1. Prepare Correspondence as an S-1 Officer
SHOW SLIDE: PREPARE CORRESPONDENCE AS AN S-1 OFFICER
ADMINISTRATIVE DATA:
Academic Hours/Methods
0 hr/5 min Introduction
1 hr / 40 min Conference / Discussion
34 hrs / 00 mins Homework /Practical Exercise
0 hr /0 min Test
0 hr/0 min Test Review
0 hr/5 mins Summary
36.0 hrs Total Hours
SECTION II. INTRODUCTION: Today we are going to discuss preparing correspondence as an S-1 Officer
Method of Instruction: Conference / Discussion
Instructor to Student Ratio is: 1:36
Time of Instruction: 5 mins
Media: Large Group Instruction
INSTRUCTIONAL GUIDANCE. NOTE: Before presenting this lesson, instructors must thoroughly prepare by studying this lesson and identified reference materials. Throughout this lesson, solicit from students the challenges they experienced in the current Operational Environment (OE) and what they did to resolve them. Encourage the students to apply at least 1 of the 8 critical variables: Political, Military, Economic, Social, Information, Infrastructure, Physical Environment, and Time.
MOTIVATOR: It is very important that as an S-1 you learn how to communicate effectively in writing. This block of instruction will enable you to do just that. Please pay attention and ask questions.
NOTE: Inform Students that the emphasis will be on the memorandum.

2. Terminal Learning Objective
Action: Prepare Correspondence as an S-1 Officer
Conditions: In a classroom environment, given a computer with internet access, AR (Preparing and Managing Correspondence), awareness of Operational Environment(OE) variables and actors. .
Standards: Students will meet the standards when they prepare, save, and print a properly formatted memorandum that is free of errors for signature, distribution, filing, and have accurately identified the processing requirements and procedures for preparing correspondence listed:
Type all of the elements appropriate to preparing a memorandum and letter.
Prepare the memorandum in the proper format.
LESSON OUTCOME:
This lesson provides an overview of doctrinal responsibilities, philosophies, and objectives for processing memorandums. At the conclusion of this block of instruction, students will be able to determine the correct type of military publication and research/locate applicable sections of the memorandum.
21ST CENTURY COMPETENCIES:
Lifelong learner
Communication and Engagement
Tactical and Technical Competence
SHOW SLIDE: TERMINAL LEARNING OBJECTIVE
NOTE: Inform the students of the Terminal Learning Objective (TLO) requirements, Lesson Outcomes, and 21st Century Competencies.
SAFETY REQUIREMENTS. In a training environment, leaders must perform a risk assessment in accordance with DA PAM , Risk Management. Leaders will complete a DD Form 2977 DD Form 2977 DELIBERATE RISK ASSESMENT WORKSHEET during the planning and completion of each task and sub-task by assessing mission, enemy, terrain and weather, troops and support available-time available and civil considerations, (METT-TC). Local policies and procedures must be followed during times of increased heat category in order to avoid heat related injury. Consider the work/rest cycles and water replacement guidelines IAW TRADOC Regulation
RISK ASSESSMENT LEVEL. Low.
ENVIRONMENTAL STATEMENT. Environmental protection is not just the law but the right thing to do. It is a continual process and starts with deliberate planning. Always be alert to ways to protect our environment during training and missions. In doing so, you will contribute to the sustainment of our training resources while protecting people and the environment from harmful effects. Refer to FM Environmental Considerations and GTA ENVIRONMENTAL- RELATED RISK ASSESSMENT. Environmental protection is not just the law but the right thing to do. It is a continual process and starts with deliberate planning. Always be alert to ways to protect our environment during training and missions. In doing so, you will contribute to the sustainment of our training resources while protecting people and the environment from harmful effects. Refer to FM Environmental Considerations and GTA ENVIRONMENTAL-RELATED RISK. 
EVALUATION: You will be evaluated at the end of the block of instructions. Students must achieve a 70% to obtain a passing score.
INSTRUCTIONAL LEAD-IN. Understanding Preparing Correspondence as an S-1 Officer's relationship with other HR Core Competencies and Key Functions is critical to your success as an HR Professional. This lesson provides an overview of doctrinal responsibilities, philosophies, and objectives for preparing correspondence as a Staff S1 Officer.
These Soldiers display a progression of competencies and attributes in the following general learning outcomes:
(1) Life Long Learner
(2) Communication and Engagement
(3) Tactical and Technical Competence
21st Century Soldier Competencies are outlined in Appendix C of TRADOC Pamphlet (The U.S. Army Learning Concept for 2015) are general areas of competence or attributes required by Students and leaders to prevail in complex, uncertain environments. Together, they provide a foundation for operational adaptability.

3. Elements of a Memorandum and Letter (1of 2)
Letterhead (Para 1-15)
Suspense Date (Para 2-4a(4)
Office Symbol (Para 2-4a(1))
Army Records Information Management System (ARIMS) (Para 2-4a(2)
Date (Para 2-4a (3)
Memorandum For (Para 2-4a(5)
Subject Line (Para 2-4a(6)
Body (Text) (Para 2-4b)
SHOW SLIDE: ELEMENTS OF A MEMORANDUM AND LETTER (1 OF 2)
Learning Step / Activity 1. Type all of the elements appropriate to preparing a memorandum and letter
Method of Instruction: Conference / Discussion
Instructor to Student Ratio: 1:36
Time of Instruction: 1hr, 10 mins
Media: Large Group Instruction
NOTE: Refer students to AR 25-50, Paragraph 2-4.
When writing a memorandum, use the block style format (flush with the left margin) with three parts: heading, body, and closing.
a. Heading. The heading has six elements:
(1) Office symbol. Type the office symbol on the second line below the seal. The office symbol identifies the
writer’s office (for example, DAPE–PRR). Other information may follow the office symbol when needed and if not
part of the subject line. Some examples are the name of an individual, military grade, primary military occupational
specialty, contract number, Army Records Information Management System (ARIMS) record number (file number), or
bill of lading number. Do not crowd the office or reference symbol line. If the additional information is lengthy, use a
second line, flush with the left margin.
(2) Army Records Information Management System record number. Follow Army recordkeeping requirements according to AR 25–400–2. Commands and agencies may place a record number after the office symbol on correspondence. If used, place the record number two spaces after the office symbol in parentheses.
(3) Date.
(a) Correspondence must be dated. The date may be typed or stamped.
(b) Place the date on the same line as the office symbol flush with the right margin after the correspondence has been signed.
(c) Express dates in the following formats: 1 January 2013 or 1 Jan 13. Use four digits for the year only when the month is spelled out. The only exception to this rule is if a date stamp uses the abbreviated month and the four-digit year.
(4) Suspense date. Use a suspense date if a reply is needed by a certain date. Do not impose a suspense date without a compelling reason. Place the suspense date flush with the right margin two lines above the memorandum date. Precede the suspense date with S: (for example, S: 1 June 2013 or S: 1 Jun 13) (see fig 2–2).
(5) “MEMORANDUM FOR” line. Type “MEMORANDUM FOR” on the third line below the office symbol Write to the office that is expected to complete the action. Do not simply address an action to a headquarters if you know which element of that headquarters will receive the action. If you are sending the memorandum to someone’s attention, place the person’s name in parentheses after the office symbol (see fig 2–2). Exception: When used for Exclusive For correspondence, appreciation, and commendation, address the memorandum to the name and title of the addressee.
(6) Subject line. Type the subject line on the second line below the last line of the address. Use only one subject and write the subject in 10 words or less, if possible. Avoid using abbreviations in the subject line; however, if the subject needs more than 10 words, limit the number of words by using commonly recognized authorized acronyms (for example, DA, DOD, FY, and HQDA). If the subject is more than one line, begin the second line flush with the left margin (see fig 2–13). Type “SUBJECT:” in uppercase letters (see examples).
6b. Body (text).
(1) Beginning. Begin the text on the third line below the last line of the subject.
(a) List any references in the first paragraph. See paragraph 1–28 of this regulation for instructions on how to list references.
(b) Begin the memorandum with a short, clear purpose sentence.
(c) Put the recommendation, conclusion, or most important information (the main point) next. (Some writing combines the purpose and the main point.)
(d) Clearly separate each major section.
(e) Ensure that the POC line is in the last paragraph of the body of the correspondence.
(2) Spacing. Single space the text with double spacing between paragraphs and subparagraphs. Single space one paragraph
memorandums (see fig 2–13). On occasion, one-paragraph correspondence requires subparagraphs. Subparagraph spacing is the same as for major paragraphs.
(3) Indenting. When paragraphs are subdivided, indent them as shown in figure 2–1.
(4) Numbering paragraphs.
(a) Do not number a one-paragraph memorandum.
(b) If the memorandum has more than one paragraph, number the paragraphs as outlined in figure 2–1.
2–3. General rules
a. Paper. Use standard size paper (8 1⁄2 by 11 inches).
(1) Original pages. For memorandums, use computer-generated letterhead for the first page and plain white paper
for continuing pages.
(2) Copies. Prepare only the number of copies needed. See paragraph 1–19 of this regulation for more information
on record, reading file, copy-furnished, and courtesy copies.
b. Dates. Type or stamp the day, month, and year on the memorandum flush with the right margin.
c. Margins. Use standard margins: 1 inch from the left, right, and bottom edges. Do not justify right margins.
d. Spacing. See figures 2–1 and 2–2.
e. Abbreviations, brevity codes, and acronyms. See paragraph 1–14 of this regulation.
f. Signature blocks. See paragraph 6–4 of this regulation.

4. Elements of a Memorandum and Letter (2 of 2)
Authority Line (Para 2-4c(1)
Signature Block (Para 2-4c(2)
Enclosure Listing (Para 2-4c(3)
Distribution Listing (Para 2-4c(4)
Copy Furnished (Para 2-4c(5)
Page Number (Para 2-5d)
Classification Marking (Para 8-1 & 8-1)
SHOW SLIDE: ELEMENTS OF A MEMORANDUM AND LETTER (2 OF 2)
(1) Authority line. See chapter 6 and appendix D of this regulation. Type the authority line at the left margin in uppercase letters on the second line below the last line of the text. The authority line is used by individuals properly designated as having the authority to sign for the commander or head of an office.
(2) Signature block. See chapter 6 and appendix D of this regulation for examples.
(3) Enclosures. Number and attach enclosures in the same order they appear in the memorandum. For only one enclosure (encl), do not precede “Encl” with the number 1; use only “Encl.” For more than one enclosure, use “Encls.” Begin the enclosure listing at the left margin on the same line as the signature block (see chap 4). Para 4-2b. Placement of enclosure listing. For memorandums, begin listing enclosures at the left margin on the same line as the signature block. For letters, type “Enclosure” two lines below the signature block flush with the left margin.
(4) “DISTRIBUTION” listing (if needed). See figures 2–8 through 2–10.
(5) Copies furnished. See figures 2–1, 2–8, 2–13, and 2–14. Use the CF: line to inform other recipients of the subject only if they have a need to know or an interest in the subject. Type “CF:” on the second line below the last line of the signature block, enclosure listing, or distribution listing, whichever is lower. (Do not spell out CF.) If none of the CF addressees will be provided copies, type “wo/encls” in parentheses after CF: (for example, CF: (wo/encls)).
2–5. Multiple-page memorandums
Try to avoid multiple-page memorandums. However, when they are necessary, consider using enclosures for additional information. If a memorandum is longer than one page, see figure 2–2 and follow these rules:
a. Type the office symbol at the left margin 1 inch from the top edge of the paper.
b. Type the subject of the memorandum at the left margin on the line below the office symbol.
c. Begin the continuation of text at the left margin on the third line below the subject. When continuing a
memorandum on another page—
(1) Do not divide a paragraph of three lines or fewer between pages. At least two lines of the divided paragraph
must appear on each page.
(2) Include at least two words on each page of any sentence that has been divided between pages.
(3) Do not hyphenate a word between pages.
(4) Do not type the authority line and the signature block on the continuation page without at least two lines of the
last paragraph. If, however, the last paragraph or subparagraph has only one line, it may be placed alone on the
continuation page with the authority line and signature block.
d. Center the page number approximately 1 inch from the bottom of the page.

5. Elements of a Memorandum and Letter (1 of 3)
Office Symbol
ARIMS #
Letterhead
Suspense Date
Date
Addressee
Subject
Body
SHOW SLIDE: ELEMENTS OF A MEMORANDUM AND LETTER (1 OF 3)
NOTE: Refer students to AR Figure 2-2 and to notice the spacing and formatting.
AR 25-50, Figure 2-2

6. Elements of a Memorandum and Letter (2 of 3)
Authority
Line
Signature Block
SHOW SLIDE: ELEMENTS OF A MEMORANDUM AND LETTER (2 OF 3)
NOTE: Refer students to AR Figure 2-8 and to notice the spacing and formatting.
Enclosure
Listing
Distribution Listing
AR 25-50, Figure 2-8

7. Elements of a Memorandum and Letter (3 of 3)
SHOW SLIDE: ELEMENTS OF A MEMORANDUM (3 OF 3)
NOTE: Refer students to AR Figure 2-8 and to notice the spacing and formatting.
Copy Furnished
AR 25-50, Figure 2-8

8. Check on Learning
Q: How many lines is the SUBJECT typed after the MEMORANDUM FOR?
a. 1
b. 2
c. 3
d. 4
Q: The _______________ identifies the writers office?
SHOW SLIDE: CHECK ON LEARNING
NOTE: Conduct a check on learning and summarize the learning activity.
Question 1 – b
Question 2 – office symbol

9. Memorandum Formatting
Font, Arial, Point Size -12
Placement of Elements
Margin (left, right, top, and bottom)
Spacing
Paragraphing
Continuation Page
Assembling
SHOW SLIDE: MEMORANDUM FORMATTING
Learning Step / Activity 2. Prepare the memorandum in the proper format
Method of Instruction: Conference / Discussion
Instructor to Student Ratio: 1:36
Time of Instruction: 30 mins
Media: Large Group Instruction
1–17. Type fonts and sizes
When creating official correspondence, use type fonts and sizes that make the correspondence easy to read and
understand. The following guidelines will provide the best results:
a. A font with a point size of 12 is recommended.
b. Preferred type font is Arial.
c. Unusual type styles, such as Script, will not be used in official correspondence.
Placement of Elements – See Slides 6-8 for placement of elements.
Margin – Para 2-3c. Margins. Use standard margins: 1 inch from the left, right, and bottom edges. Do not justify right margins.
Spacing – See Figures 2-1 and 2-2.
Paragraphing - Para 1-37 b(3) Write paragraphs that, with few exceptions, are no more than 10 lines. Para 2-5c(1) Do not divide a paragraph of three lines or fewer between pages. At least two lines of the divided paragraph must appear on each page. Figure 2-13, Use single spacing when a memorandum contains only one paragraph, regardless of the length of the paragraph. Limit paragraphs to a maximum of 10 lines. When a memorandum has only one paragraph but contains subparagraphs, prepare as shown in Figure Do not indent or number a one-paragraph. Memorandum.
Continuation Page – 2-5c(4) Do not type the authority line and the signature block on the continuation page without at least two lines of the
last paragraph. If, however, the last paragraph or subparagraph has only one line, it may be placed alone on the
continuation page with the authority line and signature block. Para 3-6 (3) For more than one page, type a minimum of two lines on the continuation page (see fig 3–1). Center the page number 1 inch from the top edge of the paper, typing a hyphen on each side of the page number. See Figure 3-1 for an example of a continuation page.
Assembling Correspondence – Para 4-2 The general rule for using enclosures in correspondence is to be consistent. Enclosures should be listed only when they have not been identified in the body of the correspondence. Para 4-3 If the correspondence has three or more enclosures, tab each one to help the reader easily find the enclosures (see Fig 4–7). Assemble correspondence in the order of the Enclosure Listing starting with the basic letter or memorandum first.
Use correct spelling, capitalization, abbreviations, and punctuations IAW AR 25-50, Para 1-37.

10. Check on Learning
Q: What is the preferred text size for typing military correspondence?
a. 8
b. 10
c. 14
d. None of the above
Q: When using more than one page, what is the minimum amount of lines that must
be on the continuation page?
a. 2
b. 3
c. 4
d. 5
SHOW SLIDE: CHECK ON LEARNING
NOTE: Conduct a check on learning and summarize the learning activity.
1. Q:  What is the preferred text size for typing military correspondence?
Answer: d – None of the above - 12
Q: When using more than one page, what is the minimum amount of lines that must be on the continuation page?
Answer: a – 2

11. Terminal Learning Objective
Action: Prepare Correspondence as an S-1 Officer
Conditions: In a classroom environment, given a computer with internet access, AR (Preparing and Managing Correspondence), awareness of Operational Environment(OE) variables and actors. .
Standards: Students will meet the standards when they prepare, save, and print a properly formatted memorandum that is free of errors for signature, distribution, filing, and have accurately identified the processing requirements and procedures for preparing correspondence listed:
Type all of the elements appropriate to preparing a memorandum and letter.
Prepare the memorandum in the proper format.
LESSON OUTCOME:
This lesson provides an overview of doctrinal responsibilities, philosophies, and objectives for processing memorandums. At the conclusion of this block of instruction, students will be able to determine the correct type of military publication and research/locate applicable sections of the memorandum.
21ST CENTURY COMPETENCIES:
Lifelong learner
Communication and Engagement
Tactical and Technical Competence
SHOW SLIDE: TERMINAL LEARNING OBJECTIVE
NOTE: Restate the Terminal Learning Objective (TLO) requirements, Lesson Outcomes, and 21st Century Competencies.
Instructor to Student Ratio: 1:36
Method of Instruction: Practical Exercise (Performance)
3. Learning Step / Activity 3. Homework #1 – Leadership Philosophy
Media: Individualized, self-paced Instruction
Time of Instruction: 4 hrs, 00 mins
Method of Instruction: Conference / Discussion
4. Learning Step / Activity 4. Homework #1 Review Leadership Philosophy
Time of Instruction: 25mins
Media: Large Group Instruction
5. Learning Step / Activity 5. Homework #2 – Personal Recommendation Memo
 6. Learning Step / Activity 6. Homework #2 Review Personal Recommendation Memo
Method of Instruction: Discussion / Conference
Time of Instruction: 25 mins
7. Learning Step / Activity 7. Homework #3 – Write PAI FRAGO
Time of Instruction: 2 hrs, 00 mins
8. Learning Step / Activity 8. Homework #3 Review PAI FRAGO
9. Learning Step / Activity 9. Homework #4 – Write MOS Analysis EXSUM
Time of Instruction: 4 hrs, 00 mins
10. Learning Step / Activity Homework #4 Review MOS Analysis EXSUM
11. Learning Step / Activity 11 Homework #5 – Write an MOS Information Paper
12. Learning Step / Activity 12. Homework #5 Review MOS Information Paper
13. Learning Step / Activity 13. Homework #6 – Write a Congressional Response
Time of Instruction: , 4 hrs, 00 mins
14. Learning Step / Activity 14. Homework #6 Review a Congressional Response
15. Learning Step / Activity 15. Homework #7 – Write a USR Top 5 Personnel Concerns Memo
16. Learning Step / Activity 16. Homework #7 Review a USR Top 5 Personnel Concerns Memo
17. Learning Step / Activity 17. Homework #8 – Write an Ethics Paper
18. Learning Step / Activity 18. Homework #8 Review Ethics Paper
SUMMARY
Time of Instruction: 5 mins
FEEDBACK REQUIREMENTS: Feedback is essential to effective learning. Schedule and provide feedback on the evaluation and any information to help answer students’ questions about the test. Provide remedial training as needed.