MSG FLORANTE “BORDZ” GERULDO PA (RES)

ONLINE- CLASS RULES

Put your gadgets into silence mode, unless

directed to open.

Sleepy students may stand or perform

stretching but do not lean on the chair or table.

Student’s questions shall be entertained after

the presentation by opening your audio, request
permission to speak and once acknowledged,
open your camera, state your name and speak
clearly.
ONLINE-CLASS RULES cont’n…)

Students are allowed to take their snacks in silence

that it will not disturb their class.

Students are allowed to use the rest room anytime in

not more than 5 minutes however leave the gadget on
the table.

In case of emergency, students will follow the escape

routes through the exits as prescribed in your area and
stay in an open area away from buildings or big trees.
INTRODUCTION

DO NOT JUST
SAY IT, WRITE IT”

“If you don’t write it down,

then it will never happened”
 SCOPE

A. DEFINITION OF TERMS
B. CHARACTERISTICS OF A GOOD
CORRESPONDENCE

C. TYPES OF CORRESPONDENCE

D. ELEMENTS OF A MILITARY LETTER

E. HOW TO PREPARE A MILITARY LETTER

 OBJECTIVE

To learn the basic requirements

in preparing a
military correspondence.
DEFINITION OF TERMS
1. Correspondence – is a written
communication which conveys information
and ideas to the reader or addressee.

2. Military correspondence – is a military

communication that concerns almost every
subject composed mostly of letters,
endorsements and messages.
MILITARY CORRESPONDENCE
 A written record whereby the Armed Forces transacts most of its
business.

 Concern almost every subject and takes many forms.

 Composed mostly of letters, endorsement and messages

 To do an efficient job in processing correspondence, procedure

must be uniformed particularly on style and preparation

 Routing and filling must be done according to a single plan and

pattern to avoid confusion and misunderstanding
CHARACTERISTICS OF A GOOD CORRESPONDENCE
1. Accuracy – figures cited in a letter are specific and must be
factual, this implies correctness, completeness and coherence.

2. Brevity – letter must be brief leaving no suspense for the mind to

imagine.

3. Concise – simple and brief, denotes easy understanding, the

words are common to the reader.

4. Dignity – a letter must command respect, refinement of words,

consider reader’s desires and needs and should reflect authority.
TYPES OF MILITARY CORRESPONDENCE
1. Formal Correspondence
a. Letter (Military and Non- Military)
b. Indorsement Letter
2. Informal Correspondence
a. Disposition Forms / Summary DF
b. Routing Slip
c. Radio Message/Fax message
3. Miscellaneous
a. Minutes of Conference
b. Staff Studies
c. Briefing Notes
d. After Conference Report
e. Memorandum
TYPES OF LETTER AND USAGE
1. MILITARY LETTER – used for communication
between and/or among personnel in the AFP.

2. NON-MILITARY LETTER – used for

communication with civilians, civil agencies,
National Defense and other government
agencies
1. MILITARY LETTER

MILITARY LETTER (Subject To Letter or STL) –

- is used for correspondence with the army, naval and
air personnel as well as with the General Headquarters
of the Armed Forces of the Philippines. The letter
follows the fundamental, style, varying only in details.
It has three (3) elements = Heading, Body,
Complimentary Ending.
STYLE, SIZE OF PAPER, NR OF COPIES, INK USE AND
POSITION/MARGIN OF A MILITARY LETTER
• Style – should be dignified, direct and accurate. Nicknames should be avoided. The tone
should be dignified and polite. It has the same 3 main elements as a civilian letter: heading,
body & complimentary ending. No salutation;
• Size of the Paper - A4 = 21 cm x 29.7 cm (8.27”x11.69”).
• Use only one side of the paper.
• Number of copies prepared - Ordinarily, 3 copies are prepared. One accompanies the original,
the other is kept on file except when the addressee is not authorized to keep the record.
• Use only black or blue ink.
• Position:
a. Top margin - ¾ inch on first page (5 roller spaces).
- 1 ¼ inches (7 roller spaces) - second and succeeding pages
b. Left margin - 1 1/4 inches (15 bar spaces)
c. Right margin – ¾ inch (9 bar spaces)
d. Bottom margin – 1 1/4 inches (15 bar spaces)
ELEMENTS OF A MILITARY LETTER
1. HEADING – all the materials above the first line of the body the letter.
a. Letterhead – normally places ¾ inch or in the 5th line below the top edge of
the paper. It consists of:
HEADQUARTERS
CENTRAL PHILIPPINE UNIVERSITY ROTC UNIT
604TH COMMNUNITY DEFENSE CENTER, 6RCDG, RESCOM, PA
Lopez Jaena Street, Jaro, Iloilo City

b. File Reference – identifying file reference is placed at the left margin,

usually two (2) spaces below the letterhead and in line with the date.
RCPU-1
ELEMENTS OF A MILITARY LETTER

c. Date
- is placed at the right side of the paper, second line below the
letterhead. It should be placed beyond the margin. The usual order is the
day, the month and the year. The day and the year will be written in
numerical, while the month is spelled out =

02 April 2022
ELEMENTS OF A MILITARY LETTER
d. Subject To:
- Starts 2 spaces from file references and 2 spaces to the right of
the column
- Title capitalization is used in the subject phrase
- Must be stated in a few words as possible not to exceed 10
words. When subject extends to 2 lines, the 2nd is blocked under the
1st letter of the word in the subject phrase.
Example:

Subject: Request for Excuse of Absence

ELEMENTS OF A MILITARY LETTER
e. Channel (Addressee)
– correspondence can be routed through the normal chain of
command addressed to the next higher or lower commander expected to
exercise control, take action, or to be concerned. The THRU and TO
data begin on the fourth line below the preceding item.
Example:
To: CDT LTC NICHOLAS C DAYPUYART (ROTC) 1CL
Corps Commander, CPU ROTC Unit
Post

Thru: CDT MAJ MARY VALERIE G SAMPIANO (ROTC) 1CL

Bn Adjutant & Personnel Officer
. Post
 ELEMENTS OF A MILITARY LETTER
e. Addressee
– the addressee preceded by TO will be written in block style, with open
punctuation, and normally will be placed on the fourth line below the subject or the
thru addressee (if used). A military letter will be addressed to the Commanding
Officer or head of an agency, a command or an installation by his title. This letter
will not be addressed to headquarters or office. The title will not be abbreviated in
either complete or brief addresses.
Types of addresses:
• SINGLE ADDRESSEE – address to only one person
Example:
To COL JOHN F CRUZ INF (GSC) PA To: Commander
Commander, 1IBn, 301BdE, 3ID, PA 1IBn, 301Bde, 3ID, PA
Camp Lukas, Leon, Iloilo
Camp Lukas, Leon, Iloilo
ELEMENTS OF A MILITARY LETTER
Types of addresses:
• MULTIPLE ADDRESSES – address to many, the entire address of each will
be placed on a single line as possible

Example:
To: CDT HANNAH BEATRICE A ALVAREZ, 1CL
CDT RUTCHYL T BARCELONA, 1CL
CDT NICOLE C LAYSON, 1CL
CDT NICHOLAS DAENIELLE C DAYPUYART, 1CL
CDT ANGELIE S HERMANO, 1CL
CDT MARY VALERIE G SAMPIANO, 1CL To: All Cadets
CDT ROMELYN G VASQUEZ, 1CL CPU ROTC Cadet Corps
Post Post
 ELEMENTS OF A MILITARY LETTER
Types of addresses:
• Exempt ADDRESSES – address to many, except to individual or unit
indicated not to receive the letter, the entire address of each will be
placed on a single line as possible

Example:

To: All Cadets

CPU ROTC Unit Cadet Corps
Exempt: Military Police Cadets
 ELEMENTS OF A MILITARY LETTER
• ATTENTION ADDRESSES
– used to address the attention of an individual office or person
who will take action of the communication, preceded by the word,
Attention:
Example:

To: Corps Commander To: Commandant

CPU ROTC Cadet Corps CPU ROTC Unit
Post Post
Attn: Personnel Officer Attn: S1 Section
 ELEMENTS OF A MILITARY LETTER
2. BODY
- is the message itself. It is the substance of the letter placed between the heading
and the ending, as distinct from the formal beginning and ending.
- Starts on the 5th roller spaces below the inside address.
- This part of the letter is single-spaced, except when it is less than nine (9) lines and no reply is
expected that the space is doubled.
- Double spacing is used between paragraphs. The first line of the paragraph started 5 bar spaces
from the left margin. The succeeding line started on the margin.
- When the body consist only of 1 paragraph, it will not be numbered
- When a paragraph is subdivided, there must be at least two of the sub-division
1st subdivision – designated by small letters – “a”, “b”, “c”, etc.
2nd subdivision – designated by numbers in parenthesis (1), (2), (3), etc.
3rd subdivision – designated by small letters in parenthesis – (a), (b), (c), etc.
 ELEMENTS OF A MILITARY LETTER
- Abbreviations – Generally accepted in conformity with the AFP Style Manual.
They are written without spacing or periods except geographical locations which can
be written with or without periods.

- Page Numbering – The first page should not be numbered. Succeeding pages,
will be numbered consecutively, beginning with the second page as 2. Page number
will be centered 1 inch from the bottom of the page.

- Header – Footer – Place above and below the center margin of each page.
Example:
By 2028, a world-class Army that is a source of national pride.

Honor, Patriotism, Duty

 ELEMENTS OF A MILITARY LETTER
- Reference(s):
- When required, it is written as the first paragraph of the body of the letter’.
- Serve as basis that the letter is made.
- Indicates the authority and subject of each document indicated Written as follows:
Example 1:

1. Reference: P30-b, Art VI, PA SOP Nr 4 dtd 05 June 2010 Subject: Absences from ROTC
Instruction.

Example 2:

1. References:

a. P30-b, Art VI, PA SOP Nr 4 dtd 05 June 2010 Subject: Absences from ROTC
Instruction.
b. Commandant’s Guidance dtd 30 April 2020, Subject: Attendance Status
of University Athletes during PRISAA Meet.
 ELEMENTS OF A MILITARY LETTER
3. COMPLIMENTARY ENDING
– substance placed below the body of the letter. It consists of the
command or authority line, signature elements, inclosure(s) and
listing of copies furnished to other commands or offices.
Command or authority line
– when the correspondence is signed for the commander or head of
a command, agency or office by an individual authorized to do so,
an authority command line will be shown. The command or
authority line will be omitted when the correspondence has the
personal signature of the head of a command, agency or office.
The command or authority line when used, indicates that the
communication is written on the will of the commander.
ELEMENTS OF A MILITARY LETTER
Command or authority line –
- The command or authority line will be typed in a capital letters,
it begins on the 2nd line below last paragraph directly under the
1st letter of the last word of the main paragraph.
Types of Command or Authority Line:
a. - when address to the members of the command
BY COMMAND OF (RANK & FAMILY NAME):
BY ORDER OF (RANK & FAMILY NAME):
b. - when address to individual not a member of the command
FOR THE COMMANDER:
ELEMENTS OF A MILITARY LETTER
Signature:
– The signature contains the name of the officer (usually
first name, middle initial and last name ) signed in ink
(blue or black). The name typed, stamped or printed in a
capital letters identical with the written name. The
officer’s grade, arm service, and the title, type portion of
the signature begins approximately one space to the right
of the center of the page, (5) lines below the command
line. Block style and the open punctuations are used.
Example:
JOSELITO P ANDRADE
Colonel INF (GSC) PA
Group Commander
ELEMENTS OF A MILITARY LETTER
- Inclosures
– are supplementary documents which are sent with
communications to provide additional information. Listed
at the left of the page beginning on the same line as the
first line of the typed signature.
Example =
Inclosures:
a. Letter from Guardian
b. Medical Certificate
ELEMENTS OF A MILITARY LETTER
- Copy Furnished
- information concerning individuals to be furnished of the copies
of documents will be typed immediately under and separated at
least one line from the listing of enclosures, beginning the left
margin, one space below the typed signature.
Example =
cc: - Concern
- Tactical NCO
NON-MILITARY (PERSONAL-TYPE) LETTER

- is used for correspondence with the civilians,

civilian agencies, the Secretary of National Defense
and other governmental agencies.
Parts of a non-military letter
a. Heading
b. Date
c. Inside Address
d. Salutation (Dear Sir / Dear Mayor Cruz / Dear Dr Santos / Dear Secretary Paz
e. Body- paragraph are not numbered, single spacing is authorized when the
letters contain more than 9 lines.
f. Complimentary ending/close (Respectfully yours / Truly yours / Cordially
yours
g. Signature (Above Printed Name)
 CONLUSION:
“Writing a good military correspondence is like a
military operation. It takes discipline, foresight,
research, strategy, and if done right, ends in total
victory”

“PEN IS MIGHTIER
THAN THE SWORD”
QUESTIONS?
 Army Vision: By 2028, a world-class Army that is a source of national pride

A. Definition of terms
B. Characteristics of a good
correspondence
C. Types of Correspondence
D. Elements of a military correspondence
E. How to prepare a Subject-To letter
 THAT ENDS MY PRESENTATION
enjoy the rest of the day….

THANK YOU ...and GOD Bless!!!

 YOUR ARMY
"At your service, across the land" .