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A-F-P Vision 2028: A World-class Armed Forces, Source of National Pride A-R-M-E-D ForCES OF THE PHILIPPINES A-R-M-E-D ForCES OF THE PHILIPPINES A-F-P Core Values: Honor, Service, Patriotism i.

AFPVision2028:AWorld-classArmedForces,SourceofNationalPrideAFPVision2028:AWorld-classArmedForces,SourceofNationalPrideCHIEFOFSTAFFARMEDForCESOFTHEPHILIPPINESCAMPGENERALEMILIOAGUINALDO,QUEZONCITYForEWORDThepublicationoftheMilitaryCorrespondenceBookisagreatendeavortoprovideboththemilitaryandcivilianpersonneloftheArmedForcesofthePhilippinesareadyreference.Italsointendstoprovideastandardandupdatedguidetowriterswithinthemilitaryorganization.Thebookisaninvaluableaidtoallmilitarypersonnelinperformingday-todayadministrativefunctions,andwillserveasaguideinmakingsystemsimprovementthatwillleadtohigherlevelsofjobperformanceandservicedelivery.ItcontainstherulesandguidelinesinwritingMilitary,CivilianandEndorsementLetters;Memoranda,InformativeandSummaryDispositionForms,RadioMessages,RoutingSlipsandWrittenReports.ItalsoincludesthelatestguidelinesfromtheOfficeoftheSecretaryJointStaffpertainingtoletterheadsofofficialcorrespondenceandtheMajorServiceswritingpeculiarities.MostoftherulesandguidelineshereinwithstoodtimeandchangesintheAFP;someofitmayhavetobeupdatedandreplacedinordertokeepupwiththedynamicsoftheorganizationandtoachieveourvisionofaworld-classArmedForces.IthereforeencourageourUnitCommanders,ChiefsofOffices,StaffOfficers,EnlistedPersonnel,CivilianEmployeesandallconcernedadministrativepersonneltobefullyawareandfamiliarwiththerulesandguidelinesofpreparingmilitarycorrespondencetowardsachievingeffectivenessandefficiency.EDUARDOMAÑOGeneralAFPAFPCoreValues:Honor,Service,PatriotismiiiAFPCoreValues:Honor,Service,Patriotismi.

AFPVision2028:AWorld-classArmedForces,SourceofNationalPrideAFPVision2028:AWorld-classArmedForces,SourceofNationalPrideGENERALHEADQUARTERSARMEDForCESOFTHEPHILIPPINESOFFICEOFTHEADJUTANTGENERALCampGeneralEmilioAguinaldo,QuezonCityPREFACETheMilitaryCorrespondenceBook2017editionispublishedtoincorporatenewwritingconventions,directivesandpublications.The2017editionshallbeoneoftheofficialguidebooksoftheAFPAdjutantGeneralService.ItwillprovidetheArmedForcesofthePhilippineswithareadyreferenceinpreparingwrittencommunicationsandwillgreatlyhelpinenhancingthecapabilityofAFPpersonnelaseffectivecommunicators.Thisbookaddressesthepeculiaritiesofmilitarycorrespondence.Itcontainsacollectionofguidelines,accurateformatsofmilitarycorrespondenceandstandardcivilianletterformatstobeusedbytheAFPininternalcommunicationandwhencommunicatingwithcivilianpartnersandotherstakeholders.Itiscompriseofseven(7)Chapters:Chapter1.Introduction-coversthedefinitionoftermsofMilitaryCorrespondence,describesthepeculiarcharacteristicsofcorrespondence,meansandtypesofcommunications,Chapter2.FormalCorrespondence-setstherulesandguidelinesinwritingMilitary,Civilian,EndorsementLettersandMemoranda,Chapter3.InformalCorrespondence-setstherulesandguidelinesinwritingtheInformativeandSummaryDispositionForm,RoutingSlips,RadioMessageandWrittenReportformats,Chapter4.CommunicationsforSignatureofTheAdjutantGeneral,AFP-showsthattheTAG,AFPistheauthorizedStafftoreplyletters,voiceoftheCommanderandauthenticatorofofficialcommunicationsuponapprovaloftheChiefofStaff,AFP(C-S-A-F-P),Chapter5.WritingConventions-showsthewritingconventionsuchasthecapitalization,grammar,punctuation,commonerrors,useofoldEnglish,obsoletewords,jargons,redundancies,useofGender-FairLanguageinallofficialdocuments,communications,policies,designations,publicationsandmanualsintheAFP,Chapter6.CommandGuidelines-acompilationoflatestmemorandafromtheOfficeoftheSecretaryJointStaff,AFPpertainingtoletterheadsforofficialcorrespondence,standardfontandfontsize,theuseofbluecoloredinkforsigningdocuments,andusingofspecialpaperwhenthesignatoriesareCSAFP,VCSAFP,TDCSAFPandMajorServiceCommandersandChapter7.CompletedStaffWork-anextractofthe“DoctrineofCompletedStaffWork”statinghowtostudythegivenproblemand/orsituationwiththepresentationofsolutionbyaStaffOfficer,andthetheoryofcompletedstaffworkindicatingtheapproval/disapprovaloftheHeadofOfficeortheCommander.Thisbookwillbeperiodicallyreviewedtokeepupwithprogressivelychangingwritingethosandconventionsaswellaskeepattunedwithtechnologicaladvances.MAXIMAOIGNACIOColonelPAF(G-S-C--)AFPCoreValues:Honor,Service,PatriotismviiAFPCoreValues:Honor,Service,Patriotism.

AFPVision2028:AWorld-classArmedForces,SourceofNationalPrideAFPVision2028:AWorld-classArmedForces,SourceofNationalPrideACKNOWLEDGEMENTSRecognitionisduetotheProjectManagementTeam(P-M-T--)composedofpersonnelfromthedifferentMajorServicesandGeneralHeadquartersforputtingtheirtimeandsharingtheirknowledgeintherevisionandupgradeofthehandbookintoabook:COLEDWINERUSTRIAPAF(G-S-C--),Asst,TheAdjutantGeneralCOLMAXIMAOIGNACIOPAF(G-S-C--),AirForceAdjutant,PAFCOLHerNANIESSONGANOPN(M)(G-S-C--),TheNavalAdjutant,PNCAPTWILFREDOACHAVEZPN(G-S-C--),Chief,PPD,OJ1,AFPCOLERWINROMMELPLAMZONPA(G-S-C--),AssistantSJS,AFPLTCHARRYABALIAGAJR(I-N-F--)PA,Chief,PublicationBranch,PAMAJDARAHCREGIS(F-S---)PA,AdminOfficer,OSAGS,PAMAJCHerRYVLIKIGANPAF,AdminProtocolOfficer,OSAS,PAFCPTAPPLEANNDLATOSA(A-G-S--)PA,AssistChief,PRB,OG1,PACPTJAKEJLOPEZJAGS,AdminOfficer,OTJAGLTAEMYLESLIECDAMIANPN,Chief,AdminN1,PNLTJANICEGGENOVAPN,AdminOfficer,SNS,PNMAJNOREENBCALAOAGAN(A-G-S--)PA,ProjectOfficerTherealizationofthisbookwouldnotbepossiblewithouttheguidanceandleadershipofthetwo(2)formerAdjutantGenerals:BGENRONALDNALBANOAFP(Ret)andBGENREUELNSORILLAAFP(Ret).BothofthemservedasthecompasswhoprovidedthecleardirectionandinspirationtotheProjectManagementTeamtofocusontheaddedtaskofcompletingthedraftbookdespitethemanydemandsofotherequallyimportanttasks.Inlikemanner,theconcertedeffortsofthefollowingsupportpersonnelshallnotgounnoticed:MSgRaymundoBBoloabioPA,NCOIC,AFPRDMs MireneV.BartiletCE,CivilianSupervisor,AFPRDMs MariaShirleyN.BautistaCE,Librarian/Researcher,AFPRDMs AileenP.CumlatCE,InfoWriter,AFPRDSpecialthanksandprofoundappreciationfortheirsupporttotheprojectissincerelyconveyedto:GENERALEDUARDOMAÑOAFP,ChiefofStaff,AFPLTGENSALVADORMELCHORBMISONJRAFP,ViceChiefofStaffVADMNARCISOAVINGSONJRAFP,TheDeputyChiefofStaffMGENARNELMDUCOAFP,TheDeputyChiefofStaffforPersonnel,J1Aboveall,totheAlmightyGodforgettingouractstogetherinmakingthisprojectareality.ToGodbetheGlory…AFPCoreValues:Honor,Service,PatriotismviiiiiAFPCoreValues:Honor,Service,Patriotism1.

AFPVision2028:AWorld-classArmedForces,SourceofNationalPrideAFPVision2028:AWorld-classArmedForces,SourceofNationalPrideDedicationTothemenandwomenoftheArmedForcesofthePhilippines.AFPCoreValues:Honor,Service,Patriotism2AFPCoreValues:Honor,Service,Patriotismixiv.

AFPVision2028:AWorld-classArmedForces,SourceofNationalPrideAFPVision2028:AWorld-classArmedForces,SourceofNationalPrideTABLEOFCONTENTSForeword(CSAFP’sMessage)iPreface(TAG’sMessage)iiAcknowledgementsiiiDedicationivTableofContentsvCHAPTERIINTRODUCTIONTOMILITARYCORRESPONDENCEIntroduction-------------------------1DefinitionofTerms--------------------1CharacteristicsofCorrespondence---------1MeansofCommunications---------------1TypesofCorrespondence---------------2CHAPTERIIForMALCORRESPONDENCE1.MILITARYLETTERDefinition--------------------------3Usage-------------------------------3Style--------------------------------3SizeofthePaper-----------------------3FontandFontSize---------------------3Margin-------------------------------3TheMainElementsofaLetter--------------3AdditionalGuidelines--------------------12SampleFormat---------------------132.Non-MILITARYLETTER(CIVILIANLETTER)Definition--------------------------14Usage-------------------------------14Style--------------------------------14SizeofthePaper-----------------------14FontandFontSize---------------------14Margin-------------------------------14TheMainElementsofaNon-MilitaryLetter-----14SampleFormat---------------------163.ENDORSEMENTLETTERDefinition--------------------------17Usage-------------------------------17Style--------------------------------17SizeofthePaper-----------------------17FontandFontSize---------------------17Margin-------------------------------17TheMainElementsofanEndorsementLetter---17Placement----------------------------19SampleFormat---------------------20AFPCoreValues:Honor,Service,PatriotismxivAFPCoreValues:Honor,Service,Patriotismix.

[Audio] A-F-P Vision 2028: A World-class Armed Forces, Source of National Pride A-F-P Vision 2028: A World-class Armed Forces, Source of National Pride 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 S-N-D 27 CHAPTER III INForMAL CORRESPONDENCE 1. disposition ForM.

[Audio] A-F-P Vision 2028: A World-class Armed Forces, Source of National Pride A-F-P Vision 2028: A World-class Armed Forces, Source of National Pride 3. A-F-P 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 (S-M-S--) 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.

[Audio] A-F-P Vision 2028: A World-class Armed Forces, Source of National Pride A-F-P Vision 2028: A World-class Armed Forces, Source of National Pride Command Authority Line 67 Guide To Preparing C-S-A-F-P Letters to the President and S-N-D 68 Additional Guidelines 77 Correct Usage of A-F-P Coat of Arms and A-F-P 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 A-F-P Core Values: Honor, Service, Patriotism xii xiv A-F-P Core Values: Honor, Service, Patriotism viii.

[Audio] A-F-P Vision 2028: A World-class Armed Forces, Source of National Pride A-F-P Vision 2028: A World-class Armed Forces, Source of National 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. A-F-P Core Values: Honor, Service, Patriotism 1 A-F-P Core Values: Honor, Service, Patriotism 1.

[Audio] A-F-P Vision 2028: A World-class Armed Forces, Source of National Pride A-F-P Vision 2028: A World-class Armed Forces, Source of National 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, A-F-P 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 A-F-P Message/Fax message d Minutes of Conference e Board Resolutions f Dot Point Brief A-F-P Core Values: Honor, Service, Patriotism 2 2 A-F-P Core Values: Honor, Service, Patriotism.

[Audio] A-F-P Vision 2028: A World-class Armed Forces, Source of National Pride A-F-P Vision 2028: A World-class Armed Forces, Source of National 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 (S-O-I--) g Clearance Form A-F-P Core Values: Honor, Service, Patriotism 3 A-F-P Core Values: Honor, Service, Patriotism 3.

[Audio] A-F-P Vision 2028: A World-class Armed Forces, Source of National Pride A-F-P Vision 2028: A World-class Armed Forces, Source of National 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 S-T-Y-L-E 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. A-F-P Core Values: Honor, Service, Patriotism 4 4 A-F-P Core Values: Honor, Service, Patriotism.

[Audio] A-F-P Vision 2028: A World-class Armed Forces, Source of National Pride A-F-P Vision 2028: A World-class Armed Forces, Source of National Pride a) Letterhead/Office of Origin Normally consists of three (3) lines: GENERAL headquarters, A-R-M-E-D 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 T-H-R-U 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 TO: Commanding General, PA Fort Andres Bonifacio 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. A-F-P Core Values: Honor, Service, Patriotism 5 A-F-P Core Values: Honor, Service, Patriotism 5.

[Audio] A-F-P Vision 2028: A World-class Armed Forces, Source of National Pride A-F-P Vision 2028: A World-class Armed Forces, Source of National 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 A-F-P Regulations 200-054 dtd 22 September 2014. f Circular Nr 3 dtd 11 September 2014. g S-O-P Nr 1 dtd 13 January 2014. h Letter Directive Nr 21 dtd 01 September 2014. i A-F-P 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 plus 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) …………. A-F-P Core Values: Honor, Service, Patriotism 6 6 A-F-P Core Values: Honor, Service, Patriotism.

[Audio] A-F-P Vision 2028: A World-class Armed Forces, Source of National Pride A-F-P Vision 2028: A World-class Armed Forces, Source of National 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: A-F-P Core Values: Honor, Service, Patriotism 7 A-F-P Core Values: Honor, Service, Patriotism 7.