Questions and Answers
Sentences should average about how many words?
Paragraphs should be no longer than how many lines?
When speaking for yourself, which personal pronouns should be used?
When speaking for your unit, which personal pronouns should be used?
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What should sentences avoid beginning with?
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What is the standard paper size?
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The first page of a formal memorandum uses plain white paper.
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How should dates be displayed on a memorandum?
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What is the required standard margin size?
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What should be done the first time an acronym is used?
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Type the signature block of military officials on ___ lines.
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What are the three parts of the memorandum format?
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Match the elements of the heading with their description:
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What is included in the closing of a memorandum?
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How should the authority line be formatted?
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The signature block should begin in the center of the page.
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How should enclosures be numbered and attached?
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Study Notes
Army Writing Style Guidelines
- Aim for an average of 15 words per sentence for clarity.
- Keep paragraphs concise, limited to 10 lines maximum.
Personal vs. Unit Voice
- Use personal pronouns "I", "me", "my" when speaking for oneself.
- When addressing the unit, employ "we", "us", "our".
Sentence Structure
- Avoid starting sentences with "It is", "There is", or "There are".
- Example revision: Instead of "There is a problem that bothers me," say "A problem bothers me."
Memorandum Format
- Standard paper size: 8 1/2 by 11 inches, plain white.
- Formal memorandums use computer-generated letterhead on the first page; subsequent pages are plain.
- Informal memorandums use only plain white paper.
Date and Margins
- Type or stamp the date aligned with the right margin.
- Standard margins: 1 inch from left, right, and bottom; do not justify the right margin.
Acronym Usage
- Spell out acronyms at first mention; avoid overusing them.
Signature Blocks
- Military signature blocks: three lines (name in uppercase, rank and branch, title).
- Civilian signature blocks: two lines (name in uppercase, title).
- Omit academic degrees unless they provide critical context to the memorandum.
Memorandum Structure
- Follow the modified block style: comprises heading, body, and closing.
- Heading contains six elements: office symbol, ARIMS record number, date, suspense date if applicable, "MEMORANDUM FOR" line, and subject line.
Body Formatting
- The body includes proper beginning, spacing, indenting, and paragraph numbering.
Closing Elements
- The closing consists of the authority line, signature block, enclosure listing, and distribution listing if necessary.
Office Symbol and Record Number
- Office symbol appears below the seal; helps identify the writer's office.
- ARIMS record number follows the office symbol when applicable.
Suspense Dates
- Use suspense dates to indicate a required response by a certain date, formatted flush right.
Subject Line
- Type "SUBJECT" in uppercase; keep to one subject, ideally 10 words or less.
Paragraph Structure
- Begin the text clearly; state purpose and main points up front.
- POC (Point of Contact) should be in the last paragraph.
Subdivided Paragraphs
- At least two subparagraphs required for subdivision.
- Different labeling conventions for subdivisions; avoid excessive indentation.
Spacing and Indentation
- Single space between text; double space between paragraphs; insert two blank spaces after punctuation within text.
- Specific indentations for different levels of subparagraphs.
Enclosures and Authority Lines
- Enclosures should be numbered in the order they appear in the memo.
- Authority line used for individuals designated to sign for a commander or head.
Signature Block Placement
- Center the signature block, starting five lines below the authority line or last text line.
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Description
Test your knowledge of Army writing standards with these flashcards. Each card focuses on important rules such as sentence length, paragraph limits, and proper pronoun usage. Perfect for soldiers who want to improve their writing skills.
