I am attaching the template to use please follow instructions provided as well as instructions in the power point attached also I am attaching the PDFs for memorandu

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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 29 June 2023—

o Updates guidance for clarity (paras 1 – 23, 1 – 39, and 3 – 5).

This administrative revision, dated 15 June 2023—

o Changes proponency from the Administrative Assistant to the Secretary of the Army to the Chief Information

Officer (title page).

This administrative revision, dated 8 November 2022—

o Replaces “Soldiers” with “Servicemembers” (para 6–6c).

o Adds a reference to DoDM 5110.04, Volume 2 (para C–2b).

o Updates proper form for addresses in letters, on envelopes, and for salutations and complimentary closes in letters

(table C – 4).

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 3–6c(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 2–4a(2)(a)).

o Directs that correspondence, internal to Army, will be approved via digitally signed documents (paras 1 – 17 and

5–1b(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 3–5d).

o Directs that digital signatures will not be used on letters (para 3–6c(2)(b)).

o Adds instructions for preparing a digital signature using Adobe Pro (paras 5–1b(2), 6–4e, 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).

o Removes the use of Army Knowledge Online and Defense Knowledge Online instant messaging for

organizational and individual information transfer (formerly para 1–7e).

o Removes figures in chapter 8 and refers users to DoD Manual 5200.01, Volume 2 (DoD Information Security

Program: Marking of Classified Information) for examples of memorandums with classification markings.

*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 by

this administrative revision 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

Chief Information Officer. The proponent

has the authority to approve exceptions or

waivers to this regulation that are con-

sistent with controlling law and regula-

tions. The proponent may delegate this

approval authority, in writing, to members

of the Senior Executive Service within the

proponent agency. Activities may request

an exception or waiver to this regulation

by providing justification that includes a

full analysis of the expected benefits and

a formal review by the activity’s senior le-

gal officer. All requests for exceptions or

waivers will be endorsed by the com-

mander or senior leader of the requesting

activity and forwarded through their

higher headquarters to the proponent. Re-

fer 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 Chief In-

formation Officer.

Suggested improvements. Users

are invited to send comments and sug-

gested improvements on DA Form 2028

(Recommended Changes to Publications

and Blank Forms) via email to

usarmy.pentagon.hqda-cio.mbx.policy-

[email protected].

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

Writing quality • 1 – 11, page 2

Exclusive For correspondence • 1 – 12, page 2

Contents—Continued

AR 25–50 • 10 October 2020 ii

Section III

Specific Correspondence Guidance, page 3

Dissemination of command instructions • 1 – 13, page 3

Unique capitalization • 1 – 14, page 3

Abbreviations, brevity codes, and acronyms • 1 – 15, page 3

Letterhead • 1 – 16, page 3

Digital signatures • 1 – 17, page 4

Paper • 1 – 18, page 4

Type fonts and sizes • 1 – 19, page 4

Ink color • 1 – 20, page 4

Copies • 1 – 21, page 4

Classified and special handling correspondence • 1 – 22, page 4

Identifying a point of contact • 1 – 23, page 5

Identifying the originating office • 1 – 24, page 5

Expressing a date • 1 – 25, page 5

Expressing time • 1 – 26, page 5

Suspense date • 1 – 27, page 5

Addressing • 1 – 28, page 5

Postscripts • 1 – 29, page 5

References • 1 – 30, page 5

Page and paragraph numbering • 1 – 31, page 6

Using boldface and italic type for emphasis • 1 – 32, page 6

Distribution formulas • 1 – 33, page 6

Identifying and listing enclosures • 1 – 34, page 6

Nine-digit ZIP code (ZIP code) • 1 – 35, page 6

North Atlantic Treaty Organization correspondence • 1 – 36, page 7

Recordkeeping requirements for delegations of signature authority • 1 – 37, page 7

Section IV

Effective Writing and Correspondence: The Army Writing Style, page 7

Standards for Army writing • 1 – 38, page 7

Constructing military correspondence • 1 – 39, page 7

Chapter 2

Preparing Memorandums, page 7

General • 2 – 1, page 7

Use • 2 – 2, page 7

General rules • 2 – 3, page 8

Format • 2 – 4, page 8

Multiple-page memorandums • 2 – 5, page 9

Memorandum of understanding or memorandum of agreement • 2 – 6, page 10

Memorandum for record • 2 – 7, page 11

Decision memorandum • 2 – 8, page 11

Chapter 3

Preparing Letters, page 37

General • 3 – 1, page 37

Use • 3 – 2, page 38

Response phrases • 3 – 3, page 38

Abbreviations • 3 – 4, page 38

General rules • 3 – 5, page 38

Format • 3 – 6, page 38

Chapter 4

Listing Enclosures, Placing Tabs, and Assembling Correspondence, page 46

General • 4 – 1, page 46

Contents—Continued

AR 25–50 • 10 October 2020 iii

Enclosures • 4 – 2, page 46

Tabbing enclosures • 4 – 3, page 47

Tabbing correspondence packages • 4 – 4, page 47

Chapter 5

Processing Correspondence and Official Mail, page 48

Section I

Cost Reduction Methods, page 49

Reducing mail costs • 5 – 1, page 49

Disseminating correspondence via messenger envelopes • 5 – 2, page 49

Section II

Envelopes, page 49

Size • 5 – 3, page 49

Folding and fastening • 5 – 4, page 49

Mailing • 5 – 5, page 49

Section III

Addressing Mail, page 50

Delivery address • 5 – 6, page 50

Return address • 5 – 7, page 50

Addressing • 5 – 8, page 50

Address format • 5 – 9, page 50

Address content • 5 – 10, page 51

“To the Commander of___” • 5 – 11, page 52

Chapter 6

Preparing Authority Lines, Signatures, and Signature Blocks, page 53

Section I

Delegation of Authority, page 53

Delegation of signature authority • 6 – 1, page 53

Delegation of authority line • 6 – 2, page 53

Section II

Signatures and Signature Blocks, page 54

Signatures • 6 – 3, page 54

Signature block • 6 – 4, page 54

Personnel on active duty • 6 – 5, page 55

Retired military personnel • 6 – 6, page 56

Army Reserve personnel not on active duty • 6 – 7, page 57

Civilian personnel and contract surgeons • 6 – 8, page 57

Signatures of subordinates • 6 – 9, page 57

Auto-pen signature • 6 – 10, page 57

Chapter 7

Using Prescribed Forms and Labels, page 57

General • 7 – 1, page 57

Routing and transmittal slips • 7 – 2, page 57

Department of the Army Form 5 • 7 – 3, page 57

Department of the Army Form 200 • 7 – 4, page 58

Department of the Army Form 209 • 7 – 5, page 58

Department of the Army Label 113 • 7 – 6, page 58

Department of the Army Label 115 • 7 – 7, page 58

Optional Form 65 – B or standard sized Interdepartmental Delivery Envelopes • 7 – 8, page 58

Optional Form 65 – C or legal sized Interdepartmental Delivery Envelopes • 7 – 9, page 58

Contents—Continued

AR 25–50 • 10 October 2020 iv

Chapter 8

Marking Classified Correspondence, page 58

General authority • 8 – 1, page 58

Cover sheets • 8 – 2, page 58

Appendixes

A. References, page 59

B. Titles and Protocol Sequence, page 62

C. Forms of Address, Salutation, and Complimentary Close, page 64

D. Model Authority Lines and Signature Blocks, page 82

E. Preparing Mass Mailings, page 94

F. Creating an Adobe Digital Signature on a Microsoft Word Document Using Adobe Pro, page 95

G. Internal Control Evaluation, page 96

Table List

Table 4 – 1: Three enclosures, page 46

Table 4 – 2: Four enclosures, page 46

Table 4 – 3: One enclosure, page 46

Table 4 – 4: Two or more enclosures, page 46

Table 4 – 5: Two enclosures, page 47

Table 4 – 6: Five enclosures, page 47

Table 5 – 1: Address format, page 50

Table 5 – 2: Return address format, page 50

Table 5 – 3: United States Postal Service two-letter State or territory abbreviations, page 51

Table 5 – 4: Example of “To the Commander of__”, page 52

Table 6 – 1: Army grade abbreviations, page 55

Table C – 1: The Executive Branch, page 64

Table C – 2: The Congress and legislative agencies, page 67

Table C – 3: The Judiciary, page 69

Table C – 4: Military Personnel, page 69

Table C – 5: State and Government officials, page 74

Table C – 6: Ecclesiastical officials, page 75

Table C – 7: Private citizens, page 77

Table C – 8: Corporations, companies, and federations, page 78

Table C – 9: Foreign government officials, page 78

Table C – 10: International organizations, page 79

Table C – 11: Additional former officials, page 80

Figure List

Figure 2 – 1: Using and preparing a memorandum with a digital signature, page 12

Figure 2 – 2: Preparing a two-page memorandum with a suspense date, page 14

Figure 2 – 2: Preparing a two-page memorandum with a suspense date—Continued, page 14

Figure 2 – 3: Addressing a single-address Headquarters, Department of the Army Memorandum, page 15

Figure 2 – 4: Addressing a single-address Army service component command memorandum, page 16

Figure 2 – 5: Addressing a multiple-address memorandums for Headquarters, Department of the Army agencies using

full titles and addresses with a digital signature, page 17

Figure 2 – 6: Addressing a multiple-address memorandums for Headquarters, Department of the Army agencies using

office symbols, page 18

Figure 2 – 7: Addressing an Army command multiple-address memorandums with digital signature, page 19

Figure 2 – 8: Preparing a SEE DISTRIBUTION addressed memorandum, page 21

Figure 2 – 8: Preparing a SEE DISTRIBUTION addressed memorandum—Continued, page 21

Contents—Continued

AR 25–50 • 10 October 2020 v

Figure 2 – 9: Preparing a DISTRIBUTION list on the second page, page 23

Figure 2 – 9: Preparing a DISTRIBUTION list on the second page—Continued, page 23

Figure 2 – 10: Preparing a memorandum with a distribution formula, page 24

Figure 2 – 11: Preparing a single-address MEMORANDUM THRU, page 25

Figure 2 – 12: Preparing a MEMORANDUM THRU with two addresses, page 26

Figure 2 – 13: Preparing a one-paragraph memorandum with subparagraphs and continuing the subject line, page 27

Figure 2 – 14: Listing enclosures, copies furnished, and point of contact paragraph, page 28

Figure 2 – 15: Preparing a memorandum of understanding, page 30

Figure 2 – 15: Preparing a memorandum of understanding—Continued, page 30

Figure 2 – 16: Preparing a memorandum of agreement, page 32

Figure 2 – 16: Preparing a memorandum of agreement—Continued, page 32

Figure 2 – 17: Preparing a memorandum for record, page 33

Figure 2 – 18: Preparing a decision memorandum, page 35

Figure 2 – 18: Preparing a decision memorandum—Continued, page 35

Figure 2 – 19: Preparing a digital decision memorandum, page 37

Figure 2 – 19: Preparing a digital decision memorandum—Continued, page 37

Figure 3 – 1: Formatting a letter, page 41

Figure 3 – 1: Formatting a letter—Continued, page 41

Figure 3 – 2: Using office symbols and titles, page 42

Figure 3 – 3: Spacing in a letter, page 43

Figure 3 – 4: Preparing a letter with a subject line, page 44

Figure 3 – 5: Using courtesy copy in letters, page 45

Figure 4 – 1: Tabbing correspondence, page 48

Figure B – 1: Protocol sequence for addressing the Office of the Secretary of Defense, page 62

Figure B – 2: Protocol order for addressing Headquarters, Department of the Army principal officials, page 63

Figure D – 1: Signed by the commanding general, page 82

Figure D – 2: Signed by an authorized subordinate of the commander, page 83

Figure D – 3: Signed by the head of a Headquarters, Department of the Army Staff agency, page 83

Figure D – 4: Signed by an authorized representative of the Headquarters, Department of the Army staff

agency, page 84

Figure D – 5: Signed by the commanding officer of a unit, headquarters, or installation, page 84

Figure D – 6: Signed by an authorized representative of the commander of a unit, headquarters, or installa-

tion, page 85

Figure D – 7: Signed by an authorized representative for the head or staff office or other official, page 86

Figure D – 8: Signed by an authorized civilian, with or without an authority line, page 87

Figure D – 9: Signature of an officer writing as an individual (show name, grade, branch, and organization), page 87

Figure D – 10: Examples of signature blocks for letters (show the name in uppercase and lowercase letters, grades,

U.S. Army spelled out, and organization), page 88

Figure D – 11: Signature blocks for retired military personnel, page 88

Figure D – 12: Abbreviated titles, page 89

Figure D – 13: Unabbreviated titles, page 89

Figure D – 14: Noncommissioned officer signature blocks, page 90

Figure D – 15: Signed by an enlisted U.S. Army Reserve Soldier on active duty, such as during an Active Guard Re-

serve Assignment, page 90

Figure D – 16: Signed by a U.S. Army Reserve officer on active duty, page 90

Figure D – 17: Signed by an officer assigned to the general staff, colonel, or below, page 91

Figure D – 18: Signed by an officer detailed as inspector general, page 91

Figure D – 19: Signed by a medical corps officer, page 91

Figure D – 20: Signed by a reserve noncommissioned officer not on active duty, page 92

Figure D – 21: Signed by a reserve officer not on active duty, page 92

Figure D – 22: Signed by a reserve warrant officer, page 92

Figure D – 23: Signed by an active duty U.S. Army Reserve chaplain (such as during an Active Guard Reserve as-

signment), page 93

Figure D – 24: Signed by a U.S. Army Reserve chaplain not on active duty, page 93

Glossary

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, Volume 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. Person

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