FROM: 355 AFROTC CW/DPME

SUBJECT: Writing Official Memorandums

1. This letter is to be used as a reference throughout your ROTC career so that you can always write a properly formatted memorandum, even if you don’t have a template. The following subparagraphs dictate how one is properly formatted.

     a. All margins are one inch.

     b. The words “DEPARTMENT OF THE AIR FORCE” should be in all capitals, font size 12, and in Arial Rounded MT Bold. The next line, “AIR UNIVERSITY (AETC)”, should once again be in all capitals and the same font style, but the size is 9. These must be centered and are not put in bold.

     c. The rest of the memorandum is in the font style of Times New Roman and font size 10. Place the date four lines below the last line of the letterhead and right justified. You can write the date with the month abbreviated or written out in full. If the month is spelled out, however, you must write the year using all four digits. Likewise, if you abbreviate the month, you must abbreviate the year to two digits. Furthermore, you should use the same format for all subsequent dates within your memorandum.

     d. The letter’s recipient is written on the very next line, left justified and in all caps. This memo is going to all the POC, so the letter says “MEMORANDUM FOR POC”. If it were going to the entire cadet wing, you would write, “MEMORANDUM FOR CADET WING.” Memorandums for the COC are addressed “MEMORANDUM FOR COC.” COC may also be spelled out if you choose. Do not use the word “the” unless it is going to our Detachment Commander, then you can use either, “MEMORANDUM FOR PAS” or “MEMORANDUM FOR THE COMMANDER.”

     e. Skip one line and write to whom the memo is from. First state the Detachment it is coming from, and then get more specific. Following the CW (Cadet Wing) put a “/” and then write your position. If your position has a slash in it, use a dash, e.g., if you are the C/DOT-CC, your line would read: “FROM: 355 AFROTC CW/DOT-CC.”

     f. Skip another line and write the subject heading. Only the word “SUBJECT” is in all caps. Place a colon, take two spaces, and then write the subject heading. Be brief - don’t summarize your letter in the subject heading. Just write a few words stating what the letter is pertaining to.

     g. Skip two full lines and begin the body of your letter on the following line. Subparagraphs are indented four spaces. Two spaces are placed after the paragraph header (which is either the number or the letter) and the first sentence of the paragraph. Your paragraphs are separated as follows (normally, they would have one line of space between each paragraph):
     a.
     b.
         (1)
             (a)
             (b)
                 1.
                 2.
         (2)
And so on until you come back to the original paragraph headers. Remember that you can never use only one subparagraph.  You can, however, have a single paragraph memorandum, in which case the single paragraph is not numbered and is justified to the left. You may not have any subparagraphs when writing such a memorandum.

     h. All ranks are capitalized in the body of your letter, as well as positions. So, don’t write, “The cadet corps commander, cadet colonel...” instead write, “The Cadet Corps Commander, Cadet Colonel...”

     i. If you have to go on to another page, make sure that you are putting more than just the signature block or just the courtesy copy area on that next page. Have at least one paragraph with that last page!

2. The closing of this letter is kind of tricky. Take five carriage returns and tab the cursor six times; this will line you up perfectly as well as making sure none of the information you will type will not spill onto the next line. You then type your full name (including your middle initial, if you have one) all in capitals, place a comma, take a space, write your rank, place another comma, take another space, and write your organization’s abbreviation all in caps. So, if you were in Air Force ROTC, you would write “AFROTC”, or if you were in the active duty Air Force, you would write, “USAF.” Your rank is not written in all capitals, and may be written out completely or abbreviated. So if you were a Cadet Captain, you would write either, “C/Captain” or “C/Capt”.

     a. Below this line you write your full position (no abbreviations), capitalizing the major words in your title.

     b. Finally, when you sign your letter, do so in black ink. Dark blue is also acceptable, but is highly discouraged.

     c. The courtesy copy listing comes three full lines below the last line of your signature block (so press return four times). If you have an attachment listing, then that list is placed three lines below the signature block and the courtesy copy listing three lines below that. When giving one of the copies to the person stated on the courtesy copy list, make sure to highlight their title within the list.

3. In summary, remember to always print on both sides of the piece of paper if your letter takes up more than one side. It looks more professional and saves on wasted paper. The “Tongue and Quill” is an adequate reference that may help in some cases, but is not specific enough in many other areas. If you want, you can alter the font sizes from 12, 9, and 10 to 14, 10 and 12, respectively - but that is rarely done and discouraged.

4. Remember that every time you write an official military letter, you are reflecting yourself as a cadet and your training in general. All POC are responsible for writing proper official memorandums. You cannot expect your subordinates to write them correctly if you don’t. You are now responsible for this information and will be held accountable if the proper format is not followed. Take the time to be right and make all of your letters look professional!

                                                                                                                                      ERIC A. FELLHAUER, C/Capt, AFROTC
                                                                                                                                      Cadet Director of Professional Military Education

cc:
COC
C/DOT-CC