Classroom Rules: 11 Regional Community Defense Group, Rescom, Pa

11TH REGIONAL COMMUNITY DEFENSE GROUP, RESCOM, PA
CLASSROOM
RULES
06/19/24
11 TH
REGIONAL COMMUNITY DEFENSE GROUP NAME OF COURSE TRAINING: IDT 1
SUBJECT/TOPIC: Military Correspondence
TIM
E
06/19/24
11 TH
ROAD MAP
 Define Military and Civilian Letter
 Discuss the Usage and Standards
 Discuss the main elements of Military and Civilian Letter
 Discuss the common errors
 Apply guidelines in preparing Military and Non-military Letter
06/19/24
11 TH
LEARNING
OUTCOME
After the class, the learners should be able to
learned and adept in doing military letter and
non-military letter.
06/19/24
11 TH
SAFETY PLAN
EARTHQUAKE COVID-19
06/19/24
11 TH
REFERENCES
 Military Correspondence Book 2017 Edition.
 AFP Letter Directive Number 44 dated 13 August

2020 with subject: Communication Guidelines.
 AFP Letter Directive Number 30 dated 04 August

2021 with subject: Additional Guidelines in Military
Correspondence.
06/19/24
11 TH
OBJECTIVES
TERMINAL LEARNING OBJECTIVE (TLO):
 To prepare a Military and Civilian Letter using prescribed formats and

guidelines
ENABLING LEARNING OBJECTIVES (ELO):
ELO 1: Define Military and Civilian Letter
ELO 2: Discuss the Usage and Standard Format
ELO 3: Discuss the three main elements of STL and Civilian Letter
ELO 4: Discuss the additional guidelines
ELO 5: Discuss the common error
06/19/24
11 TH
IDT CLASS 81 - 2023

MILITARY CORRESPONDENCE
06/19/24
11 TH
DEFINITION OF TERMS
Correspondence
-is a written communication which conveys information and
ideas to the reader or addressee
Military Correspondence
-a military communication that concerns almost every subject
composed mostly of letters, endorsements and messages
06/19/24
11 TH
CHARACTERSITICS
ACCURACY - The figures must be factual.
BREVITY - It must be brief.
CLARITY - It denotes easy understanding— the words are

simple and common to the reader.
DIGNITY - It commands respect and should reflect authority.
06/19/24
11 TH
CHECK ON LEARNING
What are the four (4)

characteristics of a
military correspondence?
ACCURACY
BREVITY
CLARITY
DIGNITY
06/19/24
11 TH
TYPES OF CORRESPONDENCE
FORMAL CORRESPONDENCE
 Military Letter (Subject-To-Letter)

 Non-Military Letter (Civilian Letter)
 Endorsement Letter
 Memorandum
 Written Reports
06/19/24
11 TH
INFORMAL CORRESPONDENCE
 DF/SDF
 Routing Slip
 AFP Message
 Minutes of Conference
 Board Resolutions
 Dot Point Brief
 Power Point Presentation
06/19/24
11 TH
MISCELLANEOUS FORMS
Personnel Action Form (AGO Form Nr 110)
Morning Report Form (AGO Form Nr 1)
Personnel History Statement (PHS)
Personal Data Sheet
Statement of Assets, Liabilities and Net worth (SALN)
Military Summary of Information (SOI)
Clearance Form
06/19/24
11 TH
MILITARY LETTER
OR
SUBJECT-TO-LETTER (STL)
06/19/24
11 TH
MILITARY LETTER (SUBJECT-TO-LETTER)

DEFINITION AND USAGE
The accepted format in corresponding with other commands both on

and off the post, addressed to the Commander of HHQs or to the
subordinate units.
It is used for the correspondence of Major Services as well as the
AFPWSSUs/UCs.
As much as practicable, the body should be short enough to fit two (2)
pages of the paper.
06/19/24
11 TH
STYLE:
It is dignified, direct and accurate; the tone is formal and courteous;
nicknames are avoided
SIZE OF THE PAPER:
A4 (8.27” x 11.69”)
FONT STYLE AND FONT SIZE:
Arial, 12
06/19/24
11 TH
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 .75
Bottom- 1.25 inch
1.25
06/19/24
11 TH
THREE MAIN ELEMENTS OF SUBJECT-TO-LETTER
1. HEADING
2. BODY
3. COMPLIMENTARY ENDING
06/19/24
11 TH

1. HEADING
- All of the materials/information above the first line of the body
comprise the heading.
a. Letterhead/Office of Origin
- Normally consists of three (3) lines: GENERAL HEADQUARTERS,

ARMED FORCES OF THE PHILIPPINES (UPPERCASE), the name of the
initiating Command, Office, installation or unit (UPPERCASE/ BOLD); and
the address of the initiating organization (Title Case).
06/19/24
11 TH

EXAMPLES:
GENERAL HEADQUARTERS
ARMED FORCES OF THE PHILIPPINES
Camp General Emilio Aguinaldo, Quezon City
HEADQUARTERS
PHILIPPINE ARMY
OFFICE OF THE ARMY ADJUTANT
Fort Andres Bonifacio, Metro Manila
06/19/24
11 TH

EXAMPLES:
HEADQUARTERS
40th INFANTRY (MAGITING) BATTALION
6th INFANTRY (KAMPILAN) DIVISION, PHILIPPINE ARMY
Barangay Tual, President Quirino, Sultan Kudarat
HEADQUARTERS
6th INFANTRY (KAMPILAN) DIVISION, PHILIPPINE ARMY
OFFICE OF THE ASSISTANT CHIEF OF STAFF FOR PERSONNEL, G1
Camp Siongco, Datu Odin Sinsuat, Maguindanao
06/19/24
11 TH

1. HEADING
b. File reference – Placed on the left margin, one space (two enter) below
the letterhead in line with the date. It consists of the originating office.
Example: -OTAG/AFPRD
-B8IBA
-1101BDEA
c. Date - In order of day, month and year. Abbreviation is not authorized.
Example: 01 December 2020
06/19/24
11 TH

1. HEADING
d. Subject
-Not to exceed 10 words
-Written in bold text and typed one space space (enter 2x) below the file reference; one
(1) tab from the word SUBJECT:
-The first letter of every word is in uppercase (Title Case).
Example:
SUBJECT: Use of Disposition Form
e. Channels
-THRU begins on the fourth line below the preceding item
-It is used when the correspondence is routed through an intermediate command, unit or
office.
06/19/24
11 TH

1. HEADING
f. Address of the recipient- Placed on the 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- Used to speed up 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.
06/19/24
11 TH

EXAMPLES:
TO: Commanding General, PA
Fort Andres Bonifacio
Metro Manila
Attn: Assistant Chief of Staff for Personnel, G1
TO: Commander, WESTMINCOM

Camp Navarro, Upper Calarian
Zamboanga City
Attn: CPT JOAN C PACIA (AGS) PA
06/19/24
11 TH

2. BODY
- The message itself.
- Written in single-spacing, except when less than
nine (9) lines where double spacing is used
06/19/24
11 TH

2. BODY
- The paragraph sequence must have a logical order.
 First paragraph should contain the core or purpose of
the letter.
 Second paragraph should contain the supporting
information (no too detailed).
 Include a concluding paragraph especially if the letter
intent is for approval.
06/19/24
11 TH

2. BODY
a. Reference- 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.
Example:
a. Radio Message from CSAFP dated 02 January 2018 with
subject: AFP Publication for Revision;
b. Circular Number 2 dated 02 October 2017; and
c. Circular Number 1 dated 27 July 2015.
06/19/24
11 TH

2. BODY
b. Date/Time- For prepared communications to be sent within
the country, NO need to indicate the letter “H” in writing a specified
time.
Examples:
100900 January 2021 (within the Philippines)
100900H January 2021 (outside the Philippines)
Note: If addressed to civilian entities/ personalities, the format
should be: MM/DD/YYYY, e.g., June 10, 2021
06/19/24
11 TH
2. BODY
c. Paragraph – When there are two or more paragraphs, they will be numbered
consecutively and its sub-paragraphs will be lettered.
Subparagraphs with subdivisions are illustrated in this manner:
1.……………
2.……………
a. ……………
b. ……………
1) ………….
2) ………….
a) ……………
b) ……………
06/19/24
NAME OF COURSE TRAINING: IDT 31
11 TH
REGIONAL COMMUNITY DEFENSE GROUP SUBJECT/TOPIC: Military Correspondence
2. BODY
d. Abbreviations (Mil Corr Book 2017 edition)
-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 (INF) PA); if family
name only, the rank is spelled out (COLONEL GARCIA).
06/19/24
11 TH
- It refers to the information located below the last paragraph

of the body.
a.COMMAND LINE/ 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.
(enter 2x) Abbreviations are not used.
06/19/24
11 TH
Types of Authority/Command Line
1. General Officer who has a command function and addressed to a
member of his command:
BY COMMAND OF GENERAL FAUSTINO:
BY COMMAND OF MAJOR GENERAL PONIO:
2. Not addressed to a member of his command:
FOR THE COMMANDING GENERAL:
FOR THE COMMANDER:
06/19/24
11 TH
3. General Officer issuing Memorandum addressed to their

personnel:
BY DIRECTION OF THE DEPUTY CHIEF OF STAFF:
BY DIRECTION OF THE ADJUTANT GENERAL:
06/19/24
11 TH
4. Officer below the grade of Brigadier General addressed to a
member of his command:
BY ORDER OF COLONEL RAMOS:
BY ORDER OF LIEUTENANT COLONEL SANCHEZ:
5. Not addressed to a member of his command:

FOR THE COMMANDING OFFICER:
06/19/24
11 TH
NOTE: For communications approved by the Chief of Staff, AFP and addressed
to their Command (AFP), the command line will be:
BY COMMAND OF GENERAL FAUSTINO:
If addressed outside the AFP, the command line will be:
FOR THE CHIEF OF STAFF, AFP:
NOTE: A Staff Officer may sign under the command line, BY ORDER OF
COLONEL PACURSA: or BY COMMAND OF BRIGADIER GENERAL PEÑA:
only when authorized by their Commander.
06/19/24
11 TH
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 rank, branch of service and title/ designation.
(d) Double signature is avoided; instead, designated individual
may affix his/her signature and add the word FOR or F in front of the typed
name.
06/19/24
11 TH
b. Signature
(2) Placement
-The typewritten portion of the signature is in block style and placed at
the 5th line below the command line or the body. (enter 4x)
-The front/ first letter begins one (1) space from the center to the
right.
06/19/24
11 TH
b. Signature
(3) Form
- Block style and open punctuations are used
- Abbreviation of grade, arm of service, and the title may be
used, except those with the rank of Colonel and above (NO
COMMA). If the rank is abbreviated, the letters are capitalized.
Example: MAJ or Major
06/19/24
11 TH
Example of Signature Block
1. GSC eligible and designated to a Command Position
RORY M VELO RORY M VELO
Colonel INF (GSC) PA Colonel PAF (GSC)
Commanding Officer Commanding Officer
2.GSC eligible and designated to a Staff Position

RORY M VELO
Colonel GSC (INF) PA
AC of S for Operations, G3
06/19/24
11 TH

3. GSC and MNSA eligible
JUAN A DELA CRUZ
Colonel MNSA (INF) PA
AC of S for CMO, G7
4. Non- GSC eligible
NOREEN B CALAOAGAN
Major (AGS) PA
Admin Officer, OG7, 2ID
06/19/24
11 TH

5. Civilian Human Resources
Charlotte A. Garcia
Admin Officer V
Civilian Supervisor
06/19/24
11 TH
Arial Size 10,
Top Margin
Italicized, Bold,
0.75 inch Header Margin
Military Letter (STL) 0.3 inch
Size of the Paper A4 Left
(8.27”x11.69”)
Right
Margin
Margin
1.25 inch
0.75
inch
Font & Font Size

Arial, 12
Line Spacing
Single-Spaced
Bottom Arial Size 10,
Margin Italicized, Bold,
1.25 inch Footer Margin
0.3 inch
06/19/24
11 TH
Military Letter (STL)

THREE MAIN ELEMENTS
HEADING BODY
• Reference/s
• Date/Time
130900 March 2019 (within the Phils)

130900H March 2019 (outside the Phils)
06/19/24
11 TH

THREE MAIN ELEMENTS
HEADING BODY COMPLIMENTARY
ENDING
• Command /Authority Line
General Officer with command function and addressed to a member of their
command:
BY COMMAND OF MAJOR GENERAL FARNACIO:
06/19/24
11 TH
THREE MAIN ELEMENTS
ENDING
General Officer with command function and addressed to a member of their
command:
BY COMMAND OF MAJOR GENERAL FARNACIO:
If not addressed to a member of their command:
FOR THE COMMANDER:

06/19/24
11 TH
THREE MAIN ELEMENTS
ENDING
• Signature
GSC eligible and GSC eligible and
designated to a Staff designated to a
position Command position
ROMMEL B JUNTILLA MAY G DE GUZMAN

LTC GSC (SC) PA LTC SC (GSC) PA
AC of S for C4S, G6 Commanding Officer
06/19/24
11 TH
NON-MILITARY LETTER
OR
CIVILIAN LETTER
06/19/24
11 TH
ELEMENTS OF CIVILIAN LETTER
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.
USAGE
- When communicating outside the AFP
06/19/24
11 TH
STYLE
- Dignified, direct and accurate

- The tone is formal and courteous. Nicknames are avoided.
- It is written in semi-block style.
SIZE OF THE PAPER
- A4 (8.27”x11.69”)
06/19/24
11 TH
FONT STYLE AND FONT SIZE

- Bookman Old Style, 12 for the letters to SND and
President of the Philippines
- Arial, 12 for all other civilian letters
MARGINS
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
06/19/24
11 TH
PLACEMENT
Heading and address – upper third of the paper

Body of the Letter – lower two-thirds of the paper
Complimentary Ending – it follows the body of the letter
06/19/24
11 TH
HEADING
All of the materials/information above the first line of the body.
 Letterhead/Office of Origin - Normally consists of three lines.

 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.
 Inside Address - The addressee’s name fully written.
 Attention Line- To speed up the letter; one (1) tab indent just below the
inside address and one (1) space [or two (2) enters] above the salutation.
 Salutation - It greets the reader, and the greeting may be formal or
informal or cordial or personal.
06/19/24
11 TH

DATE
June 10, 2021
July 12, 2021
INSIDE ADDRESS
MS. AILEEN P. CUMLAT
Operations Manager
Department of Trade and Industry Araneta
Center, Cubao
SALUTATION
Dear Ms. Cumlat,
Dear Hon. Climaco:
06/19/24
11 TH
BODY
- It is the message itself.
- The substance of the letter
COMPLEMENTARY CLOSE
- Followed by a comma
- One (1) space below the last line of the message/ body
SIGNATURE
Contains the first name, middle initial and family name of
the sender, including the rank and branch of service and
designation.
06/19/24
11 TH
COMPLEMENTARY CLOSE
- Respectfully yours,
- Very truly yours,
- Regards,
SIGNATURE
REUEL N SORILLA
Brigadier General PA
The Adjutant General
06/19/24
11 TH
NON- MILITARY LETTER

(CIV LETTER)
06/19/24
11 TH
06/19/24
11 TH
OTHER GUIDELINES
1. Data, numbers in particular, must be in table form. If there are numerous
names to present, place them on a table. If too lengthy, put the data sheet as an
annex or attachment/ enclosure.
2. The numbers 1 to 10 must be spelled-out along with their corresponding

numerals, enclosed in parentheses. Numbers 11 and above are to be written in
numeric form.
Example: The unit was able to procure ten (10) air conditioning units for the EP
condominium.
06/19/24
11 TH
OTHER GUIDELINES
WRONG RIGHT
There are 9 vehicles. There are nine (9) vehicles
There are twenty-one (21) There are 21 vehicles.
vehicles.
06/19/24
11 TH
OTHER GUIDELINES
For compound numbers and also when combined with two or

more words to form a compound adjective in front of a noun,
put hyphens between these words.
WRONG CORRECT
Twenty one Twenty-one

Ninety nine Ninety-nine
12 hour shift 12-hour shift
2 storey building 2-storey building
06/19/24
11 TH
SUMMARY
 Define Military and Civilian Letter
 Discuss the Usage and Standards
 Discuss the main elements of Military and Civilian Letter
 Discuss the additional guidelines
 Apply guidelines in preparing Military and Non-military Letter
06/19/24
11 TH
END OF PRESENTATION
THANK YOU AND GOD BLESS US ALL
06/19/24
11 TH

Classroom Rules: 11 Regional Community Defense Group, Rescom, Pa

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Classroom Rules: 11 Regional Community Defense Group, Rescom, Pa

Uploaded by

Copyright:

Available Formats

11TH REGIONAL COMMUNITY DEFENSE GROUP, RESCOM, PA

 AFP Letter Directive Number 44 dated 13 August

 AFP Letter Directive Number 30 dated 04 August

 To prepare a Military and Civilian Letter using prescribed formats and

IDT CLASS 81 - 2023

BREVITY - It must be brief.

CLARITY - It denotes easy understanding— the words are

DIGNITY - It commands respect and should reflect authority.

What are the four (4)

 Military Letter (Subject-To-Letter)

MILITARY LETTER (SUBJECT-TO-LETTER)

The accepted format in corresponding with other commands both on

MILITARY LETTER (SUBJECT-TO-LETTER)

FONT STYLE AND FONT SIZE:

MILITARY LETTER (SUBJECT-TO-LETTER)

THREE MAIN ELEMENTS OF SUBJECT-TO-LETTER

THREE MAIN ELEMENTS OF SUBJECT-TO-LETTER

- Normally consists of three (3) lines: GENERAL HEADQUARTERS,

THREE MAIN ELEMENTS OF SUBJECT-TO-LETTER

THREE MAIN ELEMENTS OF SUBJECT-TO-LETTER

THREE MAIN ELEMENTS OF SUBJECT-TO-LETTER

THREE MAIN ELEMENTS OF SUBJECT-TO-LETTER

THREE MAIN ELEMENTS OF SUBJECT-TO-LETTER

g. Attention address- Used to speed up routing. Correspondence may

THREE MAIN ELEMENTS OF SUBJECT-TO-LETTER

TO: Commander, WESTMINCOM

THREE MAIN ELEMENTS OF SUBJECT-TO-LETTER

THREE MAIN ELEMENTS OF SUBJECT-TO-LETTER

THREE MAIN ELEMENTS OF SUBJECT-TO-LETTER

THREE MAIN ELEMENTS OF SUBJECT-TO-LETTER

- It refers to the information located below the last paragraph

- It is typed in capital and bold letters which begins at the second

3. General Officer issuing Memorandum addressed to their

5. Not addressed to a member of his command:

2.GSC eligible and designated to a Staff Position

THREE MAIN ELEMENTS OF SUBJECT-TO-LETTER

THREE MAIN ELEMENTS OF SUBJECT-TO-LETTER

5. Civilian Human Resources

Military Letter (STL) 0.3 inch

Size of the Paper A4 Left

Font & Font Size

Military Letter (STL)

130900 March 2019 (within the Phils)

Military Letter (STL)

BY COMMAND OF MAJOR GENERAL FARNACIO:

BY COMMAND OF MAJOR GENERAL FARNACIO:

If not addressed to a member of their command:

FOR THE COMMANDER:

ROMMEL B JUNTILLA MAY G DE GUZMAN

- When communicating outside the AFP

ELEMENTS OF CIVILIAN LETTER

- Dignified, direct and accurate

SIZE OF THE PAPER

FONT STYLE AND FONT SIZE

ELEMENTS OF CIVILIAN LETTER

Heading and address – upper third of the paper

 Letterhead/Office of Origin - Normally consists of three lines.

ELEMENTS OF CIVILIAN LETTER

ELEMENTS OF CIVILIAN LETTER

NON- MILITARY LETTER

2. The numbers 1 to 10 must be spelled-out along with their corresponding

For compound numbers and also when combined with two or

Twenty one Twenty-one