S C O P EDEFINITION OF TERMS

MILITARY (SUBJECT TO) LETTER

NON- MILITARY LETTERS

INDORSEMENT

MESSAGES

NON-MILITARY (PERSONAL) TYPE OF LETTER

PERSONNEL ACTION FORM

ROUTINE SLIP

INTER-OFFICE CORRESPONDENCE

DEFINITION OF TERMS

MILITARY (SUBJ-TO) LETTER – IS USED AS A MEANS OF COMMUNICATION AMONG MILITARY, NAVAL AND AIR PERSONNEL AND BETWEEN ACTIVITIES OF THE AFP.

NON-MILITARY (PERSONAL TYPE) LETTER - IS USED FOR CORRESPONDENCE WITH THE SECRETARY OF NATIONAL DEFENSE, OTHER GOVERNMENT DEPARTMENTS, CIVILIAN AGENCIES AND CIVILIANS.

ENDORSEMENT – IS A REPLY OF FORWARDING STATEMENT ADDED TO A MILLITARY LETTER.

DISPOSITION FORM – IS AN INFORMAL COMMUNICATION USED BETWEEN STAFF AGENCIES WITHIN A COMMAND’S HEADQUARTERS AND HAS VARIED PURPOSES.

PERSONAL ACTION FORM – IS INTENDED FOR USE TO INITIATE PERSONAL ACTIONS.

ROUTING SLIP - IS AN INFORMAL TYPE OF COMMUNICATION USED TO TRANSMIT OFFICIAL PAPERS FROM ONE TO ANOTHER WITHIN HEADQUARTERS.

RADIO MESSAGE – IS AN INFORMAL COMMUNICATION SENT THROUGH WIRE SERVICES TO FACILITATE ACTION ON A CERTAIN MATTER.

MILITARY (SUBJECT – TO) LETTER

S T Y L E

MILITARY (SUBJECT – TO) LETTER FOLLOWS A FUNDAMENTAL STYLE, VARYING ONLY IN DETAILS.

THE LETTER SHOULD BE PHRASED IN A COURTEOUS WAY AND THE LANGUAGE USED SHOULD BE REFINED WITHOUT ANY VULGARITY. IT IS TYPED IN TWO (2) CARBON COPIES USING ONLY ONE (1) SIDE OF A BOND 8x10 ½ INCH IN SIZE.

3 MAJOR COMPONENTS

1. HEADING – THIS PART CONSISTS OF ALL THE MATERIAL ABOVE THE FIRST LINE OF THE BODY. IT CONTAINS THE OFFICE OF ORIGIN AND ADDRESS, FILE REFERENCE, IDENTYING INITIALS, DATE, SUBJECT, CHANNELS THROUGH WHICH THE LETTER WILL PASS, AND ADDRESS TO WHICH THE LETTER WILL BE SENT.

2. BODY – THE BODY OF THE MILITARY LETTER IS THAT PART THAT PLACED BETWEEN THE HEADING AND CLOSE: IT IS THE SUBSTANCE OF THE LETTER AS DISTINGUISHED FROM THE FORMAL BEGINNING AND ENDING. IN PREPARING THIS PORTION OF THE LETTER BE GUIDED BY THE FOLLOWING RULES:

R U L E S

1. SPACING – THE BODY WILL BE SINGLE- SPACED, EXCEPT WHEN IT IS LESS HAN NINE (9) LINES NO REPLY IS ANTICIPATED. IN THIS CASE, IT WILL BE DOUBLE-SPACED. DOUBLE SPACE IS AUTHORIZED BETWEEN PARAGRAPHS. THE FIRST LINE OF THIS PORTION BEGINS ON THE FITH BELOW THE INSIDE ADDRESS.

2. PARAGRAPHING – WHETHER A LETTER CONSISTS ON ONLY ONE PARAGRAPH, THE PARAGRAPH WILL NOT BE NUMBERED ALTHOUGH ITS SUB-PARAGRAPS ARE LETTERED. IF THERE ARE TWO (2) OR MORE. WHEN THERE ARE MORE PARAGRAPHS, THEY WILL BE NUMBERED CONSECUTIVELY. THE FIRST LINE OF A PARAGRAPH IS INDENTED FIVE (5) SPACES. THE SUCCEEDING LINES BEGIN AT THE LEFT MARGIN.

3. ABBREVIATIONS – AUTHORIZED ABBREVIATIONS MAY BE USED IN THE BODY OF A MILITARY LETTER. BUT THEY MUST BE USED SPARINGLY. ABBREVIATIONS ARE NORMALLY WRITTEN WITHOUT SPACING OR PERIODS.

R U L E S

4. REFERENCES – REFERENCE TO A PUBLICATION MUST BE SPECIFIC AND WILL BE FULLY IDENTIFIED. WHEN REFERRING TO A CORRESPONDENCE, INCLUDE THE TYPE, FILE REFERENCE, OFFICE OF ORIGIN, DATE AND SUBJECT.

5. PAGE NUMBERING – THE FIRST PAGE IS NOT NUMBERED. HOWEVER, THE SUCCEEDING PAGES WILL BE NUMBERED CONSECUTIVELY, EXCEPT THE LAST PAGE. PAGE NUMBERS ARE CENTERED ONE (1) FROM THE BOTTOM OF THE PAGE.

6. CONTINUATIONS – A PARAGRAPH OF THREE (3) OR MORE LINE WILL NOT BE DIVIDED BETWEEN PAGES. AT LEAST TWO (2) LINES OF A DIVIDED PARAGRAPH WILL APPEAR ON EACH PAGE3. CLOSE – THE CLOSE OF MILITARY LETTER CONSIST

OF THE COMMAND AUTHORITY LINE, SIGNATURE ELEMENT AND ENCLOSURE.

MILITARY (SUBJECT – TO) LETTER

MILITARY (SUBJECT – TO) LETTER

C L O S E

COMMAND OR AUTHORITY LINE – WHEN A MIL LTR IS SINGED FOR THE COMDR OR HEAD OF A COMD, AGENCY, OR OFFICE BY AN INDIVIDUAL AUTHORIZED TO DO SO, AN AUTHORITY LINE IS SHOWN. THE AUTHORITY LINE INDICATES THAT IT IS AN EXPRESSION OF THE WILL OF THE COMDR, OR HEAD OF AGENCY OR OFFICE. THE COMD OR AUTHORITY LINE IS OMITTED WHEN THE HEAD OF A COMD, AGENCY, OR OFFICE PERSONALLY SIGNS THE LTR, OR WHEN THE BODY CONTAINS A MANDATORY PHRASE SUCH AS “THE COMMANDING GENERAL DESIRES...” THE COMD OR AUTHORITY LINE BEGINS ON THE SECOND LINE BELOW THE LAST PARAGRAPH DIRECTLY UNDER THE FIRST LETTER OF THE FIRST WORD OF THE PROCEEDING MAIN PARAGRAPH. IT IS TYPED IN CAPIAL LETTERS & WITHOUT THE USE OF ABBREVIATIONS. IT END WITH A COLON.

SIGNATURE ELEMENT – THIS POSITION IS TYPEWRITTEN FIVE (5) LINES BELOW THE COMD OR AUTHORITY LINE AND INTENDED ONE (1) SPACE TO THE RIGHT FROM THE CENTER OF THE PAGE. IT CONTAINS THE FIRST NAME, MIDDLE INITIAL& SURNAME OF THE OFFICER AUTHORIZED TO SIGN, FOLLOWED BY HIS RANK & BRANCH OF SVC, AND HIS OFFICIAL DESINGATION ON THE LAST LINE. THESE SHOULD BE TYPEWRITTEN IN BLOCK TYPE.

ENCLOSURE – THIS SPACE IS FOUND ON THE LEFT SIDE OF THE PAGE & IN THE LINE WITH THE TYPED SIGNATURE OF THE SIGNATURE BLOCK. IT CONTAINS A LISTING OF ALL ENCLOSURES WHICH ARE SUPPLEMENTARY DOCUMENTS THAT ARE SENT WITH THE COMMUNICATION TO PROVIDE ADDITIONAL INFORMATION.

H E A D Q U A R T E R SNCR REGIONAL COMMUNITY DEFENSE GROUP

A R M Y R E S E R V E C O M M A N DFort Andres Bonifacio, Makati City

 NCRX 27 June 2002

SUBJECT: Reference Materials, request for  

  TO: Task Force Commander

Anti Crime Task Force Camp Aguinaldo, Quezon City

   

1. This Pertains to the implementation of the National Service Training Program (NSTP) or Republic Act Number 9163 which will be made effective this School Year 2002-03. The program is aimed at enhancing civic consciousness and defense preparedness in the youth while undergoing training in any of its three (3) components. The three (3) components are: Reserve Officers Training Corps (ROTC), Literacy Training Service (LTS) and Civic Welfare Training Service (CTWS). 

2. The AFP will be the implementor of the ROTC Program while CHED and TESDA will implement the CTWS and LTS respectively. To make the ROTC Program more attractive and interesting to the students, we have made some revisions in the present Program of Instruction (POI) to make it more responsive with the demands of the changing times. It is in this regard that we are requesting for reference materials for Anti and Counter Terrorism subject that focused on the organization, functions and capabilities.  3.  Request favorable consideration.   

  ERNIE A AMBOY MNSA

Colonel (GSC) PA Group Commander

INDORSEMENT

S T Y L E S THE STYLE OF AN ENDORSEMENT IS GENERALLY THE SAME AS THEAT OF MIL (SUBJ-TO) LTR. IT HAS THE SAME COMPONENTS AS THE MIL AND NON-MIL LETTERS. THERE IS ONE MAJOR DIFFERENCE BETWEEN A MIL LTR & AN ENDORSEMENT. IN AN ENDORSEMENT, THE DATE IS WRITTEN AT THE END OF THE OFFICE OF ORIGIN & ADDRESS. THE DATE IN A MIL LTR IS WRITTEN AS A SINGLE UNIT & LOCATED ON THE SECOND LINE BELOW THE ADDRESS OF THE ISSUING HQS OR OFFICE. ENDORSEMENT ARE NUMBERED CONSECUTIVELY.

THERE ARE TWO (2) TYPES OF ENDORSEMENT USED IN THE MIL OTHER THAT THE FORMAL FORM NORMALLY PRACTICED. THESE ARE THE STAMP & CHECKED OR INITIAL ENDEROSEMENT. THEIR USES & STYLE ARE EXPLAINED HEREUNDER.

S T Y L E S

IN CASES NOT DISCIPLINARY IN NATURE, THE USE OF STAMP ENDORSEMENT IS AUTHORIZED. IT HAS THE SAME ELEMENTS AS THE MIL LTR. THE ABBREVIATION “IND” IS PRECEDED BY A BLANK SPACE FOR THE ENDORSEMENT NUMBER. EXPRESSIONS FORMING THE BODY OF THE ENDORSEMENT INCLUDED THE FOLLOWING:

APPROVED DISAPRROVED

NOTE AND RETURN CONCERNED NOTED

FOR COMPLIANCE NO RECORD

FOR APPROPRIATE ACTION & RETURN

A CHECKED OR INITAL ENDORSEMENT IS USED TO FORWARD COMMUNICATION WITHOUT COMMENT. IT IS INITIATED BY AN INDIVDUAL WHO TRANSMIT THE CORRESPONDENCE. IT ALSO NUMBERED IN SEQUENCE. “FORWARDED” AND “RETURNED ARE NOT USED.

INDORSEMENT

H E A D Q U A R T E R S1ST (MAMAPAPASANTA) READY RESERVE BATTALION

130RD CDC, NCRRCDG, ARESCOMFort Andres Bonifacio, Makati City

RRBN/3 09 June 2002

SUBJECT: Letter Order, request for

TO: CO, 1303RD CDC, NCRRCDG, ARESCOM P o s t

1. Request that TSg Juan C Dela Cruz ML-A378869 PA (Res), a member of the this Unit to avail of the C-130 Air Craft in going to Zamboanga City from Manila to attend the burial of his mother on 15 June 2002.

2. Further request favorable consideration.

JUAN C SAN JUAN Major (INF) PA Battalion Comdr

1303rd CDC 1st Ind GBLJR/mbi/57-34

HEADQUARTERS, 1303RD CDC, NCRRCDG, ARESCOMFort Bonifacio, Makati City, 09 June 2002

TO: Group Commander, NCRRCDG, ARESCOM P o s t

1. This pertains to the basic letter request of TSg Juan C Dela Cruz ML-A378869 PA (Res), dated 09 Jun 02 requesting accommodation for C-130 Air Craft from Manila to Zamboanga City purposely to attend the burial of his mother on 15 Jun 02.

2. Request favorable consideration.

GODOFREDO B LABITAN JR Major (INF) PA CDC Commander

NON-MILITARY (PERSONAL TYPE) LETTER

A NON-MIL (PERSONAL TYPE) LETTER DIFFERS FROM A MIL

(SUBJ-TO) LTR IN THE FOLLOWING ASPECT:

1. STYLE – IT FOLLOWS THE SAME GENERAL STYLE OF A CIVILIAN

BUSINESS LETTER. IT USES A SALUTATION WHICH IS A PART OF THE

HEADING, AND A COMPLEMENTARY CLOUSE WHICH IS A PART OF THE

CLOSE. THE USE OF ABBREVIATION IS NOT AUTHORIZED. IT IS

WRITTEN ON A BOND PAPER HAVING THE SAME SIZE AS THAT USED IN

A MIL LTR. WHEN PREPARED, IT APPEARS LIKE A PICTURE IN A

FRAME. THE SALUTATION HAS COLON TO DENOTE FORMALITY.

THE USE OF THE IDENTIFYING REFERENCE IS OPTIONAL

DEPENDING ON THE INSTRUCTIONS OF THE COMMANDER OR

SUPERVISOR. IDENTIFYING INITIALS & TELEPHONE NUMBER ARE

OMITTED. THE DATE IS TYPEWRITTEN IN THE SAME MANNER AS IN A

CIVILIAN LTR. IT HAS AN INSIDE ADDRESS THAT CONTAINS THE NAME

& TITLE OF THE RECEIVER, STREET, CITY, AND PROVINCIAL ADDRESS

ALL WHICH ARE TYPWRITTEN IN BLOCK STYLE.

NON-MILITARY (PERSONAL TYPE) LETTER

2. BODY – PARAGRAPHS ARE NOT NUMBERED, SINGLE SPACING IS

AUTHORIZED WHEN THE LETTER CONTAINS MORE THAN NINE (9)

LINES. HOWEVER, WHEN IT IS SO SHORT, OR WHEN IT HAS LESS THAN

NINE (9) LINES, DOUBLE SPACING IS OBSERVED. DOUBLE SPACING IS

ALSO OBSERVED BETWEEN PARAGRAPHS.

SUB-PARAGRAPHING IS AVOIDED. WHEN ABSOLUTELY,

SUB-PARAGRAPH ARE LETTERED. REFERENCES ARE USED VERY

SPARINGLY. WHEN USED, THEY WILL BE IDENTIFIED FULLY.

3. CLOSE – THIS COMPONENT HAS A COMPLEMENTARY CLOSE. THE

COMPLEMENTARY CLOSE IN LIEU OF THE COMMAND OR AUTHORITY

LINE. THE SIGNATURE & ENCLOSURE ARE ALSO INCLUDED. FOR THE

SAKE OF UNIFORMITY, FORMAL OFFICIAL NON-MIL LETTERS

SHOULDCARRY THE COMPLEMENTARY CLOSE “VERY TRULY YOURS”

INSTEAD OF RESPECTFULLY YOURS” WHICH IS USED IN LETTERS

INTENDED FOR RELIGIOUS LEADERS.

H E A D Q U A R T E R SNCR REGIONAL COMMUNITY DEFENSE GROUP

A R M Y R E S E R V E C O M M A N D

Fort Andres Bonifacio, Makati City

April 11, 2001

ATTY. MARIO B. INOPIARegistrar, Saint Peter CollegeManggahan, Pasig City

Dear Atty. Inopia:

This is with reference to your letter request dated April 5, 2001 regarding On-Campus ROTC Classes for Summer 2001.

We would like to inform your good office that NCRRCDG, ARESCOM is no longer conducting ROTC Summer Classes as per CHED Memorandum Order No. 14 series of 1999.

However, in order to address your concern regarding your problems on ROTC matters, we are recommending to affiliate your school to other schools within the vicinity with activated ROTC Unit in order to facilitate and cater all ROTC requirements of your students.

For further information, please find time to visit our unit so that we can assist you and help you regarding this matter.

Thank you and we hope to be working with you someday.

Very Truly yours,

TEDDY R ZAMORA Lt Colonel (OS) PA Group Adjutant

PERSONNEL ACTION FORM

P U R P O S E

THE PERSONNEL ACTION FORM, OFFICIALLY KNOWN AS AFP AGO FROM NR 110, HAS BEEN DEVISED FOR USE THROUGHOUT THE AFP. IT IS INTENDED FOR A WIDE VARIETY OF ROUTINE PERSONNEL ACTIONS.

IT USUALLY PRESENT ON ONE PAGE THE ENTIRE RECORD OF ANY SINGLE ACTION FROM START TO FINISH. BECAUSE IT IS SIMPLE AND EASY TO USE. IT SPEEDS UP THE HANDLING OF PERSONNEL ACTIONS EACH DAY.

U S E S

AFP AGO FORM NR 110 IS USED TO REQUEST, RECOMMEND DIRECT OR REPORT ANY PERSONNEL ACTION FOR WHICH NO OTHER STANDARD FORM IS REQUIRED, & WHEN NO OTHER TYPE OF COMMUNICATION IS REQUIRED OR IS BETTER.

ALL ENTRIES IN THE FORM SHOULD BE AS BRIEF & DIRECT TO THE POINT AS POSSIBLE. IN ITS PREPARATION, THE ASSISTANCE OF PERSONNEL CLERK IS MINIMAL.

PERSONAL ACTION FORM

Request (X) Recommendation ( ) Directive ( )

THRU: Channel

TO: Commanding General

Army Reserve Command Cp Riego de Dios, Tanza, Cavite

FM: MSg Mario B Inopia 641134 (Inf) PA NCRRCDG, ARESCOM, Ft Bonifacio Makati City

1. Name, Grade, AFPSN, Unit & Station MSg Mario B Inopia 641134 (Inf) PA NCRRCDG, ARESCOM, Ft Bonifacio Makati City

2. Nature of activity & authority (If applicable) Request for fifteen (15) days R & R.

3. Reason for action:

a. That I want to avail my privilege to have some R & R after conducting six (6) months of continuous combat operations.

b. That I want to visit my family

4. Supplementary Data (As Required) a. Date entered Mil Svc – 01 Feb 1974. b. Pending Case: None c. Address: Baleno, Masbate

5. Inclosure:

MSg Mario B Inopia 641134 (Inf) PA (Type Name and Signature)

PROCESSING ACTION

NR COMMENTS COMMENTS

1 TO: Group Commander NCRRCDG, ARESCOM P o s t

Recommend approval.

FROM: Commanding Officer HHSCOy, NCRRCDG, ARESCOM Fort Andre Bonifacio, Makati City

GODOFREDO B LABITAN JR Major (INF) PA Commanding Officer

2 TO: Commanding General Army Reserve Command Cp Riego De Dios, Tanza, Cavite

Recommend approval.

FROM: Group Commander NCRRCDG, ARESCOM Fort Andre Bonifacio, Makati City

ERNIE A AMBOY MNSA Colonel (GSC) PA Group Commander

ROUTING SLIP

THE PRINCIPAL PURPOSE OF ROUTING SLIP IS TO TRANSMIT PAPERS FROM OFFICE TO OFFICE WITHIN A HQS, OR FROM A SECTION WITHIN AN OFFICE. IT IS NEVER USED FORWARD PAPAERS TO AN OFFICE OUTSIDE A HEADQUARTERS. THE ROUTING SLIP IS USED TO SPEED UP TRANSMITTAL OF CORRESPONDENCE DIRECT TO ACTION SECTION WITHOUT THE NEED FOR FORMAL ENDROSEMENT.

IT SECTION OF A HQS IS ENCOURAGED TO DESIGN APPROPRIATE ROUTING SLIP FOR ITS PARTICULAR USE. AS HAS ALREADY BEEN MENTIONED, THIS FORM IS PRINTED IN ADVANCE.

1. Approval/Signature

TO FM DATE SENDERS ACTION ACTION REQUESTED SIGNATURE TAKEN

GROUP G-3ROUTING SLIP

SUBJECT:

3. Comment/Recommendation

4. Study/Investigation

9. Rotation & Return

10. InformationREMARKS:

11. See/Call me

12. Dispatch

13. Missent

14. File

15. Guidance

10. Information

2. Appropriate Staff Action

5. Reply for Signature

6. Reply Direct to Write

7. Report Due

8. Re-write/Re-draft

DISPOSITION FORM

U S E S

1. TO GIVE INSTRUCTION.

2. TO TRANSMIT AN ORDER, POLICY ADVICE, OR INFORMATION.

3. TO REQUEST ACTION, INSTRUCTION, POLICY OPINION, ETC.

4. TO TRACE ACTION, OR CHECK OR FOLLOW-UP IMPLEMENTATION OF ORDERS.

5. TO RECORD COMMENTS, COORDINATION AND RECOMMENDATION.

F O R M A T

EACH SEPARATE STATEMENTS IN THE DISPOSITION FORM AS “COMMENT” FOLLOWED BY A NUMBER. THE OTHER NECESSARY ITEMS ARE PRINTED IN THE FORM ITSELF. MULTIPLE ADDRESS ARE USED. AUTHORIZED ABBREVIATIONS ARE ALSO USED.

AT THE END OF THE “COMMENT”, THE SIGNATURE CONTAINS ONLY THE LAST NAME OF THE HAED OF OFFICE FROM WHERE THE DISPOSITION FORM ORIGNIATES.

SECURITY CLASSIFICATIONS

FILE NUMBER:

TO: GC FM: EX-O DATE: 03 July 2002 Cmt Nr: ________ RCC/WNG/mbi/trz/57-65  __________S3__________ SUMMARY:   1. References:   a. Ltr from LTC BENJAMIN L BARON (GSC) PA (RES) dtd 02 Jul 02. Subject: Availability of Vallejo Hall. b. Endorsement letter from CO, 1303th CDC dated 02 Jul 02.  2. Per reference 1a, LTC BENJAMIN L BARON (GSC) PA (RES), Bn Comdr of 1st (MAMAPAPASANTA) RRBn is requesting for the availability of Vallejo Hall on 091300 July 2002 to be used as venue of their Bingo Social.   3. Accordingly, the proceeds of the bingo social will be used as fund support in the conduct of their unprogrammed/in-house training. 4. S3 recommends approval on the request of LTC BARON.   5. I concur.   RECOMMENDATION:  6. Approval of para 2.      BARABICHO 

DISPOSITION FORM

SUBJECT: Availability of Vallejo Hall