14.3: The Closing Section

The closing section of the document includes these elements: authority line, signature block, signature, attachments, courtesy copy and distribution.

Authority Line

Placement and Use: The authority line informs readers that the person who signed the document acted for the commander, the command section, or the headquarters. If an authority line is used, add "FOR THE COMMANDER" (or appropriate title) in uppercase on the second line below the last line of the text and \(4.5\) inches from the left edge of the page or three spaces to the right of the page center.

Use the authority line when any of these are true:	Do not use the authority line in any of these conditions:
A commander's designated representative signs for a specific action. A document represents the commander's position or the coordinated position of the headquarters staff. Staff members sign documents that direct action or announce policy within their areas of responsibility	The commander (or head of the organization) signs. The deputy or vice commander signs when the commander is temporarily away from the place of duty unless command action is directed by law and requires an indication of delegation. The correspondence expresses opinions of units, directorates, divisions, offices, or branches. The correspondence is addressed outside the DoD.

Signature Block

Placement: Start the signature block on the fifth line below the last line of text and \(4.5\) inches from the left edge of the page or three spaces to the right of page center. If the authority line is used, type the signature element five lines below the authority line. If dual signatures are required, type the junior ranking official’s signature block at the left margin; type the senior ranking official’s signature block \(4.5\) inches from the left edge of the page or three spaces to the right of page center. Do not place the signature element on a continuation page by itself. Consider correspondence received via e-mail, copied, or stamped //SIGNED// as authoritative as long as the signed copy is kept on file at the originating office.

1. First Line. Type the name in uppercase the way the person signs it (normally as it appears in the member’s official records). Include grade and service for military members or grade and "DAF" (Department of the Air Force) for civilians. In general, avoid using legal, educational, or ecclesiastical degrees or titles. As a rule, the rank for colonels and general officers should not be abbreviated.
2. Second Line. Type the duty title as identified in the "FROM" element. "Acting" may be added before the duty title of a staff position if the incumbent is absent or the position is vacant. In addition, do not sign "for" or "in the absence of." Do not use "Acting" for any command capacity or where prohibited by law or statute (see AFI 33-321, Authentication of Air Force Records; and AFI 51-604, Appointment to and Assumption of Command).
3. Third Line. Type the name of the office or organization level if it is not included on the letterhead or the heading. Limit the signature element to three lines if possible; however, if a line of the signature element is too long, indent the next line to begin under the third character of the line above.

Examples (First two lines of signature blocks):

Standard placement (4.5 inches from left edge):	MARGARETTE S. LEWIS, Colonel, USAF Commander
	RAYMOND L. KENNEDY, MSgt, USAF NCOIC Ground Safety
	ELLEN C. CAMPANA, GS-15, DAF Chief, Quality Assurance Branch
Standard placement with long duty title: (Overflow duty title line is indented to align under the third character of the line above)	JOSE V. MUNEZ, CMSgt, USAF Chief, Computer Systems and Information Technology Customer Service
Long name: (Signature block adjusted to the left) ("Colonel" is usually spelled out. Also, this official may elect to use only initials for his first and middle names with abbreviated rank; if so, the signature block fits in the standard location.)	MARTEL R. WESTHALLER III, Col, USAF, DC Base Dental Surgeon
Signature block with credentials:	JANICE L. CROWE, Lt Col, USAF, MSC Chief, Family Practice
Air National Guard (Title 10 status)	SCOTT A. BROWN, Lt Col, USAF Operations Officer
Air National Guard (Title 32 status)	SCOTT A. BROWN, Lt Col, ANG Operations Officer
Air Force Reserve (IAW command guidance on using "USAFR")	ELLA M. NEAL, Lt Col, USAFR Commander
Air Force Reserve (IAW command guidance on using "USAF")	ELLA M. NEAL, Lt Col, USAF Commander

Signature

Placement: Sign correspondence with permanent black ink. Use black typewriter ribbons, black printer toner, or black ink for rubber stamps or signature facsimile equipment. See AFI 33321, Authentication of Air Force Records, for authentication of Air Force documents and how to use seals instead of signatures.

Attachment or Attachments

Placement: Place "Attachment:" (for a single attachment) or "# Attachments:" (for two or more attachments) at the left margin, on the third line below the signature element. When there are two or more attachments, list each by number and in the order mentioned in the memorandum. Beneath "Attachment" briefly describe each attachment, but do not use general terms or abbreviations such as "as stated," "as described above," or "a/s." Cite the office of origin, type of communication, date, and number of copies (in parentheses) if more than one. Include the subject of the attachment if the receiver will not get copies of attachments or if the subject is not already referenced in text. For classified attachments, show the assigned classification symbol in parentheses. Send a copy of the memorandum when you send the attachment (first example, below). If sending an attachment separately, type "(sep cover)" after the attachment label (see example, below). Do not divide attachment listings between two pages. If the listing is too long, type "Attachments: (listed on next page)," and list the attachments on a separate page.

Examples:

Attachment: ACC/CC Leave Policy Memo, 30 Jun 14	[Memorandum with a single attachment]
3 Attachments: SAF CIO/A6 Memo, 30 Jun 12 (U)(2) 358 FMS/CC Msg. 232300Z May 12 (NOTAL) SAF/CIO Memo, 3 Aug 12 (S)	[Memorandum with 2 or more attachments]
2 Attachments: AFI XX-XXXX, 26 Sep 12 AFI XX-XXXX, 14 May 12 (sep cover)	[Memorandum with attachments under spearate cover]
12 Attachments (listed on next page)	[Memorandum with attachments listed on next page]

Courtesy Copy Element ("cc:")

Placement: When sending courtesy copies to activities other than to addressee, place "cc:" flush with the left margin, on the second line below the attachment element. If the attachment element is not used, place "cc:" on the third line below the signature element. List the organization abbreviation and office symbol of the offices to receive copies. When the copy is intended for a specific person in the office, include the person’s Rank and Name in parentheses after the office symbol. If a courtesy copy is sent without including the attachments, type "wo/Atch" after the office. For paper copies, circle, underline, or highlight the office to indicate the recipient.

Examples:

cc: HQ AETC/A1 wo/Atch HQ USAFE/A1 Atch 2 only HQ PACAF/A1 (Atch under sep cover)	[Courtesy copies with attachment variations]
cc: 1 FW/CCP	[Courtesy copy to an office]
cc: 12 FS/DO (Capt Thomas Moore)	[Courtesy copy to a specific individual in an office]

If courtesy copies of a memorandum are not signed, write or stamp "signed" with black or dark blue ink above the signature block. Also, do not show internal distribution of courtesy copies on the original (or courtesy copy) for correspondence addressed outside your activity. However, you may show the distribution if one addressee needs to know who received a courtesy copy, or if correspondence is multiple-addressed and reproduced.

Distribution Element

Placement: If "MEMORANDUM FOR DISTRIBUTION" is used, place "DISTRIBUTION:" flush with the left margin, on the second line below the attachment element or the courtesy copy element, if used. If neither the attachment element nor the courtesy copy elements are used, place "DISTRIBUTION" on the third line below the signature element. Do not divide distribution lists between two pages. If the list is too long, type "DISTRIBUTION (listed on next page)," and list the organizations on a separate page.