun is COUNTABLE and SINGULAR, it

must almost always be preceded by an article (or some other 'determiner', such as this,
his etc). The nouns that don’t need determiner are PROPER NOUNS, PLURAL
NOUNS and MASS NOUNS:
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 51 51
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
1) “The” is the definite article, which means that it is used when the
writer expects that the reader knows which particular thing or person the writer is
referring to.
2) “A” is the indefinite article and is used when things or people are
referred to which are not already known to the reader. “Some” and “any” are often used
as the plural of a/an. “An” is used before words which begin with a vowel sound, not
simply a vowel like an hour, an SF, an MA; but, a university.
3) Mass nouns denote something that cannot be counted (e.g., a

substance or quality). It is usually a noun that lacks a plural in ordinary usage.
(Example: happiness) When used in a generic sense, only mass nouns and plural count
nouns are able to occur without a determiner or quantifier: Water is colorless. Groceries
are expensive. Dogs make good companions.
Article Usage Example

 when we believe the hearer/reader  cooperation with the US
knows exactly what we are Embassy
referring to
 used to indicate a noun that is  I hope this merits the
definite or has been previously approval…
specified in the context
 to refer to a system or service  the military
 use the with an uncount noun  The AFP appreciates the
the (definite when you are talking about a cooperation of the PNP.
article) particular example of that thing  This cooperation with the
 when you have already mentioned PNP…
the thing you are talking about
 before certain nouns when we  General MOELDOKO

know there is only one of a rendered a courtesy call to
particular thing the Chief of Staff, AFP at
the General Headquarters
Building…
 signals that the noun modified is  The Chief of Staff is a
indefinite, referring to any member member of PMA Class ’83.
a/an (indefinite
of a group
article)
 refer to something not specifically
known to the person you are
communicating
e. Conjunctive Adverbs – link words, phrases, and clauses together and

provide a smooth transition between ideas. The key is to determine its function – if it is
meant as an addition, comparison, concession, contrast, emphasis, sequence, cause
and effect, illustrate, summarize or determine time.
52 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 52
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
Sample 1
Rule Main clause; conjunctive adverb, main clause
Example MGEN UY will be attending the 2nd INTELEX Conference; however,
he may send a representative if he is not available on the said date.
Sample 2
Rule If a conjunctive adverb is used at the beginning of the sentence then
use a comma immediately afterwards.
Example Presently, MGEN UY is attending the INTELEX.
Sample 3
Rule Sometimes the interruption of flow is weak so a comma isn’t
necessary.
Example The AFP will therefore continue the implementation of its IPSP
Campaign Plan “Bayanihan.”
f. That and Which
1) If the sentence doesn’t need the clause that the word in question is
connecting, use which. If it does, use that.
a) Use WHICH for non-restrictive relative clause. This clause

contains extra information that could be left out of the sentence without affecting the
meaning or structure.
b) Use THAT for restrictive relative clauses. This clause

containing essential information about the noun that comes before it and without the
clause the meaning will change.
Sample 1
Restrictive The troops were wearing their new combat boots that was
recently delivered.
Non-restrictive JSOG bought a new equipment, which it will be using in its
upcoming operations.
Sample 2
Restrictive The issue of “Ang Tala Magazine” that has CSAFP’s picture on
the cover is my favorite.
Non-restrictive The iPad, which connects to the iCloud, was created by Apple.
Another Example:
a) The tank, which looked like a box, concerned the

soldiers.
b) The tank that looked like a box concerned the soldiers.
In the first sentence, the tank concerned the soldiers. It also happened to look
like a box. In the second sentence the soldiers are concerned with the tank that looks
like a box. They aren’t concerned with the one that looks like space ship or any other
looking tank.
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 53 53
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
Note: A non-restrictive clause is preceded by a comma, so as to set off the

extra information, whereas no comma should precede a restrictive clause
indicating that the information is essential and not extra.
g. The Active Voice is preferred over the Passive Voice.
1) When a verb is in active voice its subject acts or does something. In

the following examples, the subjects are underlined and the verbs are in bold. Notice
that the subjects are acting out the verbs.
a) We are building a house for a family of four.

b) The dog bit our mail carrier.
c) He has fixed our computer twice already.
2) When a verb is in passive voice its subject receives the action or is

acted upon. The passive form is often indicated by helping verbs (is, am, are, were,
was, been) used with another verb. The word "by" is another clue to identifying the
passive form.
3) To change a verb from passive to active voice, make the subject of

the passive verb the object of the active verb. The person or thing performing the action
then becomes the subject of the new sentence. The verbs in the following examples are
underlined. Notice the change from the passive form of the verb to the active form.
Sample 1
Passive The novel Frankenstein was written by Mary Shelley.
Active Mary Shelley wrote the novel Frankenstein
Sample 2
Passive Baby elephants are taught to avoid humans. (By whom are baby
elephants taught?
Active Adult elephants teach baby elephants to avoid humans.
Rule: If a passive verb does not have an object, you have to supply
one that will become the subject of the active verb.
3. PUNCTUATION MARKS
a. Period (.) is also called the full stop. Place it at the end of a complete
sentence that makes a statement.
1) There is no space between the last letter and the period. Use one
(1) space between the period and the first letter of the next sentence.
2) On the use of periods after middle initials and name suffixes, better
adhere to the rules of grammar when addressing civilians and confer to the military style
of omitting punctuations for military individuals.
54 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 54
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
Sample 1
Wrong Executive Secretary PAQUITO S OCHOA
Correct Executive Secretary PAQUITO S. OCHOA
Sample 2
Wrong General PIO GREGORIO P. CATAPANG JR.
Correct General PIO GREGORIO P CATAPANG JR
b. Colon (:) is used to indicate that what follows it is an explanation or

elaboration of what precedes it.
1) It has minor uses as follows:
a) It is used in writing ratios. In formal communications, it is

preferable to write the ratios in words.
b) In American usage, it is also used to separate hours and

minutes in giving the time of the day.
c) It is also used to separate the main title and its sub-title.
2) The colon is never preceded by a space. It is followed by a single

space unless the elaboration, explanation or list is presented in bullet form.
3) Chicago Manual of Style - begin an independent clause with a

lowercase letter unless it's one of those two (2) things – it is a quotation or there is more
than one sentence. For the APA Publication Manual - always capitalize an independent
clause following a colon.
Sample 1
Wrong The following procedures were undertaken in accordance with the
approved recommendations:
1. an annual conduct of a policy review;
2. a quarterly conduct of performance review; and
3. the reorganization of the units.
Correct The following procedures were undertaken in accordance with the
approved recommendations:
1. An annual conduct of a policy review;
2. A Quarterly conduct of performance review; and
3. The reorganization of the units.
Sample 2
Wrong The recommendations are as follows:
1. incorporate cluster approach;
2. continue undertaking HADR exercises; and
3. evaluate proposed protocol
Correct The recommendations are as follows:
1. Incorporate cluster approach;
2. Continue undertaking HADR exercises; and
3. Evaluate proposed protocol
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 55 55
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
c. Semi-colon (;) is used to join two (2) complete sentences into a single
sentence. Thus, simply check if the two (2) connected sentences can stand alone.
Semi-colon is also used to separate a complex list. In this case, they are used instead
of commas to separate the items listed.
Sample 1
Wrong
The Admiral is still at the office, he intends to stay there.
Correct The Admiral is still at the office; he intends to stay there.
Sample 2
Wrong
Invited guests include the President and his Cabinet, the Republic of
Singapore Ambassador Extraordinary and Plenipotentiary and
Defense Attaché, and the Chiefs of Staff of the Southeast Asian
countries.
Correct Invited guests include the President and his Cabinet; the Republic of
Singapore Ambassador Extraordinary and Plenipotentiary and
Defense Attaché; and the Chiefs of Staff of the Southeast Asian
countries.
d. Hyphen (-) connects two things that are intimately related, usually words
that function together as a single concept or work together as a joint modifier. There is
no space between a hyphen and the character on either side of it.
Sample 1
Wrong two – thirds
Correct two-thirds
e. En Dash (which is about half the width or the same as the width of letter
"N,") connects things that are related to each other by distance.
1) An example is the phrase, in the May–September issue of a

magazine; it’s not a May-September issue, because June, July, and August are also
ostensibly included in this range.
2) An en-dash is used to connect values in a range or that are related.

It specifies any kind of range, which is why they properly appear in indexes when a
range of pages is cited (e.g., 147–48). A good rule is to use it when you're expressing a
"to" relationship.
3) Examples where an en-dash should be used:
a) in years 1939–1945
b) pages 31–32 may be relevant
c) New York beat Los Angeles 98–95
56 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 56
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
4) En dashes are also used to connect a prefix to a proper open

compound: for example, pre–World War II. Note: here World War II is a proper noun.
Below are other examples and the respective rule.
Sample 1
Rule Marks the space between dates in a chronological range
Correct  …the stint of General GREGORIO PIO P CATAPANG JR (2014–
2015)
Sample 2
Rule - in time (Note: This format is only used if the time duration is not the
main concern of the letter, say, if it is quoting from another report)
Correct  from 6:30–8:45 p.m.
Sample3
Rule Placed between numbers and letters in an indexing scheme
Correct  table 13–C, CT Statute 144–A.
Sample 4
Rule Joins compound modifiers made up of elements that are themselves
either open compounds (frequently two-word proper nouns) or
already hyphenated compounds
Correct  the Australia – Philippines Bilateral Agreement
Sample 5
Rule a compound modifier is combined with a participle
Correct a foreign exchange – related issue
Sample 6
Rule Connects things that are related to each other by distance
Correct  May–September
Sample 7
Rule Specify any kind of range, which is why they properly appear in
indexes when a range of pages is cited
Correct 147–148
Sample 8
Rule It connects a prefix to a proper open compound. Note: “pre” is
connected to the open compound “General Appropriations Act” and
therefore has to do a little extra work (to bridge the space between
the two words it modifies—space that cannot be besmirched by
hyphens because “General Appropriations Act” is a proper noun)
Correct Pre–General Appropriations Act (GAA)
f. Em Dash (the same width as the letter "M," —) allows, in a manner similar
to comma or parentheses, an additional thought to be added within a sentence by sort
of breaking away from that sentence. In other words it can be used to separate out
phrases—or even just a word—in a sentence (i.e. an appositive).
1) Examples where an em-dash should be used:
a) School is based on the three R’s—reading, writing, and

’rithmetic.
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 57 57
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
b) Against all odds, Pete—the unluckiest man alive—won the

lottery.
c) I sense something; a presence I've not felt
since—
2) It is used to show breaks in thought and shifts in tone; used to

emphasize and set off nonessential elements of the sentence.
3) Em dashes also substitute for something missing. For example, in a

bibliographic list, rather than repeating the same author over and over again, three
consecutive em dashes (also known as a 3-em dash) stand in for the author’s name.
4) In interrupted speech, one or two em dashes may be used: “I

wasn’t trying to imply——” “Then just what were you trying to do?”
5) Also, the em dash may serve as a sort of bullet point, as in this to-
do list:
—wash the car
—walk the dog
—attempt to explain em and en dashes
g. Comma (,) is a versatile punctuation mark. Considering its many rules, it

is best to not overuse the comma. Concentrating on the proper use of commas is not
mere form for form's sake. It just causes writers to review their understanding of
structure and to consider carefully how their sentences are crafted. Technically, there
are four (4) uses of commas:
1) Listing commas are used as a kind of substitute for the word “and”.
Sometimes, it substitutes the word “or”.
Sample 1
Rule It is used in a list when three or more words, phrases or even
sentences are joined by the word “and” or “or”.
Correct  J2, J3 and J7 are the attendees to the meeting.
Sample 2
Rule As a substitute for the word “and” or “or”, putting a comma before
them becomes redundant. This is the British rule; but American
English allows it. Put a comma before the word “and” or “or” only
when necessary to make the meaning clearer.
Correct  My favorite tandems are Yu and Uy, Wi and Wiwi, Kim and Kimi,
and Don and Donna.
2) Joining commas are used to join two (2) complete sentences into a
single sentence, and it must be followed by a suitable connecting word like for, and, nor,
but, or, yet, so (FANBOYS). Note that connecting words like however, therefore, hence,
consequently, nevertheless and thus cannot be used after a joining comma. For these
words, use a semicolon.
58 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 58
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
Sample 1
Wrong  The report of J7 was due last week but it has not been submitted
yet.
Correct  The report of J7 was due last week, but it has not been submitted
yet.
Sample 2
Wrong  The employee wants to take advantage of the government
rationalization, yet he has trouble meeting the requirements.
Correct  The employee wants to take advantage of the government
rationalization, yet he has trouble meeting the requirements.
3) Gapping commas are used to show that one or more words have
been left out. The missing words when included would simply repeat the words already
used earlier in the sentence.
Sample 1
Wrong  The Division is the largest infantry unit and the team the smallest.
Correct  The Division is the largest infantry unit and the team, the smallest.
Sample 2
Wrong  Some officers wanted to base their statement on the merits of the
witnesses; others on the merits of the victims.
Correct  Some officers wanted to base their statement on the merits of the
witnesses; others, on the merits of the victims.
4) Bracketing commas or isolating commas are used to mark a weak

interruption of the sentence – i.e., an interruption which does not disturb the smooth
flow of the sentence. Normally, they come in pairs.
a) If you remove the phrase within the pair of bracketing

commas, the sentence should remain complete.
Sample 1
Wrong  The soldier groped for his rifle and upon finding it fired one last
shot.
Correct  The soldier groped for his rifle and, upon finding it, fired one last
shot.
Sample 2
Wrong  The barge now under the custody of Subic Council for Illegal
Entrants highlighted the effectiveness of an interagency approach.
Correct  The barge, now under the custody of Subic Council for Illegal
Entrants, highlighted the effectiveness of an interagency approach.
b) Use a comma to set off a non-defining subordinate clause or

an appositive.
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 59 59
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
Sample 1
Wrong  The military surgeon, an expert in by-pass operations is up for
promotion.
Correct  The military surgeon, an expert in by-pass operations, is up for
promotion.
Sample 2
Wrong  A brilliant leader General Batungbakal is known for lobbying the
increase of AFP troop ceiling.
Correct  A brilliant leader, General Batungbakal is known for lobbying the
increase of AFP troop ceiling.
5) Other uses
a) Use a comma to set off introductory elements.

b) Use a comma to set off quoted elements.
c) Use a comma to set off phrases that express contrast.
Sample 1
Wrong  In line with this the funding was made available.
Correct  In line with this, the funding was made available.
Sample 2
Wrong  Consequently the armory sustained damages.
Correct  Consequently, the armory sustained damages.
h. The slash (/) is most commonly used as the word substitute for "or" which
indicates a choice (often mutually-exclusive) is present. (Examples: Male/Female, Y/N,
He/She)
1) The slash is also used to avoid taking a position in a naming

controversy, allowing the juxtaposition of both names without stating a preference.
2) There are usually no spaces either before or after a slash:

"male/female". Exceptions are in representing the start of a new line when quoting
verse, or a new paragraph when quoting prose. Likewise, Chicago Manual of style
allows spaces when either of the separated items is a compound that itself includes a
space: (Examples: Bajo De Masinloc /Scarborough Shoal)
3) Common Mistake: Slash is used for “and”, not “or”. The following
example is wrong. COL … presented the Update on the National Security Situation
(Internal/External Threats) to the NSC. Note here that the update is on both Internal and
External Threats.
60 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 60
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
4. COMMON ERRORS IN CORRESPONDENCE
a. Use of “then subsequently: - this phrase is considered redundant since

“then” and “subsequently” taken separately both mean “soon or immediately after that”.
Use “then” or “subsequently” independently, not together.
b. Use of “call on” – this means “to pay a short visit, or to appeal to”. There
are communications using the phrase”…call to…” to refer to a courtesy call or brief visit
when the proper phrase is “call on”.
c. Use of punctuation marks on salutation and complimentary close in

civilian letters – use comma only after the salutation if the letter is personal, colon if
otherwise. Comma is used after the complimentary close.
d. Use of “endorsement” type of correspondence addressed to the

Secretary of National Defense – there are still correspondence addressed to SND in
“endorsement” type. All correspondence addressed to SND shall take the form of a
civilian letter. The “endorsement” type shall only be used when such is required as a
prescribed format or by the addressee.
e. “cut and paste” practice – modern technology has made our work more
convenient. Routine correspondence, usually on travel or schooling abroad, can now be
easily copied from a previous file. However, it was observed that not enough care was
put to it. Name or data of previous file were sometimes pasted on the new file “as it is”.
It is suggested that proofreading be made on the contents of the correspondence.
f. Use of “Madam” and Madame” – for consistency and uniformity, use of

“Madam” in the salutation of correspondence for women of rank or position is strongly
suggested. The word “Madam” is used as a form of respectful or polite address to a
woman of rank or position, while the title “Madame” is more informal and is used to
address any woman.
g. Use of acronyms – there are instances where acronyms of institutions,

activities etc. are being used at the start of the body in correspondence. If the word is
not familiar to the reader, it should be spelled out followed by its acronym enclosed in
parenthesis the first time it is introduced. After which, the succeeding mention of the
institution, activity, etc can already be in acronym form.
h. Use of very long sentences and paragraphs – often, proposed letters

addressed to entities outside the AFP contain very long sentences and paragraphs.
This creates confusion in the reader of the thought of that particular sentence. Studies
into readability have shown that the longer and more complex a sentence becomes, the
more difficult it is for the reader to understand it. In the case of paragraphs, the
traditional rule is: one theme or topic per paragraph. As suggested by experts, a single
sentence should not contain more than 21 words and a single paragraph should not
exceed four (4) sentences.
i. The following terms are no longer used in the military correspondence:

“RBIT”, “ITC”, “ITCON”, “_____, Request for”, “Per”, “Anent”, “As per”, etc.
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 61 61
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
5. GUIDELINES IN THE USE OF GENDER-FAIR LANGUAGE IN ALL OFFICIAL

COMMUNICATIONS, DOCUMENTS, POLICIES, DESIGNATIONS, PUBLICATIONS
AND MANUALS IN THE AFP (Letter Directive Nr 25 dtd 08 September 2015)
This prescribes the promotion of gender-sensitivity in the AFP through the use of
gender-fair or non-sexist language in all documents, communications, policies,
designations, publications and manuals.
a. Eliminate the sexual stereotyping in the different designation of the AFP.
As Read: Chairman
To Read: Chairperson
b. Amend/change the following terms common in the AFP organizations:
As Read: Manpower
To Read: Human Resource
As Read: Enlisted Man/Enlisted Woman

To Read: Enlisted Personnel
c. Eliminate the generic use of he, his or him, unless the antecedent is
obviously male by:
1) Using plural nouns:
Traditional: The soldier uses his map to guide him.

Suggested: The soldiers use their map to guide them.
2) Deleting he, his and him altogether. Reword if necessary.
Traditional: The engineer-officer uses his blueprint to guide him.

Suggested: The engineer-officer uses a blueprint as a guide.
3) Substituting articles (a, an, the) for his; using who instead of he.
Traditional: An officer should know his men well.

Suggested: An officer should know the men well.
4) Using one, we or you.
Traditional: As one grows older, he becomes more reflective.

Suggested: As one grows older, one becomes more reflective.
5) Using the passive voice.
Traditional: The Commander must submit his proposal today.

Suggested: The proposal must be submitted by the Commander
today.
62 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 62
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
d. Eliminate the generic use of MAN, MANKIND. Instead, use people,

person(s), human(s), human being(s), humankind, humanity, the human race, men and
women, we, ourselves.
Traditional: ordinary man, mankind, the brotherhood of man

Suggested: ordinary people, humanity, human family
e. Eliminate sexism in symbolic representations of gender in words,

sentences and texts by:
1) Taking the context of the word, analyzing its meaning, and

eliminating sexism in the concept.
Traditional: feelings of brotherhood, feelings of fraternity

Suggested: the feelings of kinship and solidarity
Traditional: the founding fathers

Suggested: the founders, the founding leaders
Traditional: the Father of Relativity Theory

Suggested: the Founder of the Relativity Theory, the Initiator of
Relativity Theory
2) Finding precise words to delineate the thing itself from supposedly

sex-linked characteristics.
Traditional: The Titanic was a great ship, but she now rests at
the bottom of the sea.
Suggested: The Titanic was a great ship, but it now rests at the
bottom of the sea.
f. Eliminate sexual stereotyping of roles by using the following terms:
1) Using the same term for both genders when it comes to profession
or employment.
Traditional: Stewardess
Suggested: Flight Attendant
Traditional: Salesman
Suggested: Sales Agent
2) Using gender fair terms in lexical terms.
Traditional: Sportsmanship
Suggested: Highest ideals of fair play
3) Treating men and women in a parallel manner.
Traditional: I now pronounce you man and wife.

Suggested: I now pronounce you husband and wife.
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 63 63
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
4) Avoiding language that reinforces stereotyping images.
Traditional: a man’s job, the director’s girl Friday

Suggested: a big job, the director’s assistant
5) Avoiding language that catches attention to the sex role of men and
women.
Traditional: working mothers, spinsters or old maids
Suggested: wage-earning mothers, unmarried women
Traditional: busboys, chauvinist pigs

Suggested: waiters’ assistant, male chauvinists
g. Other common expressions and their alternatives.
Traditional: Draftsman
Suggested: Designer, artist
Traditional: Fireman
Suggested: Fire fighter, fire crew, fire brigade
Traditional: Policeman
Suggested: Police Officer
Traditional: Spokesman
Suggested: Spokesperson
Traditional: Sportsman
Suggested: Athlete
h. Eliminate sexism when addressing persons formally by:
1) Using Ms instead of Mrs
Traditional: Mrs. dela Cruz

Suggested: Ms. dela Cruz
2) Using a married woman’s first name instead of her husband’s.
Traditional: Mrs. Juan dela Cruz

Suggested: Ms. Maria Santos-dela Cruz
3) Using the corresponding titles for females.
Traditional: Dra. Concepcion Reyes

Suggested: Dr. Concepcion Reyes
64 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 64
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
4) Using the title of the job or group, in letters to unknown persons.
Traditional: Dear Sir

Suggested: Dear Editor, Dear Colleague, Dear Credit Manager
i. In referring to women, avoid words or phrases that seem to imply that

MEN as the NORM and WOMEN as the EXCEPTION, or descriptions that would be
irrelevant if the subject were male.
Example: In a traffic accident where one of the drivers involved was a

woman, a taxi driver commented, “She’s a woman, that’s why she drives like that!”
j. Physical descriptions, sexist references, demeaning gender stereotypes

and condescending phrases should not be used.
Example: One soldier to another: “Don’t cry. Crying is only for

women.”
k. Do not assume maleness when both sexes are involved.
Traditional: Enlisted man, Enlisted woman

Suggested: Enlisted personnel
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 65 65
AFP
AFPVision
Vision 2028:
2028: AAWorld-class
World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride Pride
CHAPTER VI
COMMAND GUIDELINES
1. Letterheads for Official Correspondence
The following standard letterheads for official correspondence are as follows:
a. to be used by the CSAFP only if the official correspondence is addressed to

agencies or outside the AFP. Please note that for purposes of uniformity, the font of the body of
the letter is in BOOKMAN OLD STYLE # 12.
Font: Bookman old style, font size: 10
REPUBLIC OF THE PHILIPPINES Font: Bookman old style, font size: 11
DEPARTMENT OF NATIONAL DEFENSE
Font: Bookman old style, bold. font size: 14
OFFICE OF THE CHIEF OF STAFF Font: Bookman old style, bold, font size: 12
Font: Bookman old style, font size: 9
b. to be used by the CSAFP only if the official correspondence is addressed to

units/commands or offices within the AFP. The font of the body of the letter is in ARIAL # 12.
Font: Arial, font size: 12

ARMED FORCES OF THE PHILIPPINES Font: Arial, font size: 12
OFFICE OF THE CHIEF OF STAFF Font: Arial, bold, font size: 12
c. to be used by The Adjutant General, AFP in signing official correspondence

for the CSAFP. The font of the body of the letter is in ARIAL 12.
ARMED FORCES OF THE PHILIPPINES Font: Arial, font size: 12
Camp General Emilio Aguinaldo, Quezon City Font: Arial, font size: 12
d. to be used by the CSAFP only for letters to the President and the Secretary
of National Defense, use the Republic of the Philippines heading format.
Uppercase, Bookman Old
Style, Size 10,
REPUBLIC OF THE PHILIPPINES Uppercase, Bookman Old

DEPARTMENT OF NATIONAL DEFENSE Style, Size 11, Regular letters

OFFICE OF THE CHIEF OF STAFF Uppercase, Bookman Old
Style, Size 14, Bold letters
Uppercase, Bookman Old
Capitalize the first letter of each word, Bookman Old Style, Size 12, Bold letters
Style, Size 9

AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
e. For letters outside the defense establishment like those addressed to

other military and security organizations as well as public and private figures, use the
heading with flag format. This is also preferred in the personal letters of the CSAFP.
Uppercase,
Perpetua Titling MT,
Use the correct colors for the flag. Size 13, Bold letters
Royal blue at the top, Navy Blue is
next and Prussian Green is at the
Uppercase,
bottom.
Perpetua Titling MT,
Size 11, Bold letters
CHIEF OF STAFF
ARMED FORCES OF THE PHILIPPINES Upper Case,
CAMP GENERAL EMILIO AGUINALDO, QUEZON CITY Perpetua Titling MT,
Size 9
2. Standard Font and Font Size
The use of “Arial 12” is the standard font and font size of all correspondence
originating the General Headquarters, AFP. This guidance will rescind the previous
instruction for the standard font and font size as referred to Memoranda from the Office
of the Secretary Joint Staff dated 22 July 1999, Subject: Standard Format of
Communications Originating from GHQ.
3. Using Blue Colored Ink and Ball Point V10 for Signing Documents
All documents shall be signed using Blue Colored Ink. This is to distinguish
original copies of documents from photocopies. Using Ball Point V10 will distinguish
and give decorum for every communications to be signed by the Commander or Head
of Office.
4. Using Special Paper for Letters to be Signed/Noted by CSAFP, VCSAFP

and TDCSAFP
This shall be used by the CSAFP, VCSAFP and TDCSAFP, Major

Service/AFPWSSUs/UCs Commanders and their Staff to be sent to higher authorities or
outside the AFP. (Ref: SJS Memo dated 16 July 2015)
5. Command Authority Line
It specifically states that the placement of the command/authority line is typed in

capital letters which begin on the second line below the first word of the last line or
sentence and that the abbreviations are not allowed. In this connection, you are directed
to use the full word “JUNIOR” in the command line of all your correspondence.
Example:
BY COMMAND OF GENERAL ESPERON JUNIOR:
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 67 67
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
GUIDE IN PREPARING CSAFP LETTERS TO THE PRESIDENT AND THE

SECRETARY OF NATIONAL DEFENSE
1. RATIONALE
a. The AFP corresponds to higher offices through letters. Thus, it is

imperative that this is done with care to convey the correct message. More so, the way
the letters are crafted reflects much on the sending organization.
b. The recipient’s prompt action on our letters and reports is desired. This is
not possible if the letters and reports are ill-prepared and are not easily understood.
Reading the letters many times to understand the message takes much time and effort.
It is also very annoying. Worse, the recipient makes wrong decisions simply because
the letter was erroneously crafted to convey a message opposite from what was
intended. We do justice to the addressee if our letters are easily understood and can be
acted upon immediately.
c. Our correspondence passes through the mill. The staffs of the addressees
are schooled. They arrange letters and reports according to what would give their
bosses the least headache. Properly constructed letters and reports are often at the top
ready to be read and signed (prioritized). Poorly crafted and confusing letters will be
returned without action for further editing and this will further delay the “urgent”
communication.
d. Addressees are high ranking government officials. A decent letter

addressed to them conveys respect for their professionalism and their position. Since
our letters to the President are coursed through SND, we jeopardize his position for
sending letters that are badly constructed (the letters indirectly reflect him as the head
of the AFP and of course, the Chief of Staff as well).
e. There is a need to professionalize the AFP communication system by

adhering to the rules of grammar. The AFP is widely known in the civilian circle,
especially in other government offices, to have poor communication skills simply
because we do not make the effort to improve. We tend to stick to traditional practices
of writing citing internal military language to justify our reputation. The fact is that we are
writing to civilian officers, not military ones.
f. Some would even say that as long as it is understood “pwede na yan”.

Indeed, with the time requirement and the voluminous documents to draft and correct,
the assertion “pwede na yan” may seem logical; but it is not. This document intends to
guide the writers so the drafted letters will already be correct in form and content when it
goes out of their shop. Corrected at this point, volume will not be a problem. Time spent
for a single communication, in the long run, is reduced.
68 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 68
2. ON THE FORM OF THE BASIC PARTS OF A LETTER.
a. Date Line
1) The civilian format is used in AFP letters to the President

and the Secretary of National Defense. As such, the AFP rule on reflecting
date in the sequence of day, month, and year becomes inappropriate. Thus,
the date must be reflected in sequence of month, day, and year.
Sample 1 Sample 3
Wrong 15 August 2014 Wrong 0900H
Correct August 15, 2014 Correct 9:00 a.m.
Sample 2 Sample 4
Wrong August 09, 2014 Wrong 0900H to 1000H
Correct August 9, 2014 Correct 9:00 a.m. to 10:00 a.m.
2) A common mistake is the line space or blank line

between the heading line and the date line. It must be two (2) line spaces.
This is often overlooked and not given due attention. At times, the drafter
unknowingly punch the keyboard for two (2) line spaces unmindful that the set
default is double spaced or one and half space. In this case, the line spaces
are bigger.
3) Initially, the dates are not reflected on the letters for

CSAFP signature. The dates are reflected only after CSAFP has signed the
letter. In this case, there should be a total of four (4) line spaces between the
Heading and Inside Address.
b. Inside Address or Addressee
1) For the President

Title Case and
Uppercase for
President RODRIGO R. DUTERTE name,
Bookman Old
Office of the President Style, Size 12,
Malacañan Palace, Manila Bold letters
Title Case,
Bookman Old
Style, Size 12,
Regular letters
2) For the Secretary of National Defense Title Case and

Uppercase for
name,
Secretary DELFIN N. LORENZANA Bookman Old
Style, Size 12,
Department of National Defense Bold letters
Camp General Emilio Aguinaldo
Quezon City Title Case,
Bookman Old
Style, Size 12,
Regular letters

3) The President shall be addressed in all official

communications, events, or materials as “PRESIDENT” only, and without the
term “His Excellency.”
4) All members of the Cabinet shall be addressed in all

official communications submitted to Office of the President as “Secretary”
only, and without the term “Honorable.”
5) For the Addressee lines, all are single spaced.
c. Salutation (Greeting)
a) General Rule
 His Excellency: (very formal, official)

 Mr. President: (formal)
Title Case,
 Dear Mr. President: (informal) Bookman Old
Style, Size 12,
b) Coordinated Military Usage Bold letters
Note the use
 Dear Mister President: of colon
Colon and
2) For the Secretary of National Defense Dear are not
in bold font
a) General Rule
 Sir:/Madam: (formal) Title Case,

 Dear Mr. Minister: (informal Bookman Old
Style, Size 12,
 Madam Minister: (informal) Bold letters
Note the use
b) Coordinated Military Usage of colon
Colon and
 Dear Secretary Lorenzana: Dear are not
in bold font
d. Body
1) Overall, the coordinated font to use is Bookman Old Style

using size 12.
2) Leave one (1) space after each word. Likewise, use only
one space following periods, commas, semicolons, colons, exclamation
points, question marks, and quotation marks. Use no spaces on either side of
a hyphen. Leaving one space between words and sentences is so obvious
but a very common mistake, which affect paragraph justification or alignment
from left to right.

AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
4) The spacing between paragraphs is also single line space. Use of

1.5 line space is only applicable if the body has less than ten lines.
5) Indent the first lines of paragraphs with five (5) spaces or one and a
half inch tab.
6) Ensure consistent font and letter size. Observe proper alignment

and margins. Errors in these aspects are commonly caused by copy-pasting from other
documents with different default settings.
7) The body should be short enough to fit the ideal one (1) page letter.
8) Standard Opening Sentence:
a) The President is the addressee.
(1) May I respectfully inform the President regarding

the….
(2) May I respectfully inform the President regarding the
request for comment on….
(3) May I respectfully inform the President of the actions

taken by….
(4) May I respectfully inform the President of the AFP’s

position regarding your memo dated….
(5) May I respectfully recommend to the President the

approval of the….
(6) May I respectfully submit to the President the

report….
(7) May I respectfully submit to the President the AFP’s

response to the memoranda of….
(8) May I respectfully submit to the President the AFP’s

compliance to the memoranda of….
(9) May I respectfully invite the President….
b) The Secretary of National Defense is the addressee.
(1) May I respectfully inform the Secretary regarding

the….
(2) May I respectfully inform the Secretary regarding the

request for comment on….
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 71 71
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
(3) May I respectfully inform the Secretary of the actions

taken by….
(4) May I respectfully inform the Secretary of the AFP’s

position regarding the memo dated….
(5) May I respectfully recommend to the Secretary the

approval of the….
(6) May I respectfully submit to the Secretary the

report….
(7) May I respectfully submit to the Secretary the AFP’s

response to the memoranda of….
(8) May I respectfully submit to the Secretary the AFP’s

compliance to the memoranda of….
(9) May I have the privilege to invite the Secretary….
9) On time and dates, reflect the civilian form.
Sample 1 Sample 3
Wrong 10 to 15 August 2014 Wrong 1200H
Correct August 10 to 15, 2014 Correct 12 noon
Sample 2 Sample 4
Wrong 1400H Wrong 1000H
Correct two o’clock in the afternoon Correct 10 o’clock
10) For letter invitations only, there should be no abbreviations for time.
Sample 1
Wrong 9:30 a.m.
Correct nine thirty in the morning
11) For reports and letters to inform, time abbreviation must be used.
Thus, 9:30 a.m. is acceptable.
12) Use the third person in writing letters to higher offices. Thus, be
consistent and do not use your, which is a second person pronoun. For equal and lower
offices, the use of second person is appropriate.
13) Use the active tense in writing. The use of passive tense must be
limited for emphasis and styling.
14) Use correct outline format. Start with “1.”, “a.”, “1)”, “a)”, “(1)”, “(a)”
and so forth. Again, be consistent in the indentations’ for sub-bullets.
72 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 72
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
15) On enumerations:
a) Use colon for enumerations not a semicolon.
b) Use correct outline numbering in enumerating items. Avoid

using bullets in letters.
c) Use semi-colon to separate items that are not in sentence

form. However, use period for items in sentence form. Do not use both in one list of
enumeration.
d) When enumerating adjectives, there should be order. It

should be in the order of number, quality, size, age, color, origin, and type.
e) When enumerating data, start from the biggest item or the

most important data.
16) Acronyms and Abbreviations. No acronym must be used until its

complete form has been presented earlier followed by the acronym enclosed in
parenthesis.
a) There is no need to put an acronym enclosed in parenthesis

after the complete form if the acronym will not be used in the succeeding parts of the
letter.
b) Likewise, do not use the complete form after an acronym is
used. A common error in consistency is the interchanging use of the complete form and
acronym throughout the letter.
17) Data, numbers in particular, must be in table form. If there are

numerous names to present, place them in a table. If too lengthy or there are several
information to be presented, put the data sheet as an annex or attachment. However,
indicate that there is such an attachment after the sentence it was intended to support.
Enclose it in parentheses; however, if it is written in complete sentence, there is no
need for parenthesis.
18) Officer names mentioned in the body must be in bold text. In case
there are many names mentioned in the body, put only in bold text the most senior
officer. This rule does not apply to names placed inside tables.
19) The numbers 1 to 10 must be spelled-out while the number 11 and

above are written in numeric form.
Wrong:
 There are 9 vehicles.

 There are twenty-one vehicles.
 There are twenty-one (21) vehicles.
 Military nurses shift on a 12 hour basis.
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 73 73
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
Correct:
 There are nine (9) vehicles.

 There are 21 vehicles.
 Military nurses shift on a 12-hour basis.
20) Compound numbers have a hyphen or dash. Also, when combined

with two or more words to form a compound adjective in front of a noun, put hyphens
between these words.
Wrong:
 Twenty one
 12 hour shifts
Correct:
 Twenty-one
 12-hour shifts
21) On terminologies, do not use strong or offensive words when

writing to the President, tone should always be in a humble mode e.g. request approval
and recommend approval. Be diplomatic in tone.
22) Be careful on diction or choice of words.
23) Standard Closing Sentence
a) I hope this information merits the appreciation of the

President (or the Secretary).
b) I hope this recommendation merits the consideration and

approval of the President (or the Secretary).
c) I hope this merits the favorable consideration of the

President (or the Secretary).
d) I hope this merits the appreciation of the President (or the

Secretary).
e) If submitting a letter or report: I hope this report merits the

appreciation of the President (or the Secretary).
e. Closing or Complimentary Close
a) General Rule:
74 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 74
3) Paragraphs must be justified, meaning texts are aligned

left to right. Wrong spacing between words and punctuation marks results to
erroneous justification.
e. Closing or Complimentary Close
a) General Rule:
 Respectfully, (formal; official)
 Faithfully yours, (informal; official)
 Very respectfully, (private individuals)
Sentence
b) Coordinated Military Usage Case,
Bookman Old
Style, Size 12,
 Very respectfully yours, Regular letters
2) For the Secretary of National Defense Note the use

of comma
a) General Rule:
 Very truly yours, (formal)

 Sincerely yours, (informal) Sentence
Case,
Bookman Old
b) Coordinated Military Usage Style, Size
12, Regular
letters
 Very truly yours,
Note the use
g. Signature Block (Line) of comma
1) The name of the Chief of Staff is in bold text. Under it is

the rank “General” and “AFP”, which are in regular text.
2) The common mistake is the putting the position “Chief of

Staff” for letters using the letterhead of the Chief of Staff, Office of the Chief of
Staff and the AFP. As a rule, this is not done because it becomes redundant.
As head of the office, the Chief need not put the position under his/her
name. Likewise, a personal letterhead cannot be used by any other person.
3. ON SUBSTANCE
a. Military correspondence must be accurate and concise.
1) Accuracy pertains to the correctness of data and

message. Thus, data and facts must be complete, exact and correct. Spelling
of words, names and titles must be accurate. Accuracy includes being

AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
c. There should be logic in form and content. Always consider the flow of
thought. It must be coherent, consistent and valid. It starts with the need; reasons,
justifications, elaborations and data flow; and it closes with a concluding statement for
the required action of the recipient.
1) The paragraph sequence must have logical order.
a) The first paragraph should contain the core or purpose of the

letter. Placed upfront, the letter recipient clearly understands at the onset, what the
letter is for and the consequent action required.
b) The second and succeeding paragraphs should contain the

supporting information.
(1) The second paragraph normally contains the

backgrounder. However, if a background and overview is not necessary then don’t put
one.
(2) The supporting paragraphs shouldn’t be too detailed.

Complete details can be included through an attachment.
c) Include a concluding paragraph especially if the letter intent

is for approval.
2) The arrangement of sentences in a paragraph must also be in

logical sequence.
a) The thesis sentence is preferably placed at the start of the

paragraph or the first sentence.
b) Ensure that the ideas presented are not repeated in other

paragraphs.
c) Complex sentences should be structured in such a way that
clauses are lumped according to the flow of thoughts.
d) Make sure that the letter is substantive.
(1) Do not state the obvious as addressee is assumed to

be an intellectual person.
(2) Do not assume that the addressee knows the history

of your subject letter.
76 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 76
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
4. ADDITIONAL GUIDELINES
a. Amounts in figures are in bold. Amount in words are capitalized, not bold.
Centavos are written in a ratio form. There is no space between currency and the
amount.
Example:
Above reference pertains to the Supplemental Procurement Plan (SPP) of

the AFP Procurement Service (AFPPS) amounting to a total of THREE HUNDRED
EIGHTY-FIVE THOUSAND SIX HUNDRED THIRTY-TWO PESOS AND 60/100 ONLY
(PhP385,632.60).
b. Amounts should be in PhP, USD, EUR etc, We use abbreviation over the
currency symbol.
Example:
… only 100 line items of medicines amounting to PhP19,013,495.00 were
found to be compliant. (not P19,013,495.00).
…the procurement entails an amount of USD149,864,348.89… (not

$149,864,348.89 or US$149,864,348.89)
c. Tables should be aligned with the margin. If borders are not visible, follow
the rules of outlining. Indent five (5) spaces before the 1st column of data is presented.
Example:
1. Per above references, the TAS BOSO convened on 021400 June

2015 to deliberate candidates for the Commanding Officer, 1301st PAF Dental
Dispensary and Chief Nurse, AFP. The following were nominated for the position of
Commanding Officer, 1301st Dental Dispensary:
Name Present Designation

COL BEN HUR S CUDAL 0-10782 DS (GSC) CO, 1303rd PAF, DD
COL WILFREDO V MARAÑA 0-121379 DS (GSC) Acting CO, 1301st PAF, DD
COL MARCELINO R MORIT 0-122449 DS (GSC) CO, 1364 DD, CESH, 4ID, PA
2. Reference 1a pertains to the request of Governor Roger G.

Mercado, Province of Southern Leyte for the detail of the following enlisted personnel as
his security escorts:
MSg Gabriel B Barola 747586 (Inf) PA

SSg Joemar M Jamera 793630 (Inf) PA
d. The first row in a table is in bold and centered as it represents the legend.
The amount column does not have the word “amount” as it is already implied in
breakdown of travel expenses. Also, the word “in” before the currency abbreviation is
discarded. The digits must follow the alignment of columns for centavos, pesos and
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 77 77
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
thousands. The conversion rate is placed before the “Total” in italicized format and
enclosed in open and close parenthesis.
Example:
Particulars USD PhP

Round Trip Airfare @USD4,275.45 x 3
persons 12,826.18 473,164.05
Daily Subsistence Allowance @USD292.00 x
5 days x 3 persons 4,380.00 201,480.00
Travel Insurance at PhP1,000.00 x 3 persons 3,000.00
Pre-departure expenses at PhP1,500.00 x 3
persons 4,500.00
(1USD=PhP46) TOTAL 798,992.10
78 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 78
AFPAFP
V Vision
Vision 2028:
2028: A World-class
A World-cla Armed
ss Armed Fo Forces,
orces, Source
Sourc of National
e of Nationa Pride
l Pride
CORRECT
T USAGE OF AFP COAT
C OF ARMS AN ND AFP TR
RI-COLOR
R
emo from SJS dtd 27
(Me 2 June 20
014)
1. It has
h been observed that the AFP Coa at of Armss and Tri--Color are e
erroneo ously useed in docuuments, bo ooks, preseentations and otherrs. Likewisse, the tri--
color is used in n different shades and sequences tha t do not conform to currentt
directivves. In cooordination with AFP P Historica
al Center , this doccument is issued to o
establissh consistent and un niformity in
n the corre
ect usage of AFP Co oat of Arm
ms and Tri--
Color.
2. The
e AFP Coa
at of Arms
a. Techniically, there
e is no approved AF
FP Seal; a
and what we
w have iss
the Coat of Arms .
b. Per Paara 3, Circcular Nr 22, GHQ, AFPA dated

d 21 April 1955, the
e
AFP Coat
C Armss has the following elements : three sta ars, sun wwith eight rays, the
e
triangle
e also hisstorically called
c the three pointed starss, sampaguita garland that iss
ectly believved by many to be
incorre e laurel leaves, the scroll often referre
ed to as a
ribbon, letter "K" in Alibata script,
s and "PHILIPPI
" NES" insccription.
c. On the e matter of color, the trianngle is silver in color.

c Thee
backgrround of th he "PHILIPPPINES" inscription and the letter "K" in Alibata script are
e
blue in color. All other elem
ments are in
i gold colo
or.
d. All are
e encourag ged to usee the Coaat of Armss in its corrrect form .
The usse of an arttists' renditiion of the Coat
C of Arm
ms with ma
any colors is discouraaged.
2. The
e Tri-Color
a. Per GH HQ, AFP STL

S dated 20 June 2006 2 regarding AFP Flag Colorr
Arrange ement, the AFP Tri-ccolor repressents the three
t (3) Major
M Services. Roya
al Blue (nott
light blue) repressents the Philippine
P A Force. Navy Blue (not darkk blue) reprresents the
Air e
Philippiine Navy. Prussian green
g (not olive drab)) representts the Philippine Armyy.
b. Pendin ng approva al of the AF

FP Heraldiic Board, a
all are enco
ouraged too
use th
he followin ng CMYK K color values
v (Cy
yan-Magen nta -Yellow
w-Key/blac ck printing
g
standa
ard, ISO 122647) for the tri-color .
AFP CoreValu
FP Core
AF Values: Honor, Service,
ues: Honor, SService, Patri
Patriotism
riotism 79 79
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
C M Y K
Royal blue 100% 91% 7% 1%
Navy blue 100% 98% 21% 33%
Prussian 90% 40% 80% 37%

green
c. Color Arrangement
1) The arrangement of tri-color bands is prescribed in order to

be consistent with the "appearance and representation" of the Major Service logos. The
arrangement also portrays "the colors in relation to the environment viewed in a natural
way ."
2) For square or rectangular shapes like in tabs, ribbons,

flags and banners wherein the bands are placed horizontally over the other, the royal
blue color is at the top, the navy blue is at the center, and the Prussian green is at the
bottom or it is the base. In this line, royal blue is the sky, navy blue is water and
Prussian green is a verdant landscape.
AFP Tri-Color Placed Horizontally
Royal Blue
Navy Blue
Prussian
3) In vertical and linear band representation, Royal Blue is the

right band, Navy Blue is the center and Prussian green is the left band.
AFP Tri-Color Laid Vertically
Royal Blue
Navy Blue
Prussian Green
80 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 80
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
4) In case of the units’ and offices’ seals, the Navy Blue and
Prussian Green color will be laid side by side at the bottom with Navy Blue color on the
right field. This is the case for circular renditions of the tri-color wherein the sequence of
colors is clockwise starting from royal blue at the top.
Circular Rendition of the Tri-Color
Royal Blue
Prussian Green
Navy Blue
Royal Blue Navy Blue
Prussian Green
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 81 81
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
CHAPTER VII
THE DOCTRINE OF COMPLETED STAFF WORK

(Extracted from an order published by the Provost Marshal General on Jan 1942)
1. Completed Staff Work is the study of a problem, and presentation of a solution,

by a Staff Officer, in such form, that all that remains to be done on the part of the Head of the
Staff Division, or the Commander, is to indicate his/her approval or disapproval of the completed
action. The words “completed action” are emphasized because the more difficult the problem
is, the more the tendency is to present the problem to the Chief in a piecemeal fashion. It is
your duty as a Staff Officer to work out the details. You should not consult your Chief in the
determination of those details, no matter how perplexing they may be. You may and should
consult other Staff Officers. The product whether it involves the pronouncement of a new policy
or affects an established one, should, when presented to the Chief for approval or disapproval,
be worked out in finished form.
2. The impulse which often comes to the inexperienced Staff Officer to ask the
Chief what to do, recurs more often when the problem is difficult. It is accompanied by a feeling
of mental frustration. It is so easy to ask the Chief what to do, and it appears so easy for
him/her to answer. Resist the impulse. You will succumb to it only if you do not know your job.
It is your job to advise your Chief what s/he ought to do, not to ask him/her what you ought to
do. S/He needs answers, not questions. Your job is to study, write, restudy and rewrite until
you have evolved a single proposed action. .. the best one of all you have considered. Your
Chief merely approves or disapproves.
3. Do not worry your Chief with long explanations and memoranda. Writing
memoranda to your Chief does not constitute completed staff work, but writing memoranda for
your Chief to send to someone else does. Your views should be placed before him/her in
finished form so that s/he can make them his/her views simply by signing his/her name. In most
instances, completed staff work results in a single document prepared for the signature of the
Chief, without accompanying comment. If the proper result is reached, the Chief will usually
recognize it at once, if s/he wants to comments or have explanation, s/he will ask for it.
4. The theory of completed staff work does not preclude a rough draft but rough
draft must not be a half-baked idea. It must be complete in every aspect except that it lacks the
requisite number of copies and need not be neat. But a rough draft must not be used as an
excuse for shifting to the Chief the burden of formulating the action.
5. The completed staff work theory may result in more work for the Staff Officer, but
it results in more freedom for the Chief. This is as it should be. Further, it accomplishes two (2)
things:
a. The Chief is protected from half-baked ideas, voluminous memoranda,

and immature oral presentations; and
b. The Staff Officer who has a real idea to sell is enabled more readily to
find a market.
6. When you have finished your completed staff work, the final test is this:
If you were the Chief, would you be willing to sign the paper you have prepared,
and stake your professional reputation on its being right? If the answer is in the negative, take it
back and work it over, because it is not yet completed staff work.
82 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 82
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
REFERENCES:
 Book
Hurboda, Isabel L. 1987. Military Correspondence. Quezon City.
Military Correspondence Handbook series of 2009
PN Staff Writing
AFPM 1-03, Subj: Provost Marshal 2015
 DND Memoranda
DND Memo 01-014-07 dtd 18 Jan 07, Subj: Signatories on Official

Communications.
DND Memo 01-001 dtd 2 Jan 07, Subj: Format of Signature Labels on
Communications.
 AFP Policies
AFPR G 101-533, GHQ AFP dtd 10 Dec 87, Subj: Signature.
AFPR G 101-541, GHQ AFP dtd 9 Sep 87, Subj: Message Preparation
Letter Directive 25 dtd 08 September 2015, Subj: Use of gender-fair language in

all official communications, documents, policies, designations, publications and
manuals in the AFP
 OSJS Memoranda
Memo dtd 9 Jun 09, Subj : Urgent Communications.
Memo dtd 19 May 09, Subj : Guidance in Correcting SDF
Memo dtd 16 July 2009, Subj: Observations on Disposition Form
Memo dtd 4 Dec 08, Subj: Using Blue Colored Ink for Signing Documents.
Undated Memo series of 2008, Subj: Guidelines for the Preparation of Power
point Presentations
Memo dtd 04 Jul 07, Subj: Observation on Summary Disposition Form Prepared
by the Staff.
Memo dtd 15 Jun 07, Subj: Command/Authority Line.
Memo dtd 17 Jan 07, Subj: Letterheads for Official Correspondence.
AFP
AFPCore
CoreValues:
Values:Honor,
Honor,Service,
Service,Patriotism
Patriotism 83 83
AFPAFP Vision
Vision 2028:
2028: A World-class
A World-class Armed
Armed Forces,
Forces, Source
Source of National
of National Pride
Pride
Memo dtd 17Jan 07, Subj: Using Different Types of Correspondence.
Memo dtd 27 May 04, Subj: Observation on Disposition Form.
Memo dtd 21 Nov 03, Subj: Observations on Correspondence with CSAFP,

VCSAFP & TDCSAFP as Signatories.
Memo dtd 11 Nov 03, Subj: Observations on Correspondence with CSAFP,

VCSAFP & TDCSAFP as Signatories.
Undated Memo, Subj: Standard Font and Font Size.
Memo fm SJS dtd 10 June 2015, Subj: “Tapal” System in Communications.
Memo fm SJS dtd 16 January 2017, Subj: Additional Correspondence Guidance.
Memo fm SJS dtd 27 June 2014, Subj: Correct Usage of AFP Coat of Arms and
AFP Tri-color.
84 AFP
AFP Core
Core Values:
Values: Honor,
Honor, Service,
Service, Patriotism
Patriotism 84
TABLE OF CIVILIAN FORMS OF ADDRESS

Addressing Philippine Government Officials
ADDRESSEE WRITTEN AND SPOKEN ADRESS

Letter
Formal
Title/Personage Letter and Envelope Address Salutation Introduction and Place Cards Complimentary
Conversation
Close
The President Letter Address: Dear Mr. (or The President or Respectfully Mr. (or
Madam) The President of the Philippines yours Madam
President JUAN A. CRUZ President (when abroad) President/Sir
Office of the President or Madam)
Malacañan Palace, Manila
Envelope Address:
Officially:
President JUAN A. CRUZ
Malacañan Palace, Manila
Socially:
The President
and Mrs. (or Mr.) Maria A. Cruz
(Home Address)
Wife (or Mrs. (or Mr.) Maria A. Cruz Dear Mrs. (or Introduction: Sincerely Mrs. (or Mr.)
Husband) of the Malacañan Palace, Manila Mr.) Cruz: (Surname)

President The First Lady (or Gentleman),
Mrs. (or Mr.) Cruz
Place Card:
Mrs. (or Mr.) Cruz:
The Vice Letter Address: Dear Mr. (or The Vice President or Very truly yours Mr. (or
President Madam) Vice The Vice President of the Madam Vice
Vice President JUAN A. CRUZ President: Philippines President/Sir
85
Coconut Palace, CCP Complex (when abroad) or Madam)
Pasay City
86
Envelope Address:
Officially:
Vice President JUAN A. CRUZ
Coconut Palace, CCP Complex
Pasay City
Socially:
The Vice President
and Mrs. (or Mr.) Maria A. Cruz
(Home Address)
The President of Senate President JUAN A. CRUZ Dear Mr. (or Introduction: Very truly yours Mr. (or
the Senate Office of the Senate President Madam) Madam
Rm. 606 6thFlr., GSIS Bldg., Senate Juan A. Cruz Senate
Financial Center, Roxas Blvd., Pasay City President: The President of the Senate President/Sir
or Madam)
Place Card:
The President of the Senate

(add “of the Philippines”, when
abroad)

Speaker of the Speaker of the House of Dear Mr. (or Introduction: Very truly yours Mr. (or
House of Representatives Madam) Madam
Representatives JUAN A. CRUZ Speaker: Juan A. Cruz Speaker/Sir
House of Representatives Complex, The Speaker of the House of or Madam)
Constitution Hills, 1126 Quezon City Representatives
Place Card:
The Speaker of the House of

Representatives (add “of the
Philippines”, when abroad)

The Chief Chief Justice JUAN A. CRUZ Dear Mr. (or The Chief Justice (add “of the Very truly yours Mr. (or
Justice of the The Supreme Court of the Philippines Madam) Chief Philippines”, when abroad) Madam Chief
Supreme Court Padre Faura St., Ermita, 1000 Manila Justice: Justice/Sir or
Madam)
The Associate Associate Justice JUAN A. CRUZ Dear Mr. (or Introduction: Very truly yours Justice Cruz
Justice of the The Supreme Court (or Court of Appeals) Madam) or Sir (or
Supreme Court of the Philippines Associate Associate Justice Juan A. Cruz Madam)
(applicable to (Office Address) Justice: Or
associate Associate Justice Juan A. Cruz of
justices of the the Supreme Court (add “of the
Lower Collegiate Philippines”, when abroad)
Courts)
Place Card:
Justice (surname)
Judges of the Judge JUAN A. CRUZ Dear Judge Judge Juan Cruz or Very truly yours Justice Cruz
Lower Courts (Court) Cruz: Judge Juan Cruz, (Court) or Sir (or
(Regional, (Court Address) Madam)
Municipal,
Metropolitan
Courts, etc)

Heads of Dear Introduction: Very truly yours Mr. (or
Departments Secretary JUAN A. CRUZ Secretary Madam)
Department or Office of the (Public Cruz: Juan A. Cruz, Secretary or
Office) Secretary of (Department) Sir (or
(Office Address) Madam)
Place Card:
The Secretary of (Department)
87
Undersecretaries Undersecretary JUAN A. CRUZ Dear Introduction: Very truly yours Mr. (or
88
of Heads of Department of Office of the (Public Office) Secretary Madam)
Departments (Office Address) Cruz: Juan A. Cruz, Secretary or
Undersecretary/Assistant Sir (or
Assistant Secretary JUAN A. CRUZ Secretary of (Department) or Madam)
Department of Office of the (Public Office) Undersecretary/Assistant
(Office Address) Secretary Cruz
Place Card:
The Undersecretary/Assistant
Secretary of (Department)
Philippine Ambassador JUAN A. CRUZ Dear Mr. (or Introduction: Very truly yours Mr. (or
Ambassador Philippine Ambassador to (country) Madam) Madam)
(Address at post or Address in the Ambassador: Juan A. Cruz, Philippine Ambassador
Philippines, if away from post) Ambassador to (country) or Sir (or
Madam)
Place Card:
Philippine Ambassador to
(country)
Foreign Ambassador JUAN A. CRUZ Introduction: Very truly yours Mr.

Ambassador The Ambassador of (country) to the Ambassador
Accredited to Philippines Dear Mr. (or The Ambassador of (country) to or Sir (or
the Philippines

the Philippines (Address in the Philippines) Madam) Madam)
Ambassador: (The wife of the
Place Card:
Ambassador may
The Ambassador of (country), be socially given
the title
Juan A. Cruz “Ambassadress”
but this is never
applicable for a
woman
Ambassador who
is always
addressed as
“Madam
Ambassador”

Foreign Minister The Honorable Dear Mr. (or Introduction: Very truly yours Sir (or
in the JUAN A. CRUZ Madam) Madam)
Philippines Minister of (country) Minister Mr. (or Madam) Juan A. Cruz,
(Address in the Philippines) Minister of (country)
Place Card:
The Honorable Juan A. Cruz,

Minister of (country)
Foreign Charge Mr. (or Madam) JUAN A CRUZ Dear Mr. (or Introduction: Very truly yours Sir (or
d’ Affaires in the Charge d’ Affaires of (country) Madam) Madam)
Philippines (Address in the Philippines) Charge d’ Mr. (or Madam) JUAN A CRUZ,
Affaires Charge d’ Affaires of (country)
Place Card:
Mr. (or Madam) JUAN A CRUZ,

Charge d’ Affaires of (country)
Senator The Honorable Dear Senator Introduction: Very truly yours Senator Cruz
Senator JUAN A. CRUZ Cruz: or Sir (or
Philippine Senate GSIS Bldg., Financial Senator Juan A. Cruz Madam)
Center, Roxas Blvd., Pasay City
Place Card:

Senator Cruz
Member of the The Honorable Dear Introduction: Very truly yours Congressman
House of Congressman JUAN A. CRUZ Congressman Cruz or Sir (or
Representative House of Representatives Complex, Cruz: The Honorable Juan A. Cruz, Madam)
(Congressman) Constitution Hills, 1126 Quezon City Representative from (province)
Place Card:
89
Congressman Cruz

Chairman of a Dear Mr. (or Introduction: Very truly yours Mr. (or
90
The Honorable
Commission Chairman JUAN A. CRUZ Madam) Madam)
Commission of (Office) Chairman: The Honorable Juan A. Cruz, Chairman or
(Office Address) Chairman of (commission) Sir (or
Madam)
Place Card:
Chairman Cruz
Provincial The Honorable Dear Introduction: Very truly yours Governor

Governor Governor JUAN A. CRUZ Governor Cruz or Sir (or
Office of the Governor of (province) Cruz: The Honorable Juan A. Cruz, Madam)
(Office Address) Governor of (Province)
Place Card:
Governor Cruz
Town Mayor The Honorable Dear Mayor Introduction: Very truly yours Mayor Cruz or
Mayor JUAN A. CRUZ Cruz Sir (or
Office of the Mayor of (town/city) The Honorable Juan A. Cruz, Madam)
(Office Address) Mayor of (Province)
Place Card:

Mayor Cruz

AFP
AFPVision 2028:
Vision AA
2028: World-class
World-classArmed
ArmedForces,
Forces,Source
SourceofofNational
NationalPride
Pride
This Military Correspondence Book is a Bautista, Maria Shirley N

project of the Office of The Adjutant General, AFP: Bernal, Lilibeth S
Calaoagan, Armie P
BGEN RONALD N ALBANO AFP Campaño, Bernardita S
BGEN REUEL N SORILLA AFP Casco, Anabella M
COL EDWIN E RUSTRIA PAF (GSC) Caspillo, Ever D
COL MAXIMA O IGNACIO PAF (GSC) Caspillo, Krisnel D
COL FERDINAND L TORRES PAF (GSC) Crausus, Roseminda E
LTC RORY S PASCUA PAF Cumlat, Aileen P
LTC MATRANILLO A ROMASANTA PA Cruz, Manny D
LTC RONALD N MILAN PA Esparas, Erlinda M
MAJ NOREEN B CALAOAGAN PA Esparas, Maricor M
CPT GLENDA M BAUTISTA PA Facinabao, Joy Samantha F
CPT JOALYN T DINGLASAN PAF Francisco, Diana G
CMS Edison R Cagayat PA Gaoiran, Edgar U
MSg Ma Ruth R Custodio PAF Gonzales, Portia Z
MSg Niza O Paulo PAF Gumasing, Gemma D
MSg Raymundo B Boloabio PA Herrera, Maricris B
TSg Johnny Q Evangelista PA Lavador, Elma S
TSg Arnold A Fontanilla PN (M) Laxamana, Tomas Ryan L
TSg Isagani F Iloreta PA Libot, Arlon T
TSg Marcelo Z Geringuillo PA Llamoso, Ronald Q
TSg Harold C Tabud PAF Lumbang, Franz Joy M
TSg Babylyn M Carandang PAF Maddawin, Merish Paul C
TSg Merwyn D Rivera PAF Mendoza, Carisa D
TSg Ariston A Dalmaceda PA Miranda, Merlita S
TSg Arnel P Pitero PAF Navidad, Maria Jo-an M
TSg Michael C Ayalde PAF Novero, Maricar R
SSg Ramon C Torrico PAF Nudalo, Eleonor G
SSg Laarni R Martinez PAF Olpindo, Odessa Ria A
SSg Aileen M Hernandez PAF Orejola, May Jane E
SSg Joseph S Libot PA Oria, Melanie C
SSg Virgilio P Martinez PA Pacursa, Florecita A
SSg Yvez M Agraviador PA Pama, Thelma R
YN2 Jomar D Jordan PN Paulo, Angely O
YN2 Melanie P Arquillo PN Pulongbarit, Analyn P
YN3 Filbert N Paz PN Racelis, Sharon A
Sgt George C Daclan PA Rayo, Carmelita M
Sgt Ma Recie A Senosa PAF Repizo, Jovie L
DP3 Jack C Relativo PN Reyllo, Anastacia L
DP3 Ryan Jay A Tingco PN Robles, Arlene R
AW1C Shirley D Sergio PAF Roco, Marissa D
CPL Regie C Sipin PA Roman, Marikit M
A1C Jay E Anunciado PAF Romero, Myrna V
AW1C Alba Joy B Guiritan PAF Rufo, Joypee C
DIVINA GRACIA O MORAGA Santos, Vilma R
Agcaoili, Bernie R Sevilla, Lilian R
Alarcon, Ralph Justin V Sidlacan, Mariwin T
Almoneda, Carol A Sula, Jomily P
Andal, Jeric A Tablatin, Jessie C
Avellanoza, Ramil C Tabug, Michelle A
Balangue, Mary Joy F Tullao, Minalie M
Baltazar, Benedicta P Turingan, Roan B
Baltazar, Charina D Vargas, Rowena G
Baring, Shirley E Velo, Elvira M
Bartilet, Mirene V Ventura, Shiella Rollete
Bartolome, Jeffrfey M Vidal, Rowena P
Bartolome, Randee M Villanueva, Baselia J
Batacandolo, Mary B
Bautista, Carlito P



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Miltary Correspondence 2017

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AFP Vision 2028: A World-class Armed Forces, Source of National Pride

ARMED FORCES OF THE PHILIPPINES

AFP Core Values: Honor, Service, Patriotism i

The publication of the Military Correspondence Book is a great endeavor to

The book is an invaluable aid to all military personnel in performing day-to-

I therefore encourage our Unit Commanders, Chiefs of Offices, Staff Officers,

The Military Correspondence Book 2017 edition is published to incorporate new

This book addresses the peculiarities of military correspondence. It contains a

This book will be periodically reviewed to keep up with progressively changing

Recognition is due to the Project Management Team (PMT) composed of

COL EDWIN E RUSTRIA PAF (GSC), Asst, The Adjutant General

MSg Raymundo B Boloabio PA, NCOIC, AFPRD

GENERAL EDUARDO M AÑO AFP, Chief of Staff, AFP

To God be the Glory…

To the men and women of the

Foreword (CSAFP’s Message) i

CHAPTER I INTRODUCTION TO MILITARY CORRESPONDENCE

CHAPTER II FORMAL CORRESPONDENCE

Definition ----------- --------------- 3

2. NON- MILITARY LETTER (CIVILIAN LETTER)

Definition ----------- --------------- 14

Definition ----------- --------------- 17

Definition ----------- --------------- 21

CHAPTER III INFORMAL CORRESPONDENCE

6. DOT POINT BRIEF

CHAPTER IV COMMUNICATIONS FOR SIGNATURE OF THE

CHAPTER V WRITING CONVENTIONS

CHAPTER VI COMMAND GUIDELINES

Letterheads for Official Correspondence - - - - - - - - 66

Command Authority Line - - - - - - - - - - - - - - - - - 67

CHAPTER VII COMPLETED STAFF WORK - - - - - - - - - - - - - - - 82

CHAPTER VIII ANNEXES

INTRODUCTION TO MILITARY CORRESPONDENCE

The most important aspect in correspondence is to convey the message to the

1. Correspondence - is a written communication which conveys information

2. Military Correspondence - a military communication that concerns

1. Accuracy - Information cited in a letter must be factual. The sincerity of

4. Dignity - Written communications must command respect and should

NOTE: Do not sacrifice ACCURACY for BREVITY.

1. Personal contact or through telecommunications, electronic mail, SMS,

2. Official written communication is more preferable than electronic means

3. Direct Communication with Headquarters of Major Services, Major

4. Routing Through Channels - It is the routing of communication through

5. Prompt Reply - A communication should be answered promptly. In the

a. Military Letter (Subject-To-Letter)

1) After Conference Report

a. Personnel Action Form (AGO Form Nr 110)

1. MILITARY LETTER (SUBJECT-TO-LETTER)

The accepted format in corresponding with other commands both on and

d. SIZE OF THE PAPER

e. FONT & FONT SIZE

Top – 0.75 inch from the top edge of the paper.

1) Heading and address – upper third of the sheet of paper

h. THREE MAIN ELEMENTS OF A LETTER

1) HEADING – All of the materials/information above the first line of

a) Letterhead/Office of Origin - Normally consists of three (3)

b) File Reference - Placed on the left margin, two (2) spaces

d) Subject - It should be written in a few words, and as much as

e) Channels - THRU and TO begin on the fourth line below the

f) Address of the recipient - Placed at left margin on the fourth

g) Attention address - To speed routing, correspondence may

TO: Commanding General, PA

TO: Commanding General, PA