Military correspondence

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Military correspondence

  1. 2. Introduction <ul><ul><li>Correspondence is defined as a written form of communication which has two purposes, to convey information and to foster goodwill to its intended reader. In this form of communication, the writer primarily intends to transmit information and in the process, he also tries to build harmonious relationship with his leader. The second purpose of correspondence is often obscured in military correspondence because of the “command tone” that it always carried. Nevertheless, the creation of a sense of goodwill is still necessary to ensure that the reader will promptly and favorably react to the correspondence. </li></ul></ul>
  2. 3. A. CHARACTERISTICS OF EFFECTIVE CORRESPONDENCE <ul><ul><li>For a military correspondence to be effective, it has to possess the following characteristics: </li></ul></ul><ul><ul><li>Chosen and easily understood. </li></ul></ul><ul><ul><li>1.Simplicity. The correspondence must be organized in simple form and style. The words used must be plain, properly. </li></ul></ul><ul><ul><li>2.Clarity. Ideas must be presented clearly and must not be subject to misinterpretation. </li></ul></ul><ul><ul><li>3.Conciseness. This characteristic denotes the writing of short and brief correspondence. </li></ul></ul><ul><ul><li>4.Coherence. This means that all ideas in the correspondence must be presented in an orderly sequence. There must be a logical arrangement of essential information to facilitate understanding by the reader. </li></ul></ul>
  3. 4. <ul><li>5.Emphasis. The correspondence must carry with it a certain force or intensity to give its special impression or importance. This is usually achieved by the use of well selected,exact and concrete words to impress the ideas or information on the mind of the reader. </li></ul><ul><li>6.Completeness. The correspondence must contain all the necessary details of the ideas and “possible avenues”, so to speak. </li></ul>
  4. 5. FORMS OF MILITARY CORRESPONDENCE <ul><li>In the military service, time is always important hence, correspondence must be written in uniform format to insure efficient and prompt processing. Certain styles and organization have to be followed to preclude confusion and misunderstanding between the writer and his intended reader. Following are the most common forms of military correspondence. </li></ul>
  5. 6. 1. MILITARY LETTER <ul><li>Military letter is a format means of communication used by all units of the AFP and foreign military establishments. ( Prepared in 8x10 ½ paper) </li></ul><ul><li>NOTE: Correspondence addressed to Army entitles including the Air Force and GHQ, AFP will be prepared in military form. </li></ul>
  6. 7. CONSTRUCTION <ul><li>Style </li></ul><ul><li>a. Should be dignified are direct </li></ul><ul><li>b. It should be phrased in a courteous way. In wording the letter, the felling of the persons to whom the letter is addressed will be considered at all times. </li></ul><ul><li>Format – it has the same three elements as that of the civilian letter. </li></ul><ul><li>a. Heading </li></ul><ul><li>b. Body </li></ul><ul><li>c. Authentication (Closing) </li></ul>
  7. 8. ELEMENTS <ul><li>Heading – consists of the following: </li></ul><ul><li>a. Letterhead – Printed letterhead stationary is normally used on the first page. If letterhead stationary is not available, a typed letterhead maybe substituted. </li></ul><ul><li>b. Initial or Originators Code </li></ul><ul><li>c. Office Symbol </li></ul><ul><li>d. Subject Line </li></ul><ul><li>e. Thru (Channel line) </li></ul><ul><li>f. To ( addressed line) </li></ul>
  8. 9. <ul><li>Body – consist of paragraph and sub-paragraphs </li></ul><ul><li>Authentication – consists of: </li></ul><ul><ul><li>a. Command or Authority line </li></ul></ul><ul><ul><li>Ex. BY ORDER OF CAPTAIN CRUZ: </li></ul></ul><ul><ul><li> BY ORDER OF LCDR FAJARDO </li></ul></ul><ul><ul><li>b. Signature line </li></ul></ul><ul><ul><li>c. Enclosures – aligned to signatory line </li></ul></ul>
  9. 10. Placement of Margin <ul><li>Top, first page (without printed letterhead) typed letterhead ¾ inch (5 spaces) from the top of the paper. </li></ul><ul><li>Top, second and succeeding paper, 1 ¼ inches (7 spaces downward) </li></ul><ul><li>Left margin- 1.25 inches (15 spaces) </li></ul><ul><li>Right margin- ¾ inch (9 spaces) </li></ul><ul><li>B0ttom margin – 1 ¼ inches (spaces) </li></ul>
  10. 11. Spacing (between lines) <ul><li>Letterhead- centered ¾ inch from the top of the edge. </li></ul><ul><li>Initials O in line with the second line of letterhead approximately two inches from the right margin. </li></ul><ul><li>Office Symbol- left side in line with date in line, 2 spaces from last line of the letterhead. </li></ul><ul><li>Dateline- right side, 2 spaces from last line of the letterhead (in line Office Symbol) </li></ul><ul><li>Subject Line- 2 spaces from Office Symbol </li></ul><ul><li>Thru Line- 4 spaces from Subject Line </li></ul><ul><li>To Line- 4 spaces from Thru Line </li></ul>
  11. 12. <ul><li>h. First line of the body of the letter- 5 spaces form To line and intended 5 spaces from the left margin. </li></ul><ul><li>i. Between paragraph and subparagraph- 2 spaces </li></ul><ul><li>j. Between lines- single space </li></ul><ul><li>k. Command of Authority line- 2 spaces from the last line of the body of the letter </li></ul><ul><li>l. Signature line- 5 spaces from the command or authority line </li></ul><ul><li>m. Enclosure- opposite signature line at left margin </li></ul><ul><li>NOTE: A letter less than nine lines maybe double spaced. </li></ul>
  12. 13. Sample of a Military Letter Form <ul><li>GENERAL HEADQUARTERS </li></ul><ul><li>ARMED FORCES OF THE PHILIPPINES MVA:aqr:554 </li></ul><ul><li>Camp General Emilio Aguinaldo, Quezon City </li></ul><ul><li>12 February 1991 </li></ul><ul><li>AGM </li></ul><ul><li>SUBJECT: Military Letter </li></ul><ul><li>THRU: Flag Officer in Command, PN </li></ul><ul><li>TO: Commander, NETC </li></ul><ul><li>ATTN: AC of TS, T1 </li></ul><ul><li>NSSC, San Antonio, Zambales </li></ul>
  13. 14. <ul><li>In making Military Letter, the initials of the officer dictating the letter (in capitals letters), initial of the action clerk (in small letters), typist or clerk’s initial in small letter, followed by the phone number of the office ; or origin shall appear at the right side of the paper. Office symbol is typed in the upper left corner as shown on this sample. </li></ul><ul><li>Margins are 1 ¼ (15 inches-elite type) on the left side and ¾ inches (9spaces) on the right side.The margin is kept as straight as possible. When no printed letterhead is available, the top margin of typed letterhead is approximately ¾ inch (5) spaces from the top of the paper. On the second and succeeding pages ,the top margin is approximately 1 ¼ inches (about 7 spaces. </li></ul><ul><li>Normally, the body of letter will be single space with a double space between paragraphs, subparagraphs, sub-division of primary division or any further sub-division .A letter of less than nine lines maybe double spaced if neither reply nor further action is anticipated. </li></ul><ul><li>List of enclosure is typed in the lower corner in line with the typed name of </li></ul><ul><li>Per son singing the communication. </li></ul>
  14. 15. <ul><li>3.CIVILIAN LETTER-is used by naval establishment for correspondence addressed to persons with other governmental departments , and the secretary of national Defense. </li></ul><ul><li>Non-Military/Naval letter follow the same general style with that of a civilian business letter , using salutation and complimentary clause. The use of military and/ or naval phraseology which is associated with the command function should be avoided. For the sake of uniformity and in keeping with modern democratic trends in the preparation of official communication formal letter should carry the complimentary clause ‘’Very Truly Yours ’’ instead of ‘’ Respectfully’ ’ , or ‘’ Respectfully Yours ‘’. However , in letter to religious leaders of the Roman Catholic Church, the Protestant Church Iglesia ni Cristo and other religious sect the formal complimentary clause shall “Respectfully Yours”. As usual, where the letter takes on a semi-official informal form, the salutation shall be “ Dear Mr. ______,” or “ My Dear Mr” with the complimentary clause “Sincerely yours.” </li></ul>
  15. 16. General Style of Civilian Letter <ul><li> PHILIPINE NAVY </li></ul><ul><li> HQS NAVAL RESERVE COMMAND </li></ul><ul><li> Cabildo St. Intramuros, Manila </li></ul><ul><li>September 24, 2004 </li></ul><ul><li>Honorable Lito V. Atienza </li></ul><ul><li>Mayor, City of Manila </li></ul><ul><li>Dear Mayor Atienza: </li></ul><ul><li>This is to acknowledge receipt of your letter of appreciation on the conduct of Coastal clean up by the Naval ROTC units within Metro Manila. </li></ul><ul><li>In the name of officers and men of the Naval Reserve Command concerned, allow me to express our heartfelt gratitude on the recent action taken by that August body. </li></ul><ul><li>Conscious of the fact that more responsibilities lies ahead of us, we assure you that we will do our best to justify the reposed in us. </li></ul><ul><li>Truly yours, </li></ul><ul><li>ULYSSES V DELIVA </li></ul><ul><li>CAPTAIN, PN(GSC) </li></ul><ul><li>The Adjutant General </li></ul>
  16. 17. BY COMMANDER OF LIEUTENANT GENERAL CRUZ: <ul><ul><ul><li>EPIMACIO V. CRUZ </li></ul></ul></ul><ul><ul><ul><li>Colonel AGS </li></ul></ul></ul><ul><ul><ul><li>The Adjutant General </li></ul></ul></ul><ul><ul><ul><li>2.NAVAL LETTER </li></ul></ul></ul><ul><ul><ul><li>Naval letter—is used by all units within the Philippine Navy, and to foreign naval establishments as formula means of communication. </li></ul></ul></ul><ul><ul><ul><li>Style-the naval letter is prepared in a semi-block style that is without indentions. It has the same three elements like that of a civilian letter. </li></ul></ul></ul><ul><ul><ul><li>Letterhead-like the military letter, printed letterhead stationary is also normally used for the first page. However, if letterhead stationary is not available, a typed letterhead maybe substituted. </li></ul></ul></ul>
  17. 18. <ul><ul><ul><li>In a naval letter, the office or identifying symbols include the initial of the officer signing the draft, action clerk, typist and telephone number. It shall appear on the right side of the paper in line with the heading’s address and two(2) inches from the right side of the paper. </li></ul></ul></ul><ul><li>The serial number is blocked below the office symbols while the date is blocked below the serial number of the communication. Placemment of “From “ line is typed seven(7) spaces below the last line of the letterhead. To is placed immediately below the word “From” line. If there is more than one “Via” addressee, each is numbered with an Arabic numeral enclosed in a parenthesis. The “Subj” line is typed two(2) spaces below either the “To” “Via” line as the case maybe. The abbreviated “Subj” is used to introduce a topical statement of the subject of the correspondence. The “Ref” line is two(2) spaces below the last line of the “Subj” and is used when previously prepared material is cited. References are designated in a small letters enclosed in parenthesis in chronological order and are fully identified as to origin type Tittle and date. “Encl” line is two (2) spaces below the “Ref” line, if any. They are numbered with Arabic numerals enclosed in parenthesis and are used to introduce a listing material that are to be forwarded with the letter . </li></ul><ul><li>The text of the letter begins two spaces below the last line of the “Encl”, “Ref”, or “Subj” line as the case maybe. The letter will be single spaced with a double space between the paragraph, sub paragraph, or subdivision or primary divisions or any further sub-division. A letter of less than nine lines maybe double-space, if neither reply nor further action is anticipated. </li></ul>

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