18.2: Completing the SSS Form

The software application for AF IMT 1768 sets the format for page setup, font, point size and margins, so users can focus on the content of the form. The coordination section vectors the package through the staff and documents coordination. The action officer and subject tell readers who generated the \(\mathrm{SSS}\) and the subject of the package. The summary captures the essence of the package and all attached documents to inform the final official to act or to be ready to act. These sections are broken into blocks that should be completed as follows:

Coordination, Action Officer, Subject and Date

• TO: List offices in the order that they should coordinate, approve or sign.
• ACTION: Show the action desired in this column
  • "Coord" for Coordination
  • "Appr" for Approval (normally only one "Appr" and/or one "Sig" entry per SSS).
  • "Sig" for Signature (normally only one "Appr" and/or one "Sig" entry per SSS).
  • "Info" for Information (when the SSS is submitted for information only)
• SIGNATURE (Surname), GRADE AND DATE: This block is broken into two parts. If you are the addressee and you agree with the proposed action, sign your surname, rank or grade, and date on the bottom SIGNATURE line aligned with your office symbol. If you are not the addressee, sign on the top SIGNATURE line aligned with your office symbol.
• SURNAME OF ACTION OFFICER AND GRADE: Rank and last name of action officer.
• SYMBOL: Enter action officer’s organization and office symbol (e.g., AF/A1).
• PHONE: The action officer’s telephone number (DSN or full 10-digit commercial).
• TYPIST’S INITIALS: Enter the initials of the typist who completed the form.
• SUSPENSE DATE: Enter the suspense date, if any, as appropriate.
• SUBJECT: Enter subject; use the same subject as for the attached correspondence.
• DATE: Type or stamp date at time of dispatch from the signing official’s office.

Summary Section

The summary section is heart of the SSS and is adaptable to the purpose or function the package. There are many ways to use the limited space of the summary block efficiently. A common technique is the use of headings. With or without headings, the paragraphs in the summary section are numbered and lettered in the same manner as in an official memorandum.

The guidance here merges the common elements from examples, instructions and experience for completing the summary section with five headings: Purpose, Background, Discussion, Views of Others and Recommendation. These five headings provide a common baseline for all Air Force personnel in completing the SSS, but they can be adapted for local needs, recurring tasks and command preferences. Check with your command for local guidance.

Purpose

The purpose statement tells readers what the SSS is trying to accomplish. The purpose statement may simply be a restatement of the subject. If the purpose is more complex, provide readers a clear statement of the issue and what action is being requested. Another technique is to use the purpose to provide the bottom line up front (BLUF) in the form of a purpose statement.

Background

The background section provides readers (the chain of command) with pertinent historical or contextual factors that shape the issue. Background information should be presented in a logical order (chronologically, geographically, functionally, etc.) appropriate for the issue to answer key questions (what happened, so what and why) as the narrative builds. Finally, save space by using a writing style with run-in headings and telegraphic statements/bullets.

Discussion

This is the meat of the analysis. Discuss the primary point or outline the main points first. Next, link the background information to the discussion with logical analysis. Lead readers to be able to see the way ahead proposed. Follow the logic and organization as used for the background (chronologically, geographically, functionally, etc.) appropriate to the issue. Also, if there are several options or courses of action available, they should be covered in the discussion. Finally, save space by using a writing style with run-in headings and telegraphic statements/bullets.

Views of Others

The views of others highlight opposing views, how they were considered but not recommended, and why. They are essential for a complete analysis, thorough discussion, and proper staffing of the package. This section requires pre-work to engage other offices impacted by the SSS before formal coordination, but when properly socialized early, the package will have broad support during formal coordination. If there are known disagreements or alternatives, present them here so that there are no secrets and the SSS can move forward rather than back to you for more work. In some cases, the views of others will not be needed, such as when there are no disagreements or when the SSS is used for a routine task. In these situations, the views of others may be marked as either "N/A" or deleted, as preferred by your chain of command.

Recommendation

State the recommendation for the senior official, including any action necessary to implement it, in such a way that the official need only sign an attached document to coordinate, approve or disapprove the recommended action. Use this heading only when SSS is routed for action; do not use the recommendation heading when the SSS is submitted for information only.

Signature block

The signature blocks for AF Form 1768 and the eSSS are the same; however, you must take care when sending the staff package so that the signature and the signature block match.

• AF Form 1768: Use the signature block for the action officer or the official designated as the office of primary responsibility (OPR) for the SSS package. The signature block is placed flush with the left margin with "//SIGNED//" (to indicate official Air Force information) above the official’s name, rank, service affiliation, duty title, organization, and contact information (telephone and/or e-mail). The signature must match the signature block: do not sign "for" another official; and do not use an authority line.
• eSSS as an e-mail: Use the signature block for the action officer or the official designated as the office of primary responsibility (OPR) for the SSS package. The signature block is placed flush with the left margin with "//SIGNED//" (to indicate official Air Force information) above the official’s name, rank, service affiliation, duty title, organization, and contact information (telephone and/or e-mail). The signature block and the system-generated "From" information must match: do not sign "for" another official; do not use an authority line; do not add slogans, quotes, or other personalization to an official e-mail signature block.

Tabs

For AF Form 1768, list Tabs aligned at the center in line with the signature block. For the eSSS (e-mail), list Tabs flush with the left margin below the signature block with one blank line between the signature block and the Tabs list.