Eleanor Finch
Official letters from the army are typically written in a formal style, adhering to specific army guidelines. These letters can include deployment letters, character reference statements, and correspondence between soldiers and their commanders. While there may not always be a standard form, it is essential to maintain a professional tone and follow military etiquette. Official army letters often address specific individuals and may include personal anecdotes or reflections on a soldier's character and values. They can also express gratitude, provide updates, or make requests, such as a transfer to active duty. Maintaining a respectful and sincere tone is crucial when drafting an official letter in the context of the army.
| Characteristics | Values |
|---|---|
| Format | Formal, but no standard form |
| Tone | Heartfelt |
| Content | Reasons for writing, passion for the army, how basic training changed your mindset, how you feel comfortable in the lines, how normal civilian life does not interest you |
| Addressed to | Commander |
| Signature | Included |
| Copy | Keep one for yourself |
| Contact information | First names only |
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What You'll Learn
Format
The format of an official letter from the army may vary depending on the specific purpose and content of the letter. However, there are some general guidelines and standard practices that should be followed to ensure that the letter is professional and effective.
When writing an official letter as a member of the army, it is important to maintain a formal tone and style. This includes using proper grammar, punctuation, and spelling, as well as avoiding slang or informal language. The content of the letter should be clear, concise, and well-organized, with a logical flow that makes it easy for the recipient to understand the purpose of the letter.
Official army letters should typically follow a standard business letter format. This includes the sender's name, rank, and unit information, followed by the date and the recipient's name, rank, and unit information. The letter should also include a subject line that briefly describes the purpose of the letter. The body of the letter should be single-spaced, with double spaces between paragraphs, and the font should be legible and professional, such as Times New Roman or Arial.
When addressing the recipient, it is customary to use their title and last name, followed by a comma and their rank, such as "Commander, Last Name:" or "Captain, Last Name:" The salutation should be respectful and appropriate, such as "Dear Sir/Ma'am" or "To Whom It May Concern." If the letter is being sent to a specific unit or organization, it may be addressed to a general title, such as "To the Members of the Selection Board."
The content of the letter will vary depending on the purpose, but it should generally be structured in a clear and logical manner. It is often helpful to use numbered or bulleted points to organize the information and make it easier for the recipient to follow. Any relevant facts, arguments, or requests should be presented in a concise and persuasive manner, supported by evidence or examples when necessary.
Finally, the letter should be proofread for any errors or inconsistencies and signed off with the sender's name, rank, and signature. It is also a good idea to keep a copy of the letter for your records.
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Content
When it comes to official letters from the army, content and context are key. The format and tone of the letter will depend on the purpose, whether it is a character reference, a request for a change in duty status, or a communication from a deployed soldier. Here are some guidelines and considerations for each of these types of letters:
Character Reference Letters
Letters of recommendation or character reference within the army are important documents that can impact a soldier's career and future prospects. When writing a character reference letter, it is essential to maintain a professional tone while highlighting the positive attributes and accomplishments of the individual in question. Include specific examples and anecdotes that showcase their strengths, values, and alignment with army standards. It is also beneficial to mention your own credentials and experience to add legitimacy to your assessment. Ensure that your writing adheres to army style guides and that you seek feedback from someone familiar with army standards and expectations.
Request for Change in Duty Status
Letters requesting a change in duty status, such as a transition from the Army National Guard to Active Duty, should be formal and well-structured. While there may not be a standard form, it is important to clearly state your intentions and provide valid reasons for the requested change. Include personal circumstances, such as financial difficulties or family obligations, but also emphasize your passion for serving in the army and how it aligns with your skills and values. Seek input from recruiters or advocates who may provide guidance on the content and format of the letter.
Deployment Letters
Deployment letters are a means of communication between soldiers deployed overseas and their loved ones back home. These letters often go through a mission prep process and are subject to certain restrictions, such as the prohibition of envelopes and personal contact information. When writing deployment letters, focus on creative and heartfelt content. Share personal stories, draw pictures, and express gratitude for the recipient's service. Avoid commercially printed cards or letters, as handwritten correspondence is generally preferred.
In all official army letters, it is important to consider the audience and maintain a respectful and appropriate tone. Adhering to specific guidelines, such as those provided by organizations facilitating letter exchanges with troops, is crucial to ensure your message reaches its intended recipient.
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Addressee
The addressee of an official letter from the army will depend on the purpose and content of the letter. For example, a letter of recommendation or character statement will be addressed to a specific individual or board, as in the following example:
> "Greetings [Name], My name is [your name] and I am writing in support of [soldier's name], who I have known for [duration of acquaintance]."
In this case, the addressee is the individual or board responsible for making decisions regarding the soldier's continued service or rehabilitation.
On the other hand, a letter of appreciation or support for the troops may be addressed more generically, such as "Dear Hero" or "Dear Veteran," as advised by organizations like "A Million Thanks." These letters are typically sent to all branches of the military, regardless of location, and are intended to boost morale and show gratitude for their service.
In other cases, a letter from the army may be addressed to a specific commander or recruiter. For instance, a soldier seeking to transfer from the Army National Guard to active duty would address their letter to their commander, explaining their reasons and seeking approval.
Additionally, when writing to a commander or recruiter, it is essential to maintain a professional and respectful tone, focusing on how your skills and experiences align with the values and requirements of the army. It is also advisable to have someone familiar with military style guides review your draft to ensure it adheres to the expected standards.
Overall, the addressee of an official letter from the army will vary depending on the context and content of the letter. It could range from a specific individual or board to a generic address for morale-boosting letters, or even a commander or recruiter for requests related to one's military service.
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Sign-off
When it comes to official letters from the army, there are certain protocols and considerations to be aware of. While the specific format and style may vary depending on the type of letter and the intended recipient, there are some general guidelines that can help ensure your letter is official, professional, and effective.
Firstly, it's important to maintain a formal tone and style throughout the letter. This means using proper titles, avoiding slang or informal language, and structuring the letter in a clear and concise manner. The content of the letter should be well-organised and focused, with a clear purpose or request. If you are writing to a superior officer, it's important to address them using their appropriate title and last name.
In terms of structure, military correspondence often follows a numbered list format, with each point addressed in a separate paragraph. This helps to ensure a logical flow and makes it easier for the recipient to follow your arguments or requests. It is also common to include a summary or conclusion at the end of the letter, where you can express gratitude for the time and consideration of the recipient.
When it comes to the sign-off, it's important to end the letter in a respectful and professional manner. Common closings include "Respectfully" or "Very respectfully," followed by your name, rank, and signature. It is also standard practice to keep a copy of the letter for your records. If you are sending the letter through official military channels, there may be additional requirements or procedures to follow.
Additionally, when corresponding with members of the army, it is important to be mindful of any specific guidelines or regulations they may have. For example, when writing a character statement in support of a soldier, it is essential to focus on their positive attributes and provide specific examples of their good character. It is also advisable to have someone familiar with military standards review your letter before sending it.
In conclusion, when composing an official letter related to the army, adhering to formal conventions, organising content in a clear manner, and employing a suitable closing salutation are all critical components. By following these guidelines, your letter will be well-received and respected by its military audience.
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Enclosures
When including enclosures with your letter, it is essential to list the items that accompany the letter. This provides a clear overview of the additional materials enclosed within the correspondence. Each enclosure should be numbered and briefly described to ensure easy identification and reference. For example, you could write, "Enclosures: 1) Curriculum Vitae, 2) Certificate of Completion, 3) Transcripts". This helps the recipient quickly identify and verify the enclosed documents.
In official army correspondence, it is standard practice to include a brief description of each enclosure. This description should be concise and provide a clear indication of what the recipient can expect to find within each enclosed document. For instance, if you are including a curriculum vitae, a brief description could be "Curriculum Vitae detailing my military experience and qualifications." This added context aids in the recipient's understanding and facilitates a quicker assessment of your qualifications and skills.
The number of enclosures can vary depending on the nature and purpose of the letter. In some cases, there may be multiple documents that need to be included, while in other instances, a single enclosure may suffice. It is important to ensure that all relevant and necessary documents are included to support your request or provide the required information. However, it is also advisable to be mindful of including only essential enclosures to maintain the efficiency of the correspondence.
When preparing enclosures for an official army letter, it is crucial to adhere to any specific formatting guidelines that may be in place. These guidelines could include specifications for paper size, margin sizes, font styles and sizes, and page limits for each enclosure. Ensuring that your enclosures conform to these standards demonstrates professionalism and attention to detail. It also aids in the consistent presentation of information, making it easier for recipients to review and compare different submissions.
In addition to the content and formatting of enclosures, it is essential to consider the physical preparation and packaging of the documents. Official letters in the army often require specific handling and bundling procedures. This may include instructions on how to stack, secure, and ship the enclosures along with the letter. Following these packaging guidelines ensures that your enclosures remain intact and organized during transit, facilitating a smoother processing and review by the recipient.
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Frequently asked questions
An official letter in the army is a formal letter that adheres to standard military correspondence formatting. It should be free of grammatical and spelling errors and follow a clear structure.
Official army letters typically include a numbered list of reasons for writing, a summary, and a closing salutation. It is essential to keep a copy of the letter for your records.
The content of an official army letter depends on the context. For example, a letter to a commander requesting a transfer to active duty should express passion for serving and explain how the army has positively impacted your life. It is important to avoid making the letter solely about financial reasons.
You can seek guidance from a recruiter, a chaplain, or a fellow soldier with experience in writing such letters. It is also beneficial to have someone familiar with army style guides review your draft.
