Military Correspondence Guidelines

Military Correspondence

Military correspondence refers to the formal communication exchanged among military personnel, units, departments, and organizations. It covers various forms of written messages, including letters, reports, memos, telegrams, and emails.

While there isn't a single standard format for military correspondence, there are guidelines and recommendations to ensure clarity, brevity, and precision. Here are some key aspects of military correspondence:

Structure and Content

Military correspondence typically includes the sender's details, recipient's details, subject, and content. Some documents may require additional information like file numbers or distribution lists.

• Sender's Details: Provide the name, rank, and contact information of the sender.
• Recipient's Details: Indicate the recipient's name, rank, and contact information.
• Subject: State the purpose of the correspondence in one sentence.
• Content: Write the main body of the letter, report, or memo, detailing the issues or matters discussed.
• Additional Information: Depending on the nature of the correspondence, you may need to include file numbers, security classifications, or distribution lists.

Standards and Formatting

Military correspondence should follow specific standards for formatting and content. These include:

• Format: Use standardized formats like message forms or standard templates to ensure consistency.
• Length: Keep letters concise and focused on one topic.
• Language: Write clearly and avoid military jargon unless addressing fellow soldiers or officers.
• Subject Headings: Use uppercase letters and underline the last line of the subject heading if there are two or more lines.
• Page Numbering: Follow a specific page numbering format.
• Font Points and Pixels: Specify the font size in points or pixels.
• Punctuation, Capitalization, Spelling, Hyphens, Separating Words, Margins: Adhere to established guidelines for these elements to maintain uniformity.

Security Classification and Distribution

Military correspondence may contain sensitive information that requires security classification markings and restricted distribution. Be sure to follow procedures outlined in relevant standards and regulations regarding this matter.

In summary, military correspondence plays a crucial role in maintaining effective communication within military organizations. By following established guidelines and standards, you can ensure your messages are clear, efficient, and respectful of the confidential nature of military information.

Learn about the structure, content, standards, and formatting requirements for military correspondence, including sender's details, formatting rules, security classification, and distribution protocols.