Correspondence is defined as a written form of communication which has two purposes, to conveyinformation and to foster goodwill to its intended reader. In this form of communication, the writer primarily intends to transmit information and in the process, he also tries to build harmonious relationship with his leader. The second purpose of correspondence is often obscured in military correspondence because of the command tone that it always carried. Nevertheless, the creation of a sense of goodwill is still necessary to ensure that the readerwill promptly and favorably react to the correspondence.
3. A. CHARACTERISTICS OF EFFECTIVE CORRESPONDENCE
For a military correspondence to be effective, it has to possess the following characteristics:
Chosen and easily understood.
1.Simplicity.The correspondence must be organized in simple form and style. The words used must be plain, properly.
2.Clarity.Ideas must be presented clearly and must not be subject to misinterpretation.
3.Conciseness.This characteristic denotes the writing of short and brief correspondence.
4.Coherence.This means that all ideas in the correspondence must be presented in an orderly sequence. There must be a logical arrangement of essential information to facilitate understanding by the reader.
5.Emphasis.The correspondence must carry with it a certain force or intensity to give its special impression or importance. This is usually achieved by the use of well selected,exact and concrete words to impress the ideas or information on the mind of the reader.
6.Completeness. The correspondence must contain all the necessary details of the ideas and possible avenues, so to speak.
5. FORMS OF MILITARY CORRESPONDENCE
In the military service, time is always important hence, correspondence must be written in uniform format to insure efficient and prompt processing. Certain styles and organization have to be followed to preclude confusion and misunderstanding between the writer and his intended reader. Following are the most common forms of military correspondence.
6. 1. MILITARY LETTER
Military letter is a format means of communication used by all units of the AFP and foreign military establishments. ( Prepared in 8x10 paper)
NOTE: Correspondence addressed to Army entitles including the Air Force and GHQ, AFP will be prepared in military form.
a. Should be dignified are direct
b. It should be phrased in a courteous way. In wording the letter, the felling of the persons to whom the letter is addressed will be considered at all times.
Format it has the same three elements as that of the civilian letter.
c. Authentication (Closing)
Heading consists of the following:
a. Letterhead Printed letterhead stationary is normally used on the first page. If letterhead stationary is not available, a typed letterhead maybe substituted.
b. Initial or Originators Code
c. Office Symbol
d. Subject Line
e. Thru (Channel line)
f. To ( addressed line)
Body consist of paragraph and sub-paragraphs
Authentication consists of:
a. Command or Authority line
Ex. BY ORDER OF CAPTAIN CRUZ:
BY ORDER OF LCDR FAJARDO
b. Signature line
c. Enclosures aligned to signatory line
10. Placement of Margin
Top, first page (without printed letterhead) typed letterhead inch (5 spaces) from the top of the paper.
Top, second and succeeding paper, 1 inches (7 spaces downward)
Left margin- 1.25 inches (15 spaces)
Right margin- inch (9 spaces)
B0ttom margin 1 inches (spaces)
11. Spacing (between lines)
Letterhead- centered inch from the top of the edge.
Initials O in line with the second line of letterhead approximately two inches from the right margin.
Office Symbol- left side in line with date in line, 2 spaces from last line of the letterhead.
Dateline- right side, 2 spaces from last line of the letterhead (in line Office Symbol)
Subject Line- 2 spaces from Office Symbol
Thru Line- 4 spaces from Subject Line
To Line- 4 spaces from Thru Line
h. First line of the body of the letter- 5 spaces form To line and intended 5 spaces from the left margin.
i. Between paragraph and subparagraph- 2 spaces
j. Between lines- single space
k. Command of Authority line- 2 spaces from the last line of the body of the letter
l. Signature line- 5 spaces from the command or authority line
m. Enclosure- opposite signature line at left margin
NOTE: A letter less than nine lines maybe double spaced.
13. Sample of a Military Letter Form
ARMED FORCES OF THE PHILIPPINESMVA:aqr:554
Camp General Emilio Aguinaldo, Quezon City
12 February 1991
SUBJECT: Military Letter
THRU: Flag Officer in Command, PN
TO: Commander, NETC
ATTN: AC of TS, T1
NSSC, San Antonio, Zambales
In making Military Letter, the initials of the officer dictating the letter (in capitals letters), initial of the action clerk (in small letters), typist or clerks initial in small letter, followed by the phone number of the office ; or origin shall appear at the right side of the paper. Office symbol is typed in the upper left corner as shown on this sample.
Margins are 1 (15 inches-elite type) on the left side and inches (9spaces) on the right side.The margin is kept as straight as possible. When no printed letterhead is available, the top margin of typed letterhead is approximately inch (5) spaces from the top of the paper. On the second and succeedingpages ,the top margin is approximately 1 inches (about 7 spaces.
Normally, the body of letter will be single space with a double space between paragraphs, subparagraphs, sub-division of primary division or any further sub-division .A letter of less than nine lines maybe double spaced if neither reply nor further action is anticipated.
List of enclosure is typed in the lower corner in line with the typed name of
Per son singing the communication.
3.CIVILIAN LETTER-is used by naval establishment for correspondence addressed to persons with other governmental departments , and the secretary of national Defense.
Non-Military/Naval letter follow the same general stylewith that of a civilianbusiness letter , using salutation and complimentary clause. The use of military and/ or naval phraseologywhich is associated with the command function should be avoided. For the sake of uniformityand in keepingwith modern democratic trends in the preparation of official communication formal lettershould carry the complimentary clause Very Truly Yours instead of Respectfully , or Respectfully Yours . However , in letterto religiousleaders of theRoman Catholic Church, theProtestantChurchIglesiani Cristoand otherreligioussectthe formal complimentary clause shall Respectfully Yours. As usual, where the letter takes on a semi-official informal form, the salutation shall be Dear Mr. ______, or My Dear Mr with the complimentary clause Sincerely yours.
16. General Style of Civilian Letter
HQS NAVAL RESERVE COMMAND
Cabildo St. Intramuros, Manila
September 24, 2004
Honorable Lito V. Atienza
Mayor, City of Manila
This is to acknowledge receipt of your letter of appreciation on the conduct of Coastal clean up by the Naval ROTC unitswithin Metro Manila.
In the nameof officers and men ofthe Naval Reserve Command concerned, allow me to express our heartfelt gratitude on the recent action taken by that August body.
Conscious of the fact that more responsibilities lies ahead of us, we assure you thatwe will do our best to justify the reposed in us.