14.6: The Official Memorandum: Examples

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Page ID: 177549

US Air Force
US Department of Defense

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The official memorandum is a powerful tool that can be used in many ways to accomplish many tasks. The official memorandum informs single and multiple receivers; personnel within and between organizations; leaders up and down the chain of command; and documents actions. The following official memorandums examples are based on many of the typical situations where Airmen need to make an official, written record of an event, decision or action.

Format: The format guidance for an official memorandum written as an official memorandum with visual cues for placement and spacing of the elements described in this chapter shown in grey.
Subdividing Paragraphs: The rules for subdividing paragraphs in the official memorandum are presented in an official memorandum.
Indorsement: When the official memorandum must be signed to acknowledge receipt or action, the indorsement format should be used. The indorsement format has many uses, such as staff coordination, requests for training or disciplinary actions.
Letter of Reprimand: The letter of reprimand (LOR) is a specialized indorsement memorandum. Refer to The Military Commander and the Law and your local legal office for more guidance on disciplinary letters.
IN TURN: When the official memorandum needs a record of review without the formality of the indorsement format, the IN TURN format provides reviewer tracking.
After-Action Report: When an action has been completed, the official memorandum can inform others about the results of the action, operation or mission.
Trip Report: The trip report is another form of an after-action report that is commonly used in the Air Force. The trip report concisely conveys information about the trip’s purpose, travelers, and itinerary after the trip is concluded. A more detailed discussion of relevant information from the trip is presented followed by any recommendations and/or conclusions. In short, the trip report should answer the who, what, when, where, why and how questions in a concise, orderly format. The trip report should convey everything the addressees need to know about the trip, especially as it relates to the unit’s mission and any recommendations or costs.
Short Note Reply: Reply to an official memorandum by adding your short note reply directly to the original memorandum. The short note reply is less formal than other response formats but is entirely appropriate when used correctly.
Memorandum for Record (MFR or MR): The MFR is less formal than the official memorandum but records important information, questions or actions quickly. There are several formats for the MFR depending on the time and space available.

The Tongue and Quill recommends users follow the guidance of this chapter when preparing any official memorandum. This guidance includes checking for command supplements or commander preferences in preparing official memorandums. The examples that follow are just a few of the possible uses for the official memorandum. The goal is to standardize the format so Airmen can focus on the substance to communicate clearly and inform others.