Smesta

There are two types of memorandums: formal and informal. The formal memorandum is used for correspondence that is sent outside the headquarters, the command, the installation, or similarly identifiable organizational elements within the DOD; for routine correspondence to Federal Government agencies outside the DOD; for notification of personnel actions, military or civilian; and for showing appreciation or commendation to DA employees and soldiers.

The informal memorandum is used for internal correspondence within the same headquarters, same command, or similarly identifiable organizational elements. As a general rule, do not use informal memorandums when corresponding with organizations or individuals not familiar with your office symbol. Informal memorandums may be preprinted and used as form letters.

a. Original pages.

For formal memorandums use white letterhead stationery for the first page and plain white paper for continuing pages. The informal memorandum is typed or printed on plain white paper; do not use letterhead.

b. Copies.

Prepare only the number of copies needed.

c. Dates.

Type or stamp the day, month, and year on the memorandum flush with the right margin.

d. Margins.

The standard margin is 1 inch from the left, right, top, and bottom margins. Do not justify right margins.

e. Signature blocks.

Type the signature block of military officials on three lines with the name (in uppercase) on the first line, rank and branch of Service on the second line, and the title on the third line. If the title requires an extra line, a fourth line is authorized. Indent the beginning of the fourth line so that the first character will be aligned underneath the third character of the third line.

Type the signature block of civilian officials on two lines with the name (in uppercase) on the first line and the title on the second line. If the title requires an extra line, a third line is authorized. Indent the beginning of the third line so that the first character will be aligned underneath the third character of the second line.

Do not use academic degrees, religious orders, or fraternal orders as part of the signature block unless it would benefit the Army for the receiver to know this information, for example, use of a medical degree to show that medical information provided was based on expertise of a member of the medical profession.

SMESTA Note: Please note that in abridging the instructions above, some parts were shortened so not all the numbers in the following example will match.