MILITARY CORRESPONDENCE This presentation is consist of four parts: the strategic environment, PAF mandated tasks, present capability, and priority requirements.

Desired Learning Outcome: Discuss the Military Correspondence Explain the Characteristics of Military Correspondence This presentation is consist of four parts: the strategic environment, PAF mandated tasks, present capability, and priority requirements.

References: 1. Military Correspondence by Isabel Lucinario Hurboda with Copyright 1987 5th Edition 2. Letter, GHQ AFP dated 24 Nov 1976, Subject: Procurement of Handbook, Military Correspondence. 3. STL fm OTAG dtd 25 Jan 10, Subject: Changes in Military Correspondence Format 5

OVERVIEW Military Correspondence Characteristics of Military Correspondence This presentation is consist of four parts: the strategic environment, PAF mandated tasks, present capability, and priority requirements.

Correspondence - a written communication having a two-fold purpose: a. to convey information and b. to build goodwill. This presentation is consist of four parts: the strategic environment, PAF mandated tasks, present capability, and priority requirements.

Effective Correspondence Information alone is not enough. One may read and not react. Goodwill. Hence, a friendly and courteous note has something for the reader to react responsively. This presentation is consist of four parts: the strategic environment, PAF mandated tasks, present capability, and priority requirements.

KINDS: Military Letter Indorsements Disposition Form Routing Slip AFP Messages Memorandum Written Reports This presentation is consist of four parts: the strategic environment, PAF mandated tasks, present capability, and priority requirements.

CHARACTERISTICS 2. Concise 3. Specific 4. Courteous 5. Progressive 1. Clear 2. Concise 3. Specific 4. Courteous 5. Progressive 6. Empathetic 7. Individual 8. Correct This presentation is consist of four parts: the strategic environment, PAF mandated tasks, present capability, and priority requirements.

CHARACTERISTICS 1. Clear - denotes easy understanding. - words must be simple and common to the reader. Clearness means knowing what to say and saying it as simply as possible. This presentation is consist of four parts: the strategic environment, PAF mandated tasks, present capability, and priority requirements.

CLEARNESS Impressive 1. An Air Force career offers you the opportunity to peregrinate in foreign countries 2. Initiate a citation of your comments 3. The veteran is incapacitated 4. I interpose no objection to your going abroad. This presentation is consist of four parts: the strategic environment, PAF mandated tasks, present capability, and priority requirements.

CLEARNESS Impressive Clear 1. An Air Force career offers you the opportunity to peregrinate in foreign countries 1. An Air Force career offers you the opportunity to travel abroad. 2. Initiate a citation of your comments 2. Cite your comment. 3. The veteran is incapacitated 3. The veteran is unable to work. 4. I interpose no objection to your going abroad. 4. I do not object to your going abroad. This presentation is consist of four parts: the strategic environment, PAF mandated tasks, present capability, and priority requirements.

CHARACTERISTICS 2. Concise - short; brief. (Continuation) 2. Concise - short; brief. (Webster) - saying much in fewer words NO: Redundancy (using same words, phrases and ideas again and again) NO: Padded phrases or unnecessary expressions This presentation is consist of four parts: the strategic environment, PAF mandated tasks, present capability, and priority requirements.

CHARACTERISTICS 2. Concise - (Continuation) 2. Concise - NO: Redundancy (using same words, phrases and ideas again and again) “… a government of the people, for the people, and by the people” - Lincoln This presentation is consist of four parts: the strategic environment, PAF mandated tasks, present capability, and priority requirements.

CHARACTERISTICS 2. Concise - (Continuation) 2. Concise - NO: Padded phrases or unnecessary expressions 1. His letter, accompanied by an enclosure, was sent a week ago. 2. Your suggestion is along the line of our proposed project. His letter with an enclosure was sent a week ago. This presentation is consist of four parts: the strategic environment, PAF mandated tasks, present capability, and priority requirements. Your suggestion is in line with our proposed project.

CHARACTERISTICS 3. Specific - particular, definite, detailed Examples: (Continuation) 3. Specific - particular, definite, detailed Examples: 1. You will be notified at an early date. 2. I have a compromise to attend to. You will be notified within this week. This presentation is consist of four parts: the strategic environment, PAF mandated tasks, present capability, and priority requirements. I have a conference to attend.

CHARACTERISTICS 4. Courteous - refinement of expression Examples: (Continuation) 4. Courteous - refinement of expression Examples: a. Answer calmly, tactfully and politely. b. Avoid sarcasm. “ When you come to this office, you make it your sala with your slippers on.” c. Avoid too much familiarity. d. Admit mistakes graciously and say sorry. e. Leave a good impression. “We shall appreciate your suggestions…”, We shall be glad…”, “It is a pleasure…” f. Avoid negatively worded sentences “The fault is entirely yours…”, “Your complaint is devoid of truth…” This presentation is consist of four parts: the strategic environment, PAF mandated tasks, present capability, and priority requirements.

CHARACTERISTICS 5. Progressive - discard time-worn words and methods (Continuation) 5. Progressive - discard time-worn words and methods Examples: 1. Hoping for your kind consideration. 2. I have before me the voucher submitted by the … 3. This unit shall do the best to the fullest possible extent. Remove: kind (Attached or enclosed ) This presentation is consist of four parts: the strategic environment, PAF mandated tasks, present capability, and priority requirements. (Appropriate action shall be taken by this unit.)

CHARACTERISTICS (Continuation) 6. Empathetic - considerations with the reader’s desires and needs; impress; enlighten - YOU attitude; apparent regard to the reader Examples: 1. I want you to know that I finished my …. 2. You submit to us …. This presentation is consist of four parts: the strategic environment, PAF mandated tasks, present capability, and priority requirements. You may be pleased to know that I finished my … Submit to this Headquarters …

CHARACTERISTICS 7. Individual (Continuation) 7. Individual – one reader is different from the other; - treats the receiver on things that interest or please him/her Means: 1. Use “I”, “me” and “my” (not “we”, “our” and “us”) 2. Objective; not opinionated 3. Use passive sentences. 4. Avoid participial conclusions This presentation is consist of four parts: the strategic environment, PAF mandated tasks, present capability, and priority requirements.

CHARACTERISTICS 7. Correct – accuracy, completeness and coherence (Continuation) 7. Correct – accuracy, completeness and coherence Terms: 1. Given information (contents) 2. Placement of mechanical parts 3. Spelling 4. Arrangement of words, sentences and paragraphs (coherence) This presentation is consist of four parts: the strategic environment, PAF mandated tasks, present capability, and priority requirements.

Common Methods of Coherence: . 1. Arranging happening in time order. - chronological 2. Showing the relationship of one sentence to another - use of connecting words or transitional words first, finally, however, this, that, therefore. 3. Leading the reader to get to the next sentence repeating important word from a preceding sentence or paragraph. Developing by Analogy – - use of comparison - parallelism in terms of the imaginary rather than the actual This presentation is consist of four parts: the strategic environment, PAF mandated tasks, present capability, and priority requirements.

Common Methods of Coherence: . Developing by Example and Illustration concrete examples are given to illustrate the topic sentence. Developing by Definition - Short definition included in the body of explanation. Developing by Question and Answers Begin with a question and then proceed to answer it Common Methods of Coherence: . This presentation is consist of four parts: the strategic environment, PAF mandated tasks, present capability, and priority requirements.

Methods of Coherence: 1. Arranging happening in time order. “It was 0600H when the mess sergeant whistled. In answer to his call, all recruits stood and lined singly towards the big can of steaming coffee. After, serving a cup, each one stationed himself in a corner and drank silently. At exactly 0800H from Mess Hall everybody marched out towards the Chapel for a 10 minute meditation. (CHRONOLOGICAL) This presentation is consist of four parts: the strategic environment, PAF mandated tasks, present capability, and priority requirements.

THE ROLE OF THE COMMAND SERGEANT MAJOR Common Methods of Coherence: . 2. Showing the relationship of one sentence to another THE ROLE OF THE COMMAND SERGEANT MAJOR The highest enlisted position in a unit is that of the Command Sergeant Major. He acts as a personal staff of the Commander and the main link between the Commander and the enlisted personnel of the unit. He is primarily in charged of their morale and welfare. Being so, such a role is a big challenge to senior NCO who are aspiring for that position. This presentation is consist of four parts: the strategic environment, PAF mandated tasks, present capability, and priority requirements.

THE ROLE OF THE COMMAND SERGEANT MAJOR Common Methods of Coherence: . 2. Showing the relationship of one sentence to another THE ROLE OF THE COMMAND SERGEANT MAJOR The highest enlisted position in a unit is that of the Command Sergeant Major. He acts as a personal staff of the Commander and the main link between the Commander and the enlisted personnel of the unit. He is primarily in charged of their morale and welfare. Being so, such a role is a big challenge to senior NCO who are aspiring for that position. Topical Heading Topic Sentence Support sentences This presentation is consist of four parts: the strategic environment, PAF mandated tasks, present capability, and priority requirements. Transitional word Summary Sentence

Common Methods of Coherence: . MOST ACCEPTED FORMAT 1. SITUATION 2. IMPACT 3. ACTION TAKEN 4. REQUEST or RECOMMENDATION This presentation is consist of four parts: the strategic environment, PAF mandated tasks, present capability, and priority requirements.

SUMMARY Military Correspondence Characteristics of Military Correspondence This presentation is consist of four parts: the strategic environment, PAF mandated tasks, present capability, and priority requirements.