General Rules.

1.1. Memorandums are used to communicate with all DoD agencies to include Joint Chiefs of Staff, unified and specified commands, and other Federal agencies. They are also used to conduct official business outside the Government with vendors or contractors when the personalized letter is inappropriate.

1.2. Use printed letterhead, computer-generated letterhead, or plain bond paper. The writer decides which stationery is appropriate. Type or print on both sides of the paper using black or blue-black ink.

1.3. Signature Element. Type or stamp the signature element five lines below the last line of text and 4.5 inches from the left edge of the page or three spaces to the right of page center. If the authority line is used, type the signature element five lines below the authority line. The signature element may be added after you are sure who will sign the correspondence. Do not place the signature element on a continuation page by itself. Consider correspondence received via E-mail, copied, or stamped //SIGNED// as authoritative as long as the signed copy is kept on file at the originating office.

First Line. Type the name in uppercase the way the person signs it. Include grade and service if military; civilians may include their grade. Avoid using legal, educational, or ecclesiastical degrees or titles. Second Line. Type the duty title as identified in the “From” element. Use the term “Acting” before the duty title of a staff position if the incumbent is absent or the position is vacant. Do not sign “for” or “in the absence of.” Third Line. Type the name of the office or organization level if it is not printed on the letterhead or included in the heading. Limit the signature element to three lines if possible; however, if a line of the signature element is too long, indent two spaces on the next line.

EXAMPLES:

For an officer:

BRANDON BERNARD SPROWL, 1st Lt, USAF

Commander

BRIAN EDWARD LEWIS, 2d Lt, USAF

Chief of Personnel

DUANE V. MOORE, Maj, USAF

Chief, Visual Information and Publishing Branch

Directorate of Communications

S. W. MATTHEWS, Lt Col, USAF

Chief, Staff Communications

and Analysis Division

Directorate of Curriculum

MARTEL ROBERT WESTHALLER, III, Col, USAF, DC

Base Dental Surgeon

For a noncommissioned officer:

RAYMOND L. KENNEDY, CMSgt, USAF

Chief, Publishing Branch

3400th Training Group

For a civilian:

ELLEN C. CAMPANA, GS-15, DAF

Chief, Quality Assurance Branch

Air Staff Systems Directorate

SUSAN L. BASS, GS-12, DAF

Chief, Information Communications Policy

Directorate of Communications

Дата добавления: 2015-07-10