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UNCLASSIFIED

Army Regulation 25– 50

Information Management: Records Management Preparing and Managing Correspondence Headquarters Department of the Army Washington, DC 10 October 2020

SUMMARY of CHANGE

AR 25 – 50

Preparing and Managing Correspondence This administrative revision, dated 26 April 2021— o Corrects The Congress and legislative agencies (table C– 2 ). This administrative revision, dated 4 February 2021— o Makes administrative changes (paras 1 – 30 , 2 – 4 , and fig 2– 1 ). This administrative revision, dated 10 November 2020— o Directs that digital signatures will not be used on letters (para 3– 6 c (2)( b )); however, electronic signatures that are not secured via DoD Common Access Card, such as digitized signatures (for example, a digital image of a handwritten signature) may be used on letters (para 1– 17 ). This major revision, dated 10 October 2020— o Institutes the requirement for Army Records Information Management System record numbers on memorandums (paras 1 – 5 and 2 – 4 a (2)( a )). o Directs that correspondence, internal to Army, will be approved via digitally signed documents (paras 1 – 17 and 5 – 1 b (2)( c )). o Changes the order of information when preparing references/citations using parenthesis to indicate titles (para 1 – 30 ). o Changes the requirement from two spaces after ending punctuation to one space (para 1– 39 ). o Revises memorandum of understanding and memorandum of agreement formats, including sample text (para 2– 6 , figs 2 – 15 and 2 – 16 ). o Adds the format for a decision memorandum (para 2– 8 and fig 2– 19 ). o Adds guidance that Army Records Information Management System record numbers will not be used on letters (para 3– 5 d ). o Directs that digital signatures will not be used on letters (para 3– 6 c (2)( b )). o Adds instructions for preparing a digital signature using Adobe Pro (paras 5 – 1 b (2), 6 – 4 e , and app F). o Removes guidance on Army branch title abbreviations and refers users to DA Pamphlet 611 – 21. o Makes changes to the DA Form 5 (Army Staffing Form) (para 7– 3 ). o Updates mass mailing policy (app E). o Removes the requirement for the Deputy Chief of Staff, G – 3/5/7 to incorporate effective Army writing into training courses and fund any special requirements (formerly para 1– 4 ).

*This regulation supersedes AR 25-50, dated 17 May 2013. AR 25–50 • 10 October 2020

UNCLASSIFIED

i Headquarters Department of the Army Washington, DC

*Army Regulation 25– 50

10 October 2020 (^) Effective 10 November 2020 Information Management : Records Management

Preparing and Managing Correspondence

History. This publication is an adminis- trative revision. The portions affected are listed in the summary of change. Summary. This regulation establishes three forms of correspondence authorized for use within the Army: a letter, a mem- orandum, and a message. Applicability. This regulation applies to the Regular Army, the Army National Guard/Army National Guard of the United States, and the U.S. Army Re- serve, unless otherwise stated. Proponent and exception authority. The proponent of this regulation is the Administrative Assistant to the Secretary of the Army. The proponent has the au- thority to approve exceptions or waivers to this regulation that are consistent with controlling law and regulations. The pro- ponent may delegate this approval author- ity, in writing, to members of the Senior Executive Service within the proponent agency. Activities may request an excep- tion or waiver to this regulation by provid- ing justification that includes a full analy- sis of the expected benefits and a formal review by the activity’s senior legal of- ficer. All requests for exceptions or waiv- ers will be endorsed by the commander or senior leader of the requesting activity and forwarded through their higher head- quarters to the proponent. Refer to AR 25 – 30 for specific guidance. Army internal control process. This regulation contains internal control provisions and provides an internal con- trol evaluation for use in evaluating key internal controls (see appendix G). Supplementation. Supplementation of this regulation and establishment of command or local forms are prohibited without prior approval from the Adminis- trative Assistant to the Secretary of the Army (SAAA), 105 Army Pentagon, Washington, DC 20310 – 0105. Suggested improvements. Users are invited to submit comments and sug- gested improvements on DA Form 2028 (Recommended Changes to Publications and Blank Forms) directly to U.S. Army Records Management and Declassifica- tion Agency, Records Management Divi- sion (AAHS– RDR–SC), 9301 Chapek Rd, Building 1458, Fort Belvoir, VA 22060 – 5605. Distribution. This publication is avail- able in electronic media only and is in- tended for the Regular Army, the Army National Guard/Army National Guard of the United States, and the U.S. Army Re- serve. Contents (Listed by paragraph and page number) Chapter 1 Preparing Correspondence, page 1 Section I General, page 1 Purpose • 1 – 1, page 1 References and forms • 1 – 2, page 1 Explanation of abbreviations and terms • 1 – 3, page 1 Responsibilities • 1 – 4, page 1 Records management (recordkeeping) requirements • 1 – 5, page 1 Restrictions to this regulation • 1 – 6, page 1 Objectives • 1 – 7, page 1 Section II General Correspondence Guidance, page 2 Methods of communication • 1 – 8, page 2 Direct communications • 1 – 9, page 2 Routing through channels • 1 – 10, page 2

Contents—Continued

Contents—Continued

Contents—Continued AR 25–50 • 10 October 2020 (^) v

• Writing quality • 1 – 11, page AR 25–50 • 10 October 2020 ii
• Exclusive For correspondence • 1 – 12, page
• Specific Correspondence Guidance, page Section III
• Dissemination of command instructions • 1 – 13, page
• Unique capitalization • 1 – 14, page
• Abbreviations, brevity codes, and acronyms • 1 – 15, page
• Letterhead • 1 – 16, page
• Digital signatures • 1 – 17, page
• Paper • 1 – 18, page
• Type fonts and sizes • 1 – 19, page
• Ink color • 1 – 20, page
• Copies • 1 – 21, page
• Classified and special handling correspondence • 1 – 22, page
• Identifying a point of contact • 1 – 23, page
• Identifying the originating office • 1 – 24, page
• Expressing a date • 1 – 25, page
• Expressing time • 1 – 26, page
• Suspense date • 1 – 27, page
• Addressing • 1 – 28, page
• Postscripts • 1 – 29, page
• References • 1 – 30, page
• Page and paragraph numbering • 1 – 31, page
• Using boldface and italic type for emphasis • 1 – 32, page
• Distribution formulas • 1 – 33, page
• Identifying and listing enclosures • 1 – 34, page
• Nine-digit ZIP code (ZIP+4 code) • 1 – 35, page
• North Atlantic Treaty Organization correspondence • 1 – 36, page
• Recordkeeping requirements for delegations of signature authority • 1 – 37, page
• Effective Writing and Correspondence: The Army Writing Style, page Section IV
• Standards for Army writing • 1 – 38, page
• Constructing military correspondence • 1 – 39, page
• Chapter
• Preparing Memorandums, page
• General • 2 – 1, page
• Use • 2 – 2, page
• General rules • 2 – 3, page
• Format • 2 – 4, page
• Multiple-page memorandums • 2 – 5, page
• Memorandum of understanding or memorandum of agreement • 2 – 6, page
• Memorandum for record • 2 – 7, page
• Decision memorandum • 2 – 8, page
• Chapter
• Preparing Letters, page
• General • 3 – 1, page
• Use • 3 – 2, page
• Response phrases • 3 – 3, page
• Abbreviations • 3 – 4, page
• General rules • 3 – 5, page
• Format • 3 – 6, page
• Chapter AR 25–50 • 10 October 2020 iii
• Listing Enclosures, Placing Tabs, and Assembling Correspondence, page
• General • 4 – 1, page
• Enclosures • 4 – 2, page
• Tabbing enclosures • 4 – 3, page
• Tabbing correspondence packages • 4 – 4, page
• Chapter
• Processing Correspondence and Official Mail, page
• Cost Reduction Methods, page Section I
• Reducing mail costs • 5 – 1, page
• Disseminating correspondence via messenger envelopes • 5 – 2, page
• Envelopes, page Section II
• Size • 5 – 3, page
• Folding and fastening • 5 – 4, page
• Mailing • 5 – 5, page
• Addressing Mail, page Section III
• Delivery address • 5 – 6, page
• Return address • 5 – 7, page
• Addressing • 5 – 8, page
• Address format • 5 – 9, page
• Address content • 5 – 10, page
• “To the Commander of___” • 5 – 11, page
• Chapter
• Preparing Authority Lines, Signatures, and Signature Blocks, page
• Delegation of Authority, page Section I
• Delegation of signature authority • 6 – 1, page
• Delegation of authority line • 6 – 2, page
• Signatures and Signature Blocks, page Section II
• Signatures • 6 – 3, page
• Signature block • 6 – 4 , page
• Personnel on active duty • 6 – 5, page
• Retired military personnel • 6 – 6, page
• Army Reserve personnel not on active duty • 6 – 7, page
• Civilian personnel and contract surgeons • 6 – 8, page
• Signatures of subordinates • 6 – 9, page
• Auto-pen signature • 6 – 10, page
• Chapter
• Using Prescribed Forms and Labels, page
• General • 7 – 1, page
• Routing and transmittal slips • 7 – 2, page
• Department of the Army Form 5 • 7 – 3, page
• Department of the Army Form 200 • 7 – 4, page
• Department of the Army Form 209 • 7 – 5, page
• Department of the Army Label 87 • 7 – 6, page
• Department of the Army Label 113 • 7 – 7, page AR 25–50 • 10 October 2020 iv
• Department of the Army Label 115 • 7 – 8, page
• Optional Form 65–B or standard sized Interdepartmental Delivery Envelopes • 7 – 9, page
• Optional Form 65–C or legal sized Interdepartmental Delivery Envelopes • 7 – 10, page
• Chapter
• Marking Classified Correspondence, page
• General authority • 8 – 1, page
• Cover sheets • 8 – 2, page
• A. References, page Appendixes
• B. Titles and Protocol Sequence, page
• C. Forms of Address, Salutation, and Complimentary Close, page
• D. Model Authority Lines and Signature Blocks, page
• E. Preparing Mass Mailings, page
• F. Creating an Adobe Digital Signature on a Microsoft Word Document Using Adobe Pro, page
• G. Internal Control Evaluation, page
• Table 4–1: Three Enclosures, page Table List
• Table 4–2: Four enclosures, page
• Table 4–3: One enclosure, page
• Table 4–4: Two or more enclosures, page
• Table 4–5: Two enclosures, page
• Table 4–6: Five enclosures, page
• Table 5–1: Address format, page
• Table 5–2: Return address format, page
• Table 5–3: United States Postal Service two-letter State or territory abbreviations, page
• Table 5–4: Example of “To the Commander of__”, page
• Table 6–1: Army grade abbreviations, page
• Table C–1: The Executive Branch, page
• Table C–2: The Congress and legislative agencies, page
• Table C–3: The Judiciary, page
• Table C–4: Military Personnel, page
• Table C–5: State and Government Officials, page
• Table C–6: Ecclesiastical officials, page
• Table C–7: Private citizens, page
• Table C–8: Corporations, companies, and federations, page
• Table C–9: Foreign government officials, page
• Table C–10: International organizations, page
• Table C–11: Additional former officials, page
• Figure 2–1: Using and preparing a memorandum with a digital signature, page Figure List
• Figure 2–2: Preparing a two page memorandum with a suspense date, page
• Figure 2–2: Preparing a two page memorandum with a suspense date---Continued, page
• Figure 2–3: Addressing a single-address Headquarters, Department of the Army Memorandum, page
• Figure 2–4: Addressing a single-address Army service component command memorandum, page
• full titles and addresses with a digital signature, page Figure 2–5: Addressing a multiple-address memorandums for Headquarters, Department of the Army agencies using
• office symbols, page Figure 2–6: Addressing a multiple-address memorandums for Headquarters, Department of the Army agencies using
• Figure 2–7: Addressing an Army command multiple-address memorandums with digital signature, page
• Figure 2–8: Preparing a SEE DISTRIBUTION addressed memorandum, page
• Figure 2–8: Preparing a SEE DISTRIBUTION addressed memorandum---Continued, page
• Figure 2–9: Preparing a DISTRIBUTION list on the second page, page
• Figure 2–9: Preparing a DISTRIBUTION list on the second page---Continued, page
• Figure 2–10: Preparing a memorandum with a distribution formula, page
• Figure 2–11: Preparing a single-address MEMORANDUM THRU, page
• Figure 2–12: Preparing a MEMORANDUM THRU with two addresses, page
• Figure 2–13: Preparing a one-paragraph memorandum with subparagraphs and continuing the subject line, page
• Figure 2–14: Listing enclosures, copies furnished, and point of contact paragraph, page
• Figure 2–15: Preparing a memorandum of understanding, page
• Figure 2–15: Preparing a memorandum of understanding---Continued, page
• Figure 2–16: Preparing a memorandum of agreement, page
• Figure 2–16: Preparing a memorandum of agreement---Continued, page
• Figure 2–17: Preparing a memorandum for record, page
• Figure 2–18: Preparing a decision memorandum, page
• Figure 2–18: Preparing a decision memorandum---Continued, page
• Figure 2–19: Preparing a digital decision memorandum, page
• Figure 2–19: Preparing a digital decision memorandum---Continued, page
• Figure 3–1: Formatting a letter, page
• Figure 3–1: Formatting a letter---Continued, page
• Figure 3–2: Using office symbols and titles, page
• Figure 3–3: Spacing in a letter, page
• Figure 3–4: Preparing a letter with a subject line, page
• Figure 3–5: Using courtesy copy in letters, page
• Figure 4–1: Tabbing correspondence, page
• Figure B–1: Protocol sequence for addressing the Office of the Secretary of Defense, page
• Figure B–2: Protocol order for addressing Headquarters, Department of the Army principal officials, page
• Figure D–1: Signed by the commanding general, page
• Figure D–2: Signed by an authorized subordinate of the commander, page
• Figure D–3: Signed by the head of a Headquarters, Department of the Army Staff agency, page
• agency, page Figure D–4: Signed by an authorized representative of the Headquarters, Department of the Army staff
• Figure D–5: Signed by the commanding officer of a unit, headquarters, or installation, page
• tion, page Figure D–6: Signed by an authorized representative of the commander of a unit, headquarters, or installa-
• Figure D–7: Signed by an authorized representative for the head or staff office or other official, page
• Figure D–8: Signed by an authorized civilian, with or without an authority line, page
• Figure D–9: Signature of an officer writing as an individual (show name, grade, branch, and organization), page
• U.S. Army spelled out, and organization), page Figure D–10: Examples of signature blocks for letters (show the name in uppercase and lowercase letters, grades,
• Figure D–11: Signature blocks for retired military personnel, page
• Figure D–12: Abbreviated titles, page
• Figure D–13: Unabbreviated titles, page
• Figure D–14: Noncommissioned officer signature blocks, page
• serve Assignment, page Figure D–15: Signed by an enlisted U.S. Army Reserve Soldier on active duty, such as during an Active Guard Re-
• Figure D–16: Signed by a U.S. Army Reserve officer on active duty, page
• Figure D–17: Signed by an officer assigned to the general staff, colonel, or below, page
• Figure D–18: Signed by an officer detailed as inspector general, page
• Figure D–19: Signed by a medical corps officer, page
• Figure D–20: Signed by a reserve noncommissioned officer not on active duty, page
• Figure D–21: Signed by a reserve officer not on active duty, page
• Figure D–22: Signed by a reserve warrant officer, page

AR 25–50 • 10 October 2020 (^1)

Chapter 1

Preparing Correspondence

Section I General 1 – 1. Purpose This regulation prescribes Department of the Army (DA) policies, procedures, and standard formats for preparing and processing Army correspondence. 1 – 2. References and forms See appendix A. 1 – 3. Explanation of abbreviations and terms See the glossary. 1 – 4. Responsibilities a. The Administrative Assistant to the Secretary of the Army (AASA) will— (1) Establish policies and procedures for preparing correspondence on behalf of the Secretary of the Army (SECARMY). (2) Develop policy and direction for correspondence management for DA. b. Headquarters, Department of the Army (HQDA) principal officials and commanders or heads of Army com- mands (ACOMs), Army service component commands (ASCCs), direct reporting units (DRUs), installations, activi- ties, and units will supervise and manage correspondence within their agencies or commands and will actively support effective Army writing by enforcing prescribed standards for all Army personnel. 1 – 5. Records management (recordkeeping) requirements The records management requirement for all record numbers, associated forms, and reports required by this regulation are addressed in the Records Retention Schedule-Army (RRS–A). Detailed information for all related record numbers, forms, and reports are located in the Army Records Information Management System (ARIMS)/RRS – A at https://www.arims.army.mil. If any record numbers, forms, and reports are not current, addressed, and/or published correctly in ARIMS/RSA–A, see DA Pam 25–403 for guidance. 1 – 6. Restrictions to this regulation This regulation has been made as complete as possible to avoid issuing additional instructions. The formats for corre- spondence outlined in this regulation take precedence over format instructions outlined in other regulations or direc- tives. Therefore, command publications issued to augment this regulation will be restricted to instructions that are unique to the issuing command. Note. When preparing correspondence for signature by the Secretary of Defense; Secretary of the Army; Chief of Staff of the Army; Under Secretary of the Army; Vice Chief of Staff of the Army; Assistant Secretaries of the Army; AASA; and other HQDA principal officials, follow the guidance in DA Memorandum 25 – 52 and Department of Defense (DoD) 5110.04–M–V–1. 1 – 7. Objectives The objectives of this regulation are to— a. Provide clear instructions for preparing correspondence. b. Reduce the cost of preparing correspondence. c. Standardize the preparation and dissemination of correspondence.

AR 25–50 • 10 October 2020 (^2) Section II General Correspondence Guidance 1 – 8. Methods of communication a. Personal or telephone contact. Conduct official business by personal contact, telephone, or Defense Switched Network (DSN), whenever possible. Use a memorandum for record (MFR) to document any decisions or agreements reached during voice communications (see para 2 – 7 for the proper use of an MFR). b. Memorandum. Use the memorandum for correspondence within a department or agency, as well as for routine correspondence to Federal Government agencies outside DoD. Do not use the memorandum format when correspond- ing with the Families of military personnel or private businesses (see para 2 – 2 for the proper use of the memorandum). c. Letter. Use the letter for correspondence addressed to the President or Vice President of the United States, members of the White House staff, Members of Congress, Justices of the Supreme Court, heads of departments and agencies, State Governors, mayors, foreign government officials, and the public. You may also use letters to address individuals outside the department or agency when a personal tone is appropriate, such as in letters of commendation or condolence (see para 3 – 2 for the proper use of a letter). d. Electronic mail. Use email to transfer organizational and individual information. 1 – 9. Direct communications Send correspondence as directly as possible to the action office concerned (see para 2– 4 a (5)). Include the action officer’s name and office symbol when addressing correspondence. 1 – 10. Routing through channels a. Routing action correspondence. Route correspondence through commands, agencies, or offices expected to ex- ercise control or take action. b. Bypassing intermediate headquarters. Do not route correspondence through a headquarters that has no concern in the matter or action. However, send a copy of the communication and referral action to the command, agency, or office that was bypassed. Routine correspondence may bypass intermediate headquarters when— (1) It is apparent the intermediate headquarters is not concerned. (2) No action is required. (3) No controls need to be exercised. c. Using technical channels. Use technical channels to route correspondence that deals with technical matters. This includes technical reports, instructions, or requests for information that do not involve command matters. Before using technical channels, make sure the action should not be sent through command channels. Do not use “FOR THE COMMANDER” on the authority line of technical channel correspondence. 1 – 11. Writing quality In accordance with Plain Writing Act of 2010, Public Law (PL) No. 111 – 274, DA writing will be clear, concise, and well-organized. Army correspondence must aid effective communication and decision making. The reader must be able to understand the writer’s ideas in a single reading, and the correspondence must be free of errors in grammar, mechanics, and usage (see paras 1 – 37 and 1 – 38 ). Use electronic spell check when available but always proofread; spell check is only a tool and is not infallible. 1 – 12. Exclusive For correspondence a. Using. Use “Exclusive For” correspondence for matters of a sensitive or privileged nature directed to a specific party or parties. Minimize its use to avoid delay of action if the named addressee is absent or unavailable to receive and act on the correspondence. Prepare “Exclusive For” correspondence in either letter or memorandum format. b. Addressing. Address “Exclusive For” correspondence to the name and title of the addressee. (1) For memorandums: Memorandum Exclusive For [Full Name], [Title], [Mailing Address] Memorandum Exclusive For Commander of [Name], [Title], [Mailing Address] (2) For letters: Exclusive For Sergeant [Full Name]

AR 25–50 • 10 October 2020 (^4) b. Computer-generated letterhead is used for all official correspondence. Use the letterhead template provided on APD’s website which is available at https://armypubs.army.mil/tools/pubsresources.aspx. (1) All official letterhead stationery will bear the DoD seal. “Reply to the Attention of” is not required. (2) Do not print any seals, emblems, decorative devices, distinguishing insignia, slogans, office symbols, names, or mottos on letterhead stationery except those approved or directed by HQDA. (3) Use black ink for computer-generated letterhead. (4) Use the correct letterhead for the SECARMY, Chief of Staff, Army, Under Secretary of the Army, Vice Chief of Staff, Army using the guidance found in DA Memo 25 – 52 and DoDM 5110.04–M–V1. 1 – 17. Digital signatures The Army will replace analog or “wet,” signatures with digital and electronic signatures secured via DoD Common Access Card for most documents. Digital signatures will not be used on letters or for documents that require a wet signature by law, regulation, or congressional tasking. See appendix F for instruction on creating Adobe .pdf files and placing the digital signature box and text boxes for date and comment as required. 1 – 18. Paper Paper used for Army correspondence will be the standard size (8 ½ by 11 inches). Use computer-generated letterhead for the first page of all memorandums and letters. Use plain white paper for continuing pages. 1 – 19. Type fonts and sizes Use type fonts and sizes that make the correspondence easy to read and understand. The following guidelines will provide the best results: a. A font with a point size of 12 is recommended. b. Preferred type font is Arial. c. Unusual type styles, such as Script, will not be used in official correspondence. d. Use guidance in DA Memorandum 25 – 52 and DoDM 5110.04–M–V1 for Congressional or correspondence for the signature of the Secretary of Defense. 1 – 20. Ink color Correspondence will be printed in black ink and may be signed in blue or black ink. Black ink will be used for date stamps. 1 – 21. Copies a. Record copy. Make one record or file copy of correspondence after the original has been signed and dated. Record copies should be maintained according to Army recordkeeping system requirements (see AR 25 – 400 – 2). b. Reading file copies. If reading files are used, maintain according to Army recordkeeping system requirements. c. Copy furnished. Use “copy furnished” (CF:) on memorandums to keep other than the prime addressee(s) in- formed of an action. Make copies after the original has been signed and dated, to include memorandums signed digi- tally. d. Courtesy copy. Use “courtesy copy” (cc:) on letters to inform other readers of the subject if they have a need to know or should receive a copy of the correspondence. Make copies after the original has been signed and dated. e. Electronic records. Maintain according to Army recordkeeping system requirements (see AR 25 – 400 – 2). 1 – 22. Classified and special handling correspondence a. General. Information that requires protection against unauthorized disclosure in the interest of national security will be classified. Correspondence containing classified information will be safeguarded as prescribed in DoDM 5200.01, Volume 2. The contents of a classified communication will be revealed only to individuals who have the appropriate security clearance and whose official duties require the information with a need to know. b. Marking classified correspondence. See DoDM 5200.01, Volume 2 for detailed instructions on marking and downgrading correspondence. c. Using “For Official Use Only” (FOUO) marking. See AR 25–55 and DoDM 5200.01, Volume 2 for the proper use and marking of “For Official Use Only” material. d. Controlled unclassified information. See Executive Order (EO) 13556.

AR 25–50 • 10 October 2020 (^5) 1 – 2 3. Identifying a point of contact a. When writing any type of correspondence, the writer or point of contact will be identified by military grade or civilian prefix, first and last name; position and address; phone; and e-mail address, if appropriate. This information is generally placed in the last paragraph of the correspondence. b. In order to minimize the potential for posting correspondence containing personally identifiable information to public facing websites, organizations should follow the guidelines in AR 25–1 and DA Pam 25– 1 – 1. 1 – 24. Identifying the originating office Office symbols and/or office names are used to identify the office that prepared the document for signature. It will normally match the point of contact’s organization and may or may not correspond with the letterhead and/or signature block. a. Office symbols are used when addressing or replying to memorandums. See the U.S. Army Addresses and Office Symbols Online website at https://www.arims.army.mil/aao/welcome.aspx. b. Office names may be used when addressing or replying to letters. 1 – 25. Expressing a date a. Dates on memorandums. Express dates on or within memorandums in the following formats: 5 January 2018, 5 Jan 18 or 5 Jan 2018 (date stamps only). b. Dates on letters. Express dates on letters and refer to dates within letters only in the following format: January 2, 2018. c. Separating date elements. Avoid separating any of the three date elements (day, month, and year) from each other. If absolutely necessary, the four-digit year may be carried over to the next line. 1 – 26. Expressing time Military time will be expressed in a group of four digits, from 0001 to 2400, based on the 24–hour clock system. The first two digits represent the hour after midnight and the last two digits represent the minutes. For example, 1:37 p.m. civilian time is expressed as 1337 military time. The word “hours” will not be used in conjunction with military time. Civilian time is used when writing letters. Military time is used for memorandums. 1 – 27. Suspense date a. Use a suspense date(s) on memorandums when a reply is required by a certain date (see fig 2 – 2 ). Show the suspense date(s) two lines above the date line, in bold , and in the body of the memorandum in one of the following formats: 5 January 2018, 5 Jan 18 or 5 Jan 2018 (date stamps only). b. Do not use a suspense date on a letter. c. Consider the following time factors in setting a suspense date on correspondence: (1) The number of days required to send the communications. (2) The number of days needed to complete the action. (3) The number of days required to submit the reply. 1 – 28. Addressing Address correspondence and envelopes as prescribed in AR 25–51 and chapter 5 of this regulation. 1 – 29. Postscripts Do not use postscripts in Army correspondence. 1 – 30. References List references in the first paragraph of the correspondence. (Enclose copies of references that are not readily available to the addressee(s) or list an Army Knowledge Online (AKO) or public website link that is accessible to all agencies on the distribution list. List and number references in the order they are mentioned in the correspondence. However, when references are not included in the body of the correspondence, number, and list them in order of precedence and ascending date order in the first paragraph. As a minimum, include the following information: a. Publications. When referencing publications, only include the number and title (for example, AR 25 – 50 (Pre- paring and Managing Correspondence)). In policy correspondence, referencing basic directives by the number and title prevents the correspondence from having to be revised and republished when one of the references is updated. Use the date of the directive when a specific version is being referenced and be prepared to provide a copy.

AR 25–50 • 10 October 2020 (^7) 1 – 36. North Atlantic Treaty Organization correspondence All NATO correspondence will be prepared according to applicable NATO directives. 1 – 37. Recordkeeping requirements for delegations of signature authority In accordance with AR 25– 400 – 2, delegations of signature authority must be created and maintained using the record number 25-50a. Section IV Effective Writing and Correspondence: The Army Writing Style 1 – 38. Standards for Army writing a. Effective Army writing is understood by the reader in a single rapid reading and is clear, concise, and well- organized in accordance with PL 111 – 274. b. Two essential requirements include putting the main point at the beginning of the correspondence (bottom line up front) and using the active voice (for example, “The time you spent in training last year entitles you to jump pay.”). c. Active voice writing— (1) Emphasizes the actor of the sentence. (2) Shows who or what does the action in the sentence and puts the actor before the verb. (3) Creates shorter sentences. By eliminating passive voice, you reduce the number of words in a sentence. (a) Passive voice: The test was passed by SGT Jones (seven words). (b) Active voice: SGT Jones passed the test (five words). d. Passive voice is easy to recognize. A passive construction occurs when the object of an action becomes the subject of the sentence. A verb in the passive voice uses any form of the verb “to be” (for example, am, is, are, was, were, be, being, and been), plus a past participle of the verb, which usually ends in “en” or “ed” (for example, were completed, as requested). Additionally, in passive voice the subject receives the action instead of taking the action. 1 – 39. Constructing military correspondence a. General techniques. Focus on the main point when constructing basic military correspondence. Use of active voice is the basic style of Army writing. b. Specific techniques. Incorporate these plain language techniques to improve effectiveness: (1) Use short words. (2) Keep sentences short. The average length of a sentence should be about 15 words. (3) Write paragraphs that, with few exceptions, are no more than 10 lines. (4) Avoid jargon. (5) Use correct spelling, grammar, and punctuation. (6) Use “I,” “you,” and “we” as subjects of sentences instead of this office, this headquarters, this command, all individuals, and so forth. (7) Write one-page letters and memorandums for most correspondence. Use enclosures for additional information. (8) Avoid sentences that begin with “It is,” “There is,” or “There are.” (9) Place one space between the punctuation and the text that immediately follows it for colons and periods. For commas and semicolons, place one space between the punctuation and the text that immediately follows it. (10) Space ¼” to the right of the parenthesis when numbering subparagraphs.

Chapter 2

Preparing Memorandums

2 – 1. General Figures 2 – 1 through 2 – 19 illustrate examples of use and general rules for memorandums. 2 – 2. Use The memorandum is used for correspondence sent outside the headquarters, command, installation, activities, units, or similarly identifiable organizational elements within DoD; for routine correspondence to Federal Government agen- cies outside DoD; for notification of personnel actions, military, or civilian; for showing appreciation or commenda- tion to DA Civilians and Soldiers; and for internal correspondence within the same headquarters, command, or simi- larly identifiable organizational elements.

AR 25–50 • 10 October 2020 (^8) Note. Refer to DA Memorandum 25–52 for correspondence originating within Army Secretariat or Army Staff organ- izations. 2 – 3. General rules a. Paper. Use standard size paper (8½ by 11 inches). (1) Original pages. For memorandums, use computer-generated letterhead for the first page and plain white paper for continuing pages. (2) Copies. Prepare only the number of copies needed. See paragraph 1 – 20 of this regulation for more information on record, reading file, copy-furnished, and courtesy copies. b. Dates. Type or stamp the day, month, and year on the memorandum flush with the right margin. See appendix F for instructions on placing a text box for the date on Adobe .pdf files that use digital signature. c. Margins. Use standard margins: 1-inch from the left, right, and bottom edges. Do not justify right margins. d. Spacing. See figures 2 – 1 and 2 – 2. e. Abbreviations, brevity codes, and acronyms. See paragraph 1 – 15 of this regulation. f. Signature blocks. See paragraph 6 – 4 of this regulation. 2 – 4. Format Use the block style format (flush with the left margin/ with three parts) when writing a memorandum: heading, body, and closing. a. Heading. The heading has six elements— (1) Office symbol. Type the office symbol on the second line below the seal. The office symbol identifies the writer’s office (for example, AAHS–RDR). Other information may follow the office symbol when needed and if not part of the subject line. Some examples are the name of an individual, military grade, primary military occupational specialty, contract number, or bill of lading number. Do not crowd the office symbol line. If the additional information is lengthy, use a second line, flush with the left margin. (2) Army Records Information Management System record number. (a) Agencies will place the appropriate Army record number after the office symbol on memorandums. These numbers are available at the ARIMS/RRS–A website https://www.arims.army.mil. (b) Place the record number one space after the office symbol in parentheses. (Example: AAHS – RD (25-50a)). Follow Army recordkeeping requirements in accordance with AR 25 – 400 – 2. (3) Date. (a) Memorandums must be dated. The date may be typed or stamped. See appendix F for instructions on placing a text box for the date on Adobe .pdf files that use digital signatures. (b) Place the date on the same line as the office symbol flush with the right margin after the memorandum has been signed. (c) Express dates in the following formats: 13 March 2020, 13 Mar 20 or 13 Mar 2020 (date stamps only). (4) Suspense date. Use a suspense date if a reply is needed by a certain date. Do not impose a suspense date without a compelling reason. Place the suspense date flush with the right margin two lines above the memorandum date, in bold. Precede the suspense date with S: (for example, S: 13 March 2020 or S: 13 Mar 20.) (See fig 2 – 2 ). (5) “MEMORANDUM FOR” line. Type “MEMORANDUM FOR” on the third line below the office symbol. Write to the office that is expected to complete the action. If you are sending the memorandum to someone’s attention, place the person’s name in parentheses after the office symbol (see fig 2 – 2 ). Exception: When used for “Exclusive For” correspondence, appreciation, and commendation, address the memorandum to the name and title of the ad- dressee. When a second line is needed for the address, begin it flush with the left margin except for multiple-address memorandums, which will be indented ¼ inch. Type addresses in either all uppercase letters or uppercase and lower- case letters. Do not mix the two styles. Be consistent. (a) Single-address memorandums. See figures 2 – 3 and 2 – 4 for examples of memorandums with a single address. Figure 2 – 3 gives an example for HQDA, and figure 2 – 4 gives an example for an ASCC. When using a single address, type “MEMORANDUM FOR” and the address on the same line. (b) Multiple-address memorandums. See figures 2 – 5 through 2 – 7 for examples of memorandums with multiple addresses. Note that “multiple-address memorandums” is up to five addresses. If the address extends more than one line, indent the second line ¼ inch. (c) “SEE DISTRIBUTION” memorandums. If a memorandum is sent to more than five recipients, use the “SEE DISTRIBUTION” format (see fig 2 – 8 ). Type the words “SEE DISTRIBUTION” one space after the words “MEMORANDUM FOR.” On the second line below the last line of the signature block or enclosure listing, whichever is lower, type “DISTRIBUTION:” and block the distribution formula(s) or addresses (flush with the left margin) as

AR 25–50 • 10 October 2020 (^10) (1) Do not divide a paragraph of three lines or fewer between pages. At least two lines of the divided paragraph must appear on each page. (2) Include at least two words on each page of any sentence that has been divided between pages. (3) Do not hyphenate a word between pages. (4) Do not type the authority line and the signature block on the continuation page without at least two lines of the last paragraph. If, however, the last paragraph or subparagraph has only one line, it may be placed alone on the con- tinuation page with the authority line and signature block. d. Center the page number approximately 1-inch from the bottom of the page. 2 – 6. Memorandum of understanding or memorandum of agreement a. Memorandum of understanding (MOU). Use an MOU to describe broad concepts of mutual understanding, goals, and plans shared by the parties when no transfer of funds for services is anticipated. b. Memorandum of agreement (MOA). Use an MOA to establish and document common legal terms that establish a “conditional agreement” where transfer of funds for services is anticipated. MOAs do not obligate funds, but estab- lish the terms for future services. c. Format. When an MOU or MOA is required between two Army activities, use the format shown in figures 2 – 15 and 2 – 16 and as further detailed below. Note: If an MOU or MOA is not exclusively entered into between two Army activities, the formatting requirements as reflected in this paragraph and figures 2 – 15 and 2 – 16 may be altered to meet any internal or special requirements that non-Army parties may have. (1) Heading. Prepare the MOU/MOA on plain white paper. If an MOU/MOA is between two Army activities, DA letterhead is appropriate. This provision may be altered to meet internal or special requirements of the parties involved in the agreement. Center the title “MEMORANDUM OF UNDERSTANDING” or “MEMORANDUM OF AGREEMENT” on the second line below the seal. Type the word “BETWEEN,” also centered, on the line immedi- ately following the title. Center the names of agreeing agencies, separated by the word “AND” on the line immediately following the word “BETWEEN.” The requirement for centering may be altered when more than two agreeing agen- cies are involved or when the agency titles are too lengthy to be typed on one line. (2) Subject. Type the word “SUBJECT:” at the left margin on the second line below the last line of the agreeing agencies’ titles. (3) Text. Begin the first line of text at the left margin on the third line below the last line of the subject. The basic text will generally contain, but is not limited to, the following categories: (a) References. List references that are directly related to the document. (b) Purpose. Clearly define or state the purpose of the MOU or MOA. (c) Background. Include a brief background. (d) Understandings, agreements, support, resources, and responsibilities. List the understandings, agreements, support, resources, and responsibilities of and between each agency involved. (e) Effective date. Enter the date the MOU or MOA will become effective. (f) Review, revision, modification, or cancellation date. Enter the date as mutually agreed to by the signers or their designated representatives. (4) Paragraph numbering. Use the same paragraph numbering and indentations as for general-use memorandums. (5) Signature blocks. Signature blocks on MOUs and MOAs are unique because the signature blocks of the agree- ing agencies’ parties appear on the same line. (a) Type signature blocks on the fifth line following the last line of text. (b) Precede all signature blocks by overscoring as shown in figures 2 – 15 and 2 – 16. (c) Include the name, title, and agency for civilians and name, military grade, branch, and title for military person- nel. Include the date each official signs. (d) Place the signature blocks in protocol order, with the senior official on the right. If an MOU or MOA has three agreeing agencies, center the signature bock of the highest ranking official at the bottom. Place the signature block of the next–highest ranking official above on the right. Place the signature block of the junior official above on the left. (e) See DoDI 4000.19 at https://www.esd.whs.mil/dd/ for more detailed information as to the required content of MOUs and MOAs. 2 – 7. Memorandum for record a. Use. Use the MFR to show the authority or basis for an action taken. Also, use the MFR to document informal meetings or telephone conversations when official business was conducted (see fig 2 – 17 ). b. Contents. (1) Heading. Include the office symbol, date, and subject.

AR 25–50 • 10 October 2020 (^11) (2) Body. Show all background information having a direct bearing on the matter. Include the authority and basis for the action to inform reviewing and signing officials. (3) Signature block. Follow examples in figures 2 – 15 and 2 – 16 if more than one signature block is required. c. Format. See figure 2 – 17. 2 – 8. Decision memorandum a. Use. The decision memorandum is used to obtain decisions from the command group or higher headquarters. It is prepared on letterhead and should not exceed two pages, excluding supporting documents. b. Contents. (1) Heading. Include the office symbol, date, and subject. (2) Body. Include the purpose, recommendations, discussion, and coordination for the action to inform reviewing and signing officials. (3) Signature block. Follow examples in figures 2 – 15 and 2 – 16 if more than one signature block is required. c. Format. See figure 2 – 18 and appendix F.