Official Memorandum Generator

Air Force and Space Force official memorandum format: what the generator sets

The official memorandum of AFH 33-337 and AFMAN 33-326. Each rule is followed by where it is written.

Page setup

Paper and ink

Printed letterhead, computer-generated letterhead or plain bond paper, 8½ by 11 inches; black ink for the text. Continuation pages are plain bond. (AFH 33-337 p. 163; AFMAN 33-326 par. 3.1)

Margins

One inch left, right and bottom. Shorter memorandums may use wider margins (10–19 lines: 1 to 1½ inches; 1–9 lines: 1½ to 2 inches). The generator uses one inch. (AFH 33-337 p. 163)

Font

12-point Times New Roman; a smaller size, not below 10 point, may be used to control page breaks. The signature block is never on a page by itself. (AFH 33-337 p. 164)

Letterhead

The seal is one inch in diameter, ½ inch from the top and left edges. The first line is centered with its top ⅝ inch from the top of the sheet, 12 point; the organization and location lines are 10.5 point; the bottom of the third line is 1 1/16 inches from the top. Uppercase Copperplate Gothic Bold "or equivalent"; no more than four lines. (AFMAN 33-326 pars. 3.3.2–3.3.3, 3.4.2, Figure 3.1)

Air Force and Space Force

Heading

Date

One inch from the right edge, 1.75 inches from the top of the page. "15 October 2014" or "15 Oct 14" for military addressees; "October 15, 2014" for civilian addressees. (AFH 33-337 p. 164)

MEMORANDUM FOR

On the second line below the date; two spaces, then the organization and office symbol in capitals. More addressees are aligned under the first. IN TURN goes one line below the last address, aligned with the addresses. A long list becomes MEMORANDUM FOR DISTRIBUTION. (AFH 33-337 pp. 164–165)

ATTENTION

"ATTENTION:", "ATTN:" or "THROUGH:" with the rank and last name, on the line immediately below, aligned under the address. (AFH 33-337 p. 166)

FROM

Flush left on the second line below MEMORANDUM FOR (or ATTENTION); two spaces, then the office symbol. The mailing address follows on the next lines when it is not on the letterhead: street, then city, state and ZIP+4 with two spaces before the ZIP code and no comma. (AFH 33-337 p. 166)

SUBJECT

On the second line below FROM; two spaces, then the title with the first letter of each word capitalized except articles, prepositions and conjunctions. A second line starts under the first word of the title. (AFH 33-337 p. 167)

References

One reference goes in parentheses after the subject title. Two or more go under "References:" on the second line below SUBJECT, lettered (a), (b), (c). (AFH 33-337 pp. 167–168)

Air Force and Space Force

Text

Text

Starts on the second line below the subject or references. Single-spaced, with one blank line between paragraphs and subparagraphs. Paragraphs are numbered; a single paragraph is not. (AFH 33-337 p. 169)

Subparagraphs

The first line is indented so that the number or letter sits under the first character of the parent paragraph's text; every later line returns to the left margin. Levels: 1., a., (1), (a), underlined 1, underlined a, [1]. (AFH 33-337 pp. 169, 180)

Continuation pages

At least two lines of text on each page; a paragraph of fewer than four lines is not divided. The first page is never numbered. Numbers are optional on a one- or two-page memorandum and required on a longer one: ½ inch from the top, flush right, starting with page 2, with the text four lines below the number. (AFH 33-337 p. 169)

Air Force and Space Force

Closing

Authority line

"FOR THE COMMANDER" in capitals on the second line below the text, 4.5 inches from the left edge of the page. (AFH 33-337 p. 170)

Signature block

On the fifth line below the text (or below the authority line), 4.5 inches from the left edge. Name in capitals, grade and service; duty title; organization if it is not on the letterhead. A line that is too long continues under the third character of the line above. In a dual signature the junior official is at the left margin. (AFH 33-337 pp. 170–171)

Attachments

"Attachment:" or "2 Attachments:" at the left margin on the third line below the signature block; two or more are numbered. The listing is not divided between pages. (AFH 33-337 pp. 171–172)

cc and DISTRIBUTION

"cc:" on the second line below the attachments, or the third line below the signature block. "DISTRIBUTION:" on the second line below the attachments or cc, or the third line below the signature block. (AFH 33-337 pp. 172–173)

Air Force and Space Force

Indorsements and the memorandum for record

Indorsements

Numbered 1st Ind, 2d Ind, 3d Ind. On the same page: "1st Ind, office symbol" at the left with the date flush right, on the second line below the last element of what it indorses; then MEMORANDUM FOR, the text and the signature block. On a separate page: the first line cites the indorsement number with the originator's office, the date and the subject of the original; the second line carries the indorsing office and the date. (AFH 33-337 pp. 182–183)

Memorandum for record

The separate-page MR reads MEMORANDUM FOR RECORD, has no FROM element, and is signed with the name and the organization and office symbol in place of the duty title. The explanatory note goes on the record copy under "MEMO FOR RECORD" and the date, on the second line below the signature block. (AFH 33-337 p. 188)

Army memorandum format: what the generator sets

The memorandum of AR 25-50. Each rule is followed by where it is written.

Page setup

Paper and letterhead

8½ by 11 inches; computer-generated letterhead for the first page, plain white paper after it. All official letterhead bears the DoD seal; no other seal, emblem or slogan. (AR 25-50 pars. 1-16, 1-18)

Font

Army senior leaders set the font and size for their organization; 12 point is recommended. The regulation's figures are set in Arial. (AR 25-50 par. 1-19)

Margins

One inch from the left, right and bottom edges. The right margin is not justified. (AR 25-50 par. 2-3c)

Army

Heading

Office symbol and date

The office symbol on the second line below the seal, with the ARIMS record number in parentheses one space after it. The date on the same line, flush right: "13 March 2020" or "13 Mar 20". (AR 25-50 par. 2-4a(1)–(3))

Suspense date

Flush right, two lines above the date, in bold, preceded by "S:". (AR 25-50 par. 2-4a(4))

MEMORANDUM FOR

On the third line below the office symbol. One address follows on the same line, a second line of it flush left. Two to five addresses go one per line below, later lines of each indented ¼ inch. More than five: MEMORANDUM FOR SEE DISTRIBUTION. (AR 25-50 par. 2-4a(5); figures 2-3 to 2-8)

MEMORANDUM THRU

Used when others must see or indorse the action in turn: MEMORANDUM THRU and the address, then "FOR" and the addressee on the second line below. Not more than two THRU addresses unless absolutely necessary. This edition has no endorsements. (AR 25-50 par. 2-4a(5)(d); figures 2-11, 2-12)

SUBJECT

On the second line below the last line of the address; ten words or fewer if possible. A second line starts at the left margin. (AR 25-50 par. 2-4a(6))

Army

Text

Text

Begins on the third line below the subject. Single-spaced, with a blank line between paragraphs. Two spaces after ending punctuation. A one-paragraph memorandum is not numbered. (AR 25-50 par. 2-4b; figure 2-1)

Subparagraphs

a. is indented ¼ inch; (1) and (a) are indented ½ inch — no further. Lines after the first return to the left margin. No subdivision beyond the third. (AR 25-50 figure 2-1)

Continuation pages

The office symbol one inch from the top, the subject on the next line, the text on the third line below it. A paragraph of three lines or fewer is not divided; at least two lines stay on each page. The authority line and signature block go with at least two lines of the last paragraph. The page number is centered about one inch from the bottom. (AR 25-50 par. 2-5; figure 2-2)

Army

Closing

Authority line

At the left margin in capitals, on the second line below the text. (AR 25-50 par. 2-4c(1))

Signature block

Begins at the center of the page on the fifth line below the authority line or the text: name in capitals; rank and branch; title, a second line of it indented ¼ inch. Civilians use name and title. (AR 25-50 pars. 2-4c(2), 6-4)

Enclosures

Listed at the left margin starting on the same line as the signature block: "Encl" for one, "2 Encls" and a numbered list for more. (AR 25-50 pars. 2-4c(3), 4-2)

DISTRIBUTION and CF

Each on the second line below whichever of the signature block, enclosure listing or distribution listing is lowest. "CF: (w/o encls)" when the copies go without the enclosures. (AR 25-50 par. 2-4a(5)(c), 2-4c(5))

Army

Memorandum for record

Memorandum for record

Plain white paper; the office symbol one inch from the top with the date on the same line; MEMORANDUM FOR RECORD on the third line below; no authority line. Anyone may prepare and sign it. (AR 25-50 par. 2-7; figure 2-17)

Navy and Marine Corps standard letter format: what the generator sets

The standard letter of SECNAV M-5216.5 and MCO 5216.20B. Each rule is followed by where it is written.

Page setup

Letterhead

A one-inch DoD seal ½ inch from the top and left edges. "DEPARTMENT OF THE NAVY" centered ⅝ inch from the top (Marine Corps activities print "UNITED STATES MARINE CORPS"), then the activity's name and address. Computer-generated: 10-point bold for the first line, 8 point for the rest. (SECNAV M-5216.5 ch. 2 par. 12; app. C pars. 1–2)

Marine Corps supplement

Marines prepare standard letters in this format, with additions of their own: letterhead ink is blue (PMS 288 or equivalent) on documents to be signed by the senior officials the supplement identifies, and black is an acceptable substitute for other signers; correspondence is addressed to the individual in command or in charge by functional title; the address carries the nine-digit ZIP code; the first Via addressee is written out in full and later ones may be abbreviated. (MCO 5216.20B ch. 13 sec. 2 par. 1)

Font and margins

10 to 12 point; 12-point Times New Roman is preferred, Courier New for informal correspondence. One-inch margins on every page; text is not justified. (SECNAV M-5216.5 ch. 2 par. 20; ch. 7 par. 1)

Navy and Marine Corps

Heading

Sender's symbol

The SSIC on the second line below the letterhead, starting two inches or more from the right edge; the originator's code or serial under it; the date under that, as "7 Sep 06". (SECNAV M-5216.5 ch. 7 par. 3; ch. 2 par. 16)

From, To, Via

"From:" on the second line below the date with two spaces after the colon; "To:" on the next line with six; "Via:" on the next with five. Via addressees are numbered when there are two or more. A second line starts under the first word after the heading. (SECNAV M-5216.5 ch. 7 pars. 6–8)

Subj, Ref, Encl

"Subj:" on the second line below, three spaces, every letter capitalized. "Ref:" four spaces and a letter in parentheses for every reference, even one. "Encl:" three spaces and a number in parentheses for every enclosure, even one. (SECNAV M-5216.5 ch. 7 pars. 9–11)

Navy and Marine Corps

Text and signature

Paragraphs

Every paragraph is numbered or lettered: 1., a., (1), (a), then the same four underlined. Each new subdivision starts under the first letter of the paragraph above; continuation lines return to the left margin. (SECNAV M-5216.5 ch. 7 par. 13; figure 7-8)

Later pages

The subject line is repeated at the top of each page and the text resumes on the second line below it. Page numbers are centered ½ inch from the bottom edge, starting with 2. A paragraph is split only with two lines on each page, and a signature page carries at least two lines of text. (SECNAV M-5216.5 ch. 7 pars. 13, 16, 17)

Signature line

Starts at the center of the page on the fourth line below the text: initials and last name in capitals, no rank and no complimentary close. A title, "Acting" or "By direction" goes on the lines under it. (SECNAV M-5216.5 ch. 7 par. 14)

Copy to

At the left margin on the second line below the signature line; the addressees listed below it. (SECNAV M-5216.5 ch. 7 par. 15)

Navy and Marine Corps

Endorsements and memorandums

Endorsements

FIRST, SECOND, THIRD ENDORSEMENT. On the same page it follows the basic letter and may omit the SSIC, the subject and the basic letter's identification. On a new page it goes on the endorser's letterhead, repeats the SSIC, names the basic letter in the endorsement line ("SECOND ENDORSEMENT on NAS Meridian ltr 5216 Ser 11/273 of 22 Apr 15"), uses the basic letter's subject, and continues the page numbering. Added references and enclosures continue the lettering and numbering. (SECNAV M-5216.5 ch. 9; figures 9-1, 9-2)

Memorandums

Memorandum for the record: plain paper, dated, signed, with the signer's organizational code. Plain-paper memorandum: the date on the sixth line ending at the right margin, then MEMORANDUM and the From-To headings. Letterhead memorandum: the standard letter's format with MEMORANDUM above From. (SECNAV M-5216.5 ch. 10; figures 10-1, 10-3, 10-4)

Coast Guard memorandum format: what the generator sets

The memorandum of COMDTINST 5216.4E. Each rule is followed by where it is written.

Page setup

Header

The memorandum carries the Coast Guard's memorandum header, "partially customizable" with the unit and its address block, and "should not be sent without this header image." The generator sets the header text; upload the header image from your template to add the Coast Guard mark. (COMDTINST 5216.4E ch. 2 A.1–2; app. C)

Font and margins

12-point Times New Roman; one inch top, bottom, left and right on each page; not justified. The word MEMORANDUM is Times New Roman 16 point. (COMDTINST 5216.4E ch. 1 C.15–16; ch. 2 A.1)

Coast Guard

Heading

SSIC and date

An SSIC on each page, with the date directly below it: "4 January 2034" or "4 Jan 2034". A local serial number may follow the SSIC after a slash. (COMDTINST 5216.4E ch. 1 A.9; ch. 2 A.3–5)

From line

Every memorandum has a From line, and the signing official signs on it — the signature goes above "From:". "Reply to / Attn of" names a point of contact other than the signer. (COMDTINST 5216.4E ch. 2 A.6, A.14; app. C)

To and Thru

To the office or commanding officer. Thru lines are numbered, the next command in the chain first. With several addressees the To line reads "Distribution" and a "Dist:" list goes at the end. (COMDTINST 5216.4E ch. 2 A.9–11; app. C par. 5)

Subj and Ref

The subject in capitals, typically ten words or fewer, repeated in the header of later pages. References lettered (a), (b). (COMDTINST 5216.4E ch. 2 A.12–13)

Coast Guard

Text

Paragraphs

First-level paragraphs are numbered and wrap to the left margin; with a single paragraph the number is optional. A subparagraph starts under the first letter of the paragraph above and its own lines hang under its first letter. At least two at each level. (COMDTINST 5216.4E ch. 2 A.7; app. C)

End mark

"#" centered on the third line below the last paragraph ends the memorandum. Enclosure, Dist, Copy and Blind Copy follow it. (COMDTINST 5216.4E ch. 2 A.17; app. C)

Later pages

The subject at the left with the SSIC at the right and the date under it; the page number centered in the footer from page 2. (COMDTINST 5216.4E ch. 2 A.4, A.18; app. C)

Coast Guard

Endorsements and the memorandum for the record

Endorsements

On the same page when it fits: the date on the third line below the "#" (the SSIC is not repeated), then FIRST ENDORSEMENT, the From, To and Thru lines and the text. On a new page: clean stationery with the subject, SSIC and date in the header. Remaining Thru addressees are renumbered. (COMDTINST 5216.4E ch. 2 C; app. C)

Memorandum for the record

A memorandum for the record "is the same as a standard memorandum, except the writer must change the subject line to" A Memorandum for the Record. (COMDTINST 5216.4E ch. 1 C.3)

Department of War and OSD components standard memorandum format: what the generator sets

The standard memorandum of DoD Manual 5110.04, Volume 1. Each rule is followed by where it is written.

Page setup

Stationery

8.5 by 11-inch letterhead for the first page, bond paper after it; component heads use their component's letterhead. (DoDM 5110.04 V1 par. 7.2.a)

Margins

1.75 inches at the top of the first page; one inch at the sides and bottom; one inch on all sides of later pages. Right margins are not justified. (DoDM 5110.04 V1 par. 7.2.b)

Font and spacing

12-point Times New Roman. Single-spaced, with a blank line between paragraphs and bullets. A single paragraph of eight lines or less is double-spaced. (DoDM 5110.04 V1 pars. 7.2.c–d)

Page numbers

The first page is not numbered. Later pages: bottom center, at least a blank line below the text and ½ inch from the bottom of the page. (DoDM 5110.04 V1 par. 7.2.g)

Department of War and OSD components

Heading

Date

A double space below the last line of the letterhead or seal, ending at the right margin, as "February 12, 2019". Left off a memorandum for the Secretary's, Deputy Secretary's or Executive Secretary's signature. (DoDM 5110.04 V1 par. 7.2.h)

MEMORANDUM FOR

A double space below the date; the addressee by title. A second line of one addressee is indented two spaces. Several addressees go one per line, block style. More than 16: "MEMORANDUM FOR: SEE DISTRIBUTION". (DoDM 5110.04 V1 par. 7.2.i)

ATTN and THROUGH

"(ATTN: LTC BROWN)" a single space below, under the third character of the address. "THROUGH:" a double space below the address, the office in capitals. (DoDM 5110.04 V1 pars. 7.2.j–k)

SUBJECT and references

"SUBJECT:" a double space below the address; two spaces, then the title; later lines under the first word. "Reference:" or "References:" a double space below it, lettered when there are two or more. (DoDM 5110.04 V1 pars. 7.2.l–m)

Department of War and OSD components

Text and signature

Paragraphs

Indented half an inch; lines after the first return to the margin. Subparagraphs use bullets, numbers or lower-case letters. No one-sentence paragraphs. (DoDM 5110.04 V1 pars. 7.2.e–f; Figure 1)

Signature block

No salutation and no complimentary close. The signer's name four blank lines below the text, beginning at the center of the page; the title on the next line, later lines indented two spaces. (DoDM 5110.04 V1 pars. 7.2.n–q)

Attachments and cc

"Attachment:" or "Attachments:" a double space below the signature block: "As stated" when the text identifies them, otherwise the titles, numbered when more than one. "cc:" a double space below, the recipients one under another. (DoDM 5110.04 V1 pars. 7.2.r, 7.2.t)