From: "Saved by Windows Internet Explorer 7" Subject: BY ORDER OF THE SECRETARY OF THE AIR FORCE AIR FORCE MANUAL 33-326 15 OCTOBER 2007 Communications and Information Date: Sat, 27 Jun 2009 13:25:29 -0400 MIME-Version: 1.0 Content-Type: text/html; charset="utf-8" Content-Transfer-Encoding: quoted-printable Content-Location: http://74.125.47.132/search?q=cache:FpMGOsmTVXYJ:www.af.mil/shared/media/epubs/AFMAN33-326.pdf+air+force+official+memorandum+format&cd=4&hl=en&ct=clnk&gl=us X-MimeOLE: Produced By Microsoft MimeOLE V6.0.6001.18049 =EF=BB=BF BY ORDER OF THE SECRETARY OF THE AIR FORCE AIR FORCE = MANUAL 33-326 15 OCTOBER 2007 Communications and Information This=20 is the html version of the file http://www.= af.mil/shared/media/epubs/AFMAN33-326.pdf.
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Page 1
BY = ORDER OF=20 THE
SECRETARY OF=20 THE AIR FORCE
AIR FORCE=20 MANUAL 33-326
15 OCTOBER=20 2007
Communications=20 and Information
PREPARING=20 OFFICIAL COMMUNICATIONS
COMPLIANCE=20 WITH THIS PUBLICATION IS MANDATORY
ACCESSIBILITY:=20 Publications and forms are available for downloading or ordering on = the=20
e-Publishing=20 website at http://www.e-publishing.af.mil/<= /A>.=20
RELEASABILITY:=20 There are no releasability restrictions on this publication. =
OPR:=20 SAF/XCPPC
Certified by:=20 SAF/XCPP (Mr. Albert Bodnar)
Supersedes AFMAN=20 33-326, 1 November 1999.
Pages:=20 89
This = manual=20 implements Air Force Policy Directive (AFPD) 33-3, Information=20 Management, and states
the = procedures for=20 preparing communications in both manual and automated environments. This = publica-
tion = applies to=20 individuals at all levels who prepare official Air Force (AF) = communications,=20 including Air
National = Guard=20 (ANG) units and Air Force Reserve Command. Send recommended changes and=20 ques-
tions = about this=20 publication to the office of primary responsibility (OPR), Secretary of = the Air=20 Force, C2
Systems = Compliance=20 (WMA) Branch (SAF/XCPPC), 1800 Air Force Pentagon, Washington = DC
20330-1800, using=20 the AF Form 847, Recommendation for Change of Publication. Send = the AF=20 Forms
847 from = the field=20 through your major command (MAJCOM) publications/ forms managers to=20 Headquar-
ters Air = Force=20 Communications Agency (HQ AFCA/EASD), 203 W. Losey Street, Room 1100,=20 Scott
AFB IL = 62225-5222,=20 with an information copy to SAF/XCPP. Ensure that all records created as = a=20 result
of = processes=20 prescribed in this publication are maintained in accordance with Air = Force=20 Manual
(AFMAN) = 37-123,=20 Management of Records (will become AFMAN 33-363), and disposed of = in=20 accor-
dance = with the Air=20 Force Records Information Management System (AFRIMS) Records=20 Disposition
Schedule = (RDS)=20 located at https://afrims.amc.af.m= il/rds_series.cfm. See Attachment=20 1 for a glossary
of = references and=20 supporting information.
SUMMARY OF=20 CHANGES
This = revision=20 replaces the organizational symbol for Headquarters United States Air = Force (HQ=20 USAF/
SC) = with HQ=20 USAF/A6; changes references from Department of Defense (DoD) Manual=20 4525.8-M/Air
Force = Supplement=20 (AFSUP) 1, DoD Official Mail Manual, to DoDI 4525.8/AFSUP, DoD = Official Mail
Management;=20 removes references to Air Force Pamphlet 10-709, Operations Security=20 (OPSEC); changes
=E2=80=9CAdministrative=20 Communications=E2=80=9D to =E2=80=9CElectronic Communications=E2=80=9D; = updates organizational=20 addresses
and = office=20 symbols. Deletes the use of Optional Forms in Chapter=20 8, and renumbers remaining para-
graphs. =
Page = 2
2
AFMAN33-326=20 15 OCTOBER 2007
Chapter=20 1=E2=80=94COMMUNICATIONS MANAGEMENT
6
1.1.
Formats=20 Unique to Headquarters Air Force (HAF).=20 ..................................................
6
1.2.
Plain=20 Language.=20 .........................................................................= ................................
6
1.3.
Writers=E2=80=99=20 Responsibilities.=20 .........................................................................= ..................
6
1.4.
Suspense=20 Actions.=20 .........................................................................= .............................
8
1.5.
Coordination=20 Process.=20 .........................................................................= .......................
8
Chapter=20 2=E2=80=94STATIONERY STANDARDS AND USES
9
2.1.
Paper=20 Standards.=20 .........................................................................= ................................
9
2.2.
Standard=20 Letterhead.=20 .........................................................................= .........................
9
2.3.
Pre-printed=20 Letterhead.=20 .........................................................................= .....................
9
2.4.
Computer-Generated=20 Letterhead.=20 .........................................................................= ......
10
2.5.
Headquarters=20 United States Air Force (HQ USAF) Letterhead.=20 ...............................
11
2.6.
Department=20 of Defense (DoD) Programs and Activities Letterhead.=20 ........................
11
2.7.
Slogans.=20 .........................................................................= .............................................
11
2.8.
Logograms=20 (Logos).=20 .........................................................................= ..........................
11
Figure=20 2.1. Design of Official Stationery.=20 .........................................................................= ..........
12
Chapter=20 3=E2=80=94THE OFFICIAL MEMORANDUM
13
3.1.
General=20 Rules.=20 .........................................................................= ...................................
13
Figure=20 3.1. Sample Official Memorandum=20 .........................................................................= ........
14
3.2.
Margins.=20 .........................................................................= ............................................
15
3.3.
Heading=20 Format.=20 .........................................................................= ...............................
15
Figure=20 3.2. Citation Guidelines.=20 .........................................................................= .........................
18
3.4.
Text=20 of a Memorandum.=20 .........................................................................= ...................
18
3.5.
Closing=20 Format.=20 .........................................................................= ................................
19
3.6.
Typeset=20 Correspondence.=20 .........................................................................= ..................
22
3.7.
Record=20 or Coordination Copy.=20 .........................................................................= ..........
23
3.8.
Attachments=20 to Correspondence.=20 .........................................................................= ......
23
3.9.
Arranging=20 Correspondence.=20 .........................................................................= ..............
23
Figure=20 3.3. Arranging and Assembling Correspondence.=20 ...........................................................
25
Figure=20 3.4. Using Tabs To Mark Attachments.=20 .........................................................................= ..
26
Page = 3
AFMAN33-326 15=20 OCTOBER 2007
3
Chapter=20 4=E2=80=94OTHER TYPES OF WRITTEN COMMUNICATIONS
27
4.1.
Personalized=20 Letter.=20 .........................................................................= ..........................
27
Figure=20 4.1. Sample Personalized Letter.=20 .........................................................................= ............
28
4.2.
=E2=80=9CIN=20 TURN=E2=80=9D Memorandum.=20 .........................................................................= ..............
29
4.3.
North=20 Atlantic Treaty Organization (NATO) Letter.=20 .................................................
29
4.4.
Short-Note=20 Reply.=20 .........................................................................= .............................
29
4.5.
Memorandum=20 for Record (MR).=20 .........................................................................= .......
29
4.6.
Meeting=20 Minutes.=20 .........................................................................= ..............................
29
4.7.
Staff=20 Study Report.=20 .........................................................................= ...........................
30
4.8.
Point,=20 Talking, Bullet Background, and Position Papers.=20 ..........................................
30
4.9.
Information=20 Mapping.=20 .........................................................................= .......................
30
4.10.=20 Indorsement Memorandums.=20 .........................................................................= ............
30
Chapter=20 5=E2=80=94GUIDE AND FORM MEMORANDUMS
31
5.1.
Guide=20 Memorandums.=20 .........................................................................= ......................
31
5.2.
Form=20 Memorandums.=20 .........................................................................= ........................
31
Chapter=20 6=E2=80=94USE OF ENVELOPES
33
6.1.
General=20 Information.=20 .........................................................................= .........................
33
6.2.
Envelope=20 Size.=20 .........................................................................= ..................................
33
6.3.
Addressing=20 the Envelope.=20 .........................................................................= .................
33
Figure=20 6.1. Envelope Address Position and Format.=20 ...................................................................
34
Figure=20 6.2. Printing Addresses and Return Addresses.=20 ...............................................................
34
6.4.
Machine-Processed=20 Mailing.=20 .........................................................................= ............
34
6.5.
Mailing=20 Labels, Cards, and Self-Mailers.=20 ..................................................................
35
6.6.
Preparation=20 and Content of Mail Indicia.=20 ...................................................................
35
6.7.
Preparing=20 Envelopes for Classified Material.=20 ............................................................
35
Chapter=20 7=E2=80=94MESSAGE PREPARATION AND PROCESSING
36
7.1.
Introduction.=20 .........................................................................= ......................................
36
7.2.
Roles=20 and Responsibilities.=20 .........................................................................= ...............
36
7.3.
Message=20 Preparation.=20 .........................................................................= ........................
38
7.4.
Message=20 Address Header.=20 .........................................................................= .................
38
7.5.
Message=20 Text.=20 .........................................................................= ...................................
39
Page = 4
4
AFMAN33-326=20 15 OCTOBER 2007
7.6.
Military=20 Message Properties Fields.=20 .........................................................................= .
41
Table=20 7.1.
Military=20 Precedence/Grade of Delivery.=20 ...................................................................
42
7.7.
MINIMIZE.=20 .........................................................................= .......................................
43
7.8.
Non-Delivery=20 of Messages.=20 .........................................................................= ..............
43
7.9.
FORTEZZA=20 Card.=20 .........................................................................= ............................
43
7.10.=20 Message Distribution and Handling.=20 .........................................................................=
43
Chapter=20 8=E2=80=94COMMUNICATIONS MANAGEMENT FORMS
45
8.1.
AF = Form 74,=20 Communication Status Notice/Request.=20 ................................................
45
8.2.
AF = Form 388,=20 Communication Control Record.=20 .......................................................
45
8.3.
AF = Form 1768,=20 Staff Summary Sheet.=20 ......................................................................= ...
45
Figure=20 8.1. Sample AF Form 1768, Staff Summary Sheet, and = Instructions.=20 ..............................
47
Figure=20 8.2. AF Form 1768, Staff=20 Summary Sheet, Arranging the Package.=20 ................................
49
Chapter=20 9=E2=80=94AIR FORCE ADDRESS DIRECTORY
50
9.1.
Purpose=20 of the System.=20 .........................................................................= ......................
50
9.2.
Access=20 to the Directory.=20 .........................................................................= ....................
50
9.3.
Preparing=20 Communications for Dispatch.=20 ..................................................................
50
9.4.
Functional=20 Area Responsibilities.=20 .........................................................................= .....
50
9.5.
System=20 Data Maintenance.=20 .........................................................................= ...............
51
9.6.
Standard=20 Office Symbols and Standard Organization Abbreviations.=20 ......................
52
9.7.
United=20 States Postal Service (USPS) Abbreviations.=20 ................................................
52
Chapter=20 10=E2=80=94STANDARD OFFICE SYMBOLS AND STANDARD ORGANIZATION =
ABBREVIATIONS=20
53
10.1.
Standard=20 Office Symbols.=20 .........................................................................= .................
53
10.2.
Standard=20 Unit Designation Abbreviations.=20 ................................................................
53
10.3.
Unit=20 Designation Abbreviation and Office Symbol Use.=20 ..........................................
53
10.4.
Assigning=20 Office Symbols.=20 .........................................................................= ...............
53
10.5.
Functional=20 Area Responsibilities.=20 .........................................................................= .....
54
10.6.
Requesting=20 Office Symbols and Unit Designation Abbreviations.=20 ...........................
54
Figure=20 10.1. Office Symbol/Abbreviation Change Process.=20 .........................................................
55
10.7.
Information=20 Collection, Records, and Forms:=20 ...........................................................
56
AFMAN33-326 15=20 OCTOBER 2007
5
Attachment=20 1=E2=80=94GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION =
57
Attachment=20 2=E2=80=94DEPARTMENT OF THE AIR FORCE SEAL, COAT OF ARMS, AND =
CREST=20
62
Attachment=20 3=E2=80=94COLLECTIVE ADDRESS LIST (AL)
66
Attachment=20 4=E2=80=94CHECKLIST FOR SENDING DEFENSE MESSAGE SYSTEM (DMS) =
MESSAGES=20
70
Attachment=20 5=E2=80=94CREATING AND ADDING ADDRESSES TO PERSONAL ADDRESS BOOK =
(PAB)=20
75
Attachment=20 6=E2=80=94UNITED STATES MESSAGE TEXT FORMAT (USMTF) MESSAGE =
PREPARATION=20
84
Attachment=20 7=E2=80=94UNITED STATES MESSAGE TEXT FORMAT (USMTF) PREPARATION = 85
Attachment=20 8=E2=80=94COMMON NON-DELIVERY NOTICES WITH RESOLUTION =
88
Page = 6
6
AFMAN33-326=20 15 OCTOBER 2007
Chapter 1=20
COMMUNICATIONS=20 MANAGEMENT
1.1. = Formats=20 Unique to Headquarters Air Force (HAF). HAF formats differ from some = of the=20 other
types = of=20 correspondence prescribed in this manual. These formats are unique to = the HAF=20 and normally are
used = for=20 correspondence within the HAF and the Office of the Secretary of Defense = (OSD),=20 located in the
Washington DC=20 area. Headquarters United States Air Force (HQ USAF) Headquarters = Operating=20 Instruc-
tion = (HOI)=20 33-3, Correspondence Preparation, Control, and Suspense Tracking,=20 outlines instructions for
those = types of=20 correspondence.
1.2. = Plain=20 Language. Prepare all Air Force correspondence using plain language. = Plain=20 language saves
the Air = Force=20 time, effort, and money. Plain language means using logical organization = and=20 common,
everyday words,=20 except for necessary technical terms. Prepare correspondence using the = active=20 voice and
short = sentences.=20
1.2.1. = Organize=20 your material to help the reader. Identify your audience for the = document; write=20 to get
their = attention=20 and anticipate their questions. Consider any additional readers. Always = start by=20 putting
your = main message=20 up front. Present information in the succeeding paragraphs in a logical=20 order.
1.2.2. = Avoid=20 words and phrases that your readers might not understand. Define each=20 abbreviation or
acronym = the first=20 time you use it. Use the same term consistently to identify a specific = thought=20 or
object. = Use words=20 in a way that does not conflict with ordinary or accepted usage. Avoid=20 ambiguous
phrasing,=20 confusing legal terms, and technical jargon that can mislead your = reader.=20
1.2.3. = Use =E2=80=9Cyou=E2=80=9D=20 and other pronouns to speak directly to readers (active voice). Do not = refer to=20 people
as if = they were=20 inanimate objects. Address the reader as =E2=80=9Cyou.=E2=80=9D = =E2=80=9CYou=E2=80=9D reinforces the message=20 intended
for = your reader.=20 Use =E2=80=9Cwe=E2=80=9D in place of your organization=E2=80=99s name. = Be careful using =E2=80=9Cyou=E2=80=9D if it=20 sounds
accusatory or=20 insulting. Instead, put the emphasis on the organization by using = =E2=80=9Cwe.=E2=80=9D=20
1.2.4. = Active=20 voice is the best way to identify who is responsible for what action. To = communicate
effectively,=20 write the strong majority (around 75%) of your sentences in the active = voice.=20
1.2.5. = Short=20 sentences deliver a clear message. Your sentences should average 15 to = 20=20 words--never
make = them longer=20 than 40 words. Complex sentences loaded with dependent clauses and=20 exceptions
confuse = the=20 reader by losing the main point in a forest of words. Resist the = temptation to=20 put every-
thing = in one=20 sentence. Break up your idea into its logical parts and make each one = the=20 subject of its
own = sentence. Cut=20 out words that are not really necessary.
1.2.6. = Check=20 http://www.plainlanguage.gov/<= /FONT>, for more plain language = techniques.=20
1.3. = Writers=E2=80=99=20 Responsibilities.
1.3.1. = Use this=20 manual when preparing correspondence.
1.3.2. = Protect=20 and mark any classified information in your correspondence according to=20 Department
of = Defense=20 (DoD_5200.1-R, Information Security Program, and Air Force = Instruction=20 (AFI) 31-401,
Information=20 Security Program Management. Distribute on a need-to-know basis.=20
Page = 7
AFMAN33-326 15=20 OCTOBER 2007
7
1.3.3. = Follow=20 DoD 5400.7-R/Air Force Supplement (AFSUP), DoD Freedom of Information = Act=20 Pro-
gram, if=20 you include =E2=80=9CFor Official Use Only=E2=80=9D information, and = refer to AFI 33-332,=20 Privacy Act Pro-
gram, if=20 the Privacy Act applies.
1.3.4. = Check=20 Joint Publication (JP) 1-02, Department of Defense Dictionary of = Military and=20 Associ-
ated=20 Terms, and Air Force Doctrine Document (AFDD) 1-2, Air Force=20 Glossary, for correct terms and
usage. =
1.3.5. = Use the=20 Air Force Address Directory at https://private.afca= .af.mil/afdir/index.cfm(see
Chapter=20 9) for correct mailing = addresses and=20 standard office symbols (see Chapter=20 10).=20
1.3.6. = Distribute correspondence on a need-to-know basis.
1.3.7. = Conserve=20 paper. Use backs of scrap paper for drafts and interoffice memos. = Consider if=20 you can
communicate with=20 other means such as a telephone call or electronic mail (E-mail). Do not = print=20 and
mail = out=20 correspondence originally sent by E-mail, unless requested. Satisfy the = minimum=20 distribution
requirements=20 only. Utilize two-sided printing whenever possible.
1.3.8. = Use the=20 telephone for routine matters. (You can record the inputs on your record = copy of=20 the
final=20 correspondence.)
1.3.9. = Call, use=20 AF Form 74, Communication Status Notice/Request, or E-mail = instead of a=20 formal
memorandum to=20 check the status of an action (see paragraph 8.1.).
1.3.10. Use=20 caution when highlighting material you copy or microfilm, since = highlighters can=20 obscure
the = print.=20
1.3.11. Select=20 the appropriate distribution method. Some distribution methods include: = E-mail,=20 fac-
simile = (FAX),=20 Defense Message System (DMS), United States Postal Service (USPS), Base=20 Informa-
tion = Transfer=20 System (BITS), and Defense Courier Service. Consider the needs of the = recipient=20 when
choosing the=20 distribution method. Send computer-generated information electronically = if the=20 receiver
will = copy the=20 information into another computer system.
1.3.12. Use=20 E-mail before using FAX, BITS, or USPS. However, do not send classified = E-mail=20 on a
system = not=20 authorized for that purpose. When transmitting classified E-mail take = care to=20 transmit only
that = level of=20 classified information for which the system is certified and accredited. = When=20 transmitting
sensitive=20 unclassified information by E-mail, apply an appropriate level of = safeguards to=20 ensure the
sensitive, but=20 unclassified, information is properly protected. For more information = refer to=20 AFI
33-119, Air=20 Force Messaging. When delegating an E-mail task, send a courtesy = copy (cc)=20 to the orig-
inator.=20
1.3.13. Follow=20 AFI 33-324, The Information Collections and Reports Management = Program;=20 Con-
trolling=20 Internal, Public, and Interagency Air Force Information Collections, = when=20 requesting infor-
mation = licensed=20 under Public Law (PL) 104-13, The Paperwork Reduction Act of = 1995.=20
1.3.14. Avoid=20 abbreviations and military jargon. Write out abbreviations the first = time used=20 and fol-
low = with the=20 abbreviation in parenthesis.
1.3.15. Apply=20 record keeping requirements listed on https://afrims.amc.af.m= il/rds_series.cfmwhen
preparing=20 official communications.
Page = 8
8
AFMAN33-326=20 15 OCTOBER 2007
1.4. = Suspense=20 Actions.
1.4.1. = Set=20 realistic time limits for answering priority and routine correspondence. = Establish a suspense
(due = date) only=20 when you need a reply by a specific date. Notify the action agency of = the=20 suspense date
as = early as=20 possible.
1.4.2. = Control=20 suspenses at all offices tasked with answering correspondence. Notify = the=20 originating
agency = before the=20 due date if the reply is delayed.
1.4.3. = You may=20 use an automated system or AF Form 388, Communication Control Record = (see=20 para-
graph = 8.2.),=20 to control suspense actions.
1.5. = Coordination Process.
1.5.1. = Coordinate=20 with offices affected by the proposed action during the draft stage to = keep=20 from
revising the=20 final version.
1.5.2. = Coordinate=20 by telephone or E-mail when possible. Indicate coordination at the = bottom or in=20 the
right = margin of=20 the first page of DoD correspondence. Do not indicate coordination in = the=20 upper
right-hand corner=20 since it is used for the file code (see AFMAN 37-123 [will become=20 AFMAN
33-363]).=20
1.5.3. = You may=20 coordinate using AF Form1768, Staff Summary Sheet (see paragraph = 8.3.).=20
1.5.4. = Remember=20 to coordinate with each office that has a functional interest. Consider = the=20 chain of
command = to ensure=20 complete coordination. Schedule enough time to finish review and = coordination.=20
Page = 9
AFMAN33-326 15=20 OCTOBER 2007
9
Chapter 2=20
STATIONERY=20 STANDARDS AND USES
2.1. = Paper=20 Standards. Use 8 1/2-inch by 11-inch paper.
2.1.1. = Original.=20 Use white letterhead stationery (printed or computer-generated) for the = first=20 page of a
memorandum,=20 staff study, report, or minutes of a meeting. Use plain white paper for=20 continuation
pages. = (See=20 paragraph 2.4.=20 for computer-generated letterhead.)
2.1.2. = Copies.=20 Use plain white paper for information or courtesy copies.
2.1.3. Paper=20 Quality. Stationery is produced from recycled paper that has at least 25 = percent=20 cotton or
rag = content.=20 The recycled logo is shown in the watermark. Paper quality must not = exceed the=20 follow-
ing:=20
2.2. Standard=20 Letterhead. DoD Instruction (DoDI) 5330.2, Specifications for DoD = Letterheads, estab-
lishes = the=20 standards for letterheads. There are only two types of letterhead = authorized for=20 use: standard
(pre-printed)=20 and computer-generated. Chief master sergeants (CMSgt) and command chief = master=20 ser-
geants = use=20 standard letterhead/stationary. They must use personal stationary if the = CMSgt=20 insignia or sym-
bols = are used.=20 Submit any exceptions to the specified standards through your MAJCOM to = SAF/XC=20 for
final=20 determination. ANG exceptions are approved by individual ANG State = Headquarters=20 or the Director,
Air = National=20 Guard.
2.3.=20 Pre-printed Letterhead. See Figure=20 2.1. for an example of letterhead. MAJCOMs may elect to=20 use
generic two-line=20 command letterhead for command-wide use. MAJCOMs may authorize = letterhead=20 below
wing-level if=20 the quantity needed justifies the printing cost or other circumstances = warrant.=20 Any unit with-
out = its own=20 letterhead uses its parent unit=E2=80=99s letterhead stationery and = identifies its=20 organization and stan-
dard = office=20 symbol in the FROM caption.
2.3.1. Ink.=20 Print the letterhead and seal using either reflex blue or black ink.=20
2.3.2. Seal.=20 The DoD seal is one inch in diameter. Align the seal 1/2-inch from the = upper=20 left and top
edge = of the=20 paper. Do not use any other emblem, decorative device, or distinguishing = insignia with or
in = place of the=20 DoD seal.
2.3.3. Format.=20 Center organization name and address on the letterhead using no more = than four=20 lines:
Item
Paper=20 Color
Grade Pounds
Letterhead=20
White =
50% = rag=20
or=20
25% = rag=20
16
20=20
Continuation=20 White
50% = rag=20
or=20
25% = rag=20
16=20
20=20
10
AFMAN33-326=20 15 OCTOBER 2007
2.3.3.1. First=20 Line. DEPARTMENT OF THE AIR FORCE. Center this line leaving 5/8-inch=20 from
the = top of the=20 sheet. Print it in 12 point uppercase using copperplate letters, heavy = plate=20 Gothic let-
ters, = or=20 equivalent.
2.3.3.2. Second=20 Line. Center the name of the organization as shown in the G-series = special=20 order
that=20 established it. If G-series orders do not exist, the MAJCOM Director of=20 Communications
decides the=20 second line. Put HEADQUARTERS before the organization=E2=80=99s name = only if it=20 appears
in = the=20 activation order. Print it in 10.5 point uppercase using copperplate = letters,=20 heavy plate
Gothic letters,=20 or equivalent. If the name is more than fifty characters, you may use an = additional
line. =
2.3.3.3. Third=20 Line. If used, center the location without the ZIP+4 code on this line. = Print it=20 in 10.5
point = uppercase=20 using copperplate letters, heavy plate Gothic letters, or equivalent. = The bottom=20 of
the = third line=20 should be 1 1/16 inches from the top of the sheet. If your unit is = overseas, do=20 not
show = the Army=20 and Air Force Post Office (APO) or Fleet Post Office (FPO) number and a=20 geo-
graphical=20 location together. You may use the two-letter state abbreviation or = spell out=20 the state
name. = Do not=20 use punctuation in the last line of the address element.
EXAMPLES:
DEPARTMENT OF=20 THE AIR FORCE
HEADQUARTERS=20 AIR EDUCATION AND TRAINING COMMAND
DEPARTMENT OF=20 THE AIR FORCE
AIR = EDUCATION=20 AND TRAINING COMMAND
DEPARTMENT OF=20 THE AIR FORCE
HEADQUARTERS=20 AIR EDUCATION AND TRAINING COMMAND
RANDOLPH AIR=20 FORCE BASE TEXAS
2.3.4. = Optional=20 Items. Fold marks are guides for judging typing space and for folding = the paper=20 in
three = equal=20 parts. Typist guidelines show you are near the 1-inch bottom margin. If = used,=20 print them in
half-point rules=20 (see Figure=20 2.1.).
2.4.=20 Computer-Generated Letterhead. Computer-generated letterhead allows = for the=20 use of plain white
bond = paper and=20 high production rates. It also permits an organization to generate its = own=20 letterhead statio-
nery.=20
2.4.1. = Use. You=20 may use computer-generated letterhead the same as printed letterhead = when=20 the
design = satisfies=20 all specifications in paragraph 2.3.=20 Use computer-generated letterhead only for = corre-
spondence within=20 the DoD. Do not use for the signature of the Secretary or Deputy = Secretary=20 of
Defense, or=20 Executive Secretary of the DoD. MAJCOMs may direct the use of printed = letterhead=20 for
headquarters and=20 subordinate units.
2.4.2. = Format.=20 When using computer-generated letterhead, you may identify the office = name=20 as
approved in=20 organizational designation documents. Center the office name below the=20 organization
name. = You may=20 identify the complete mailing address including ZIP+4 code. Do not use = more=20 than
four = lines for=20 the letterhead.
AFMAN33-326=20 15 OCTOBER 2007
11
2.5.=20 Headquarters United States Air Force (HQ USAF) Letterhead. HQ USAF = offices=20 use this sta-
tionery, as do=20 certain field operating agencies (FOA) when their commanders function as = members=20 of
HAF.=20
2.6.=20 Department of Defense (DoD) Programs and Activities Letterhead. When = the=20 Department of the
Air = Force is the=20 executive agent for DoD-directed programs, the letterhead format is = similar to=20 paragraph
2.3.; do not show DEPARTMENT OF THE AIR FORCE = on the top=20 line for DoD programs or joint = activ-
ities. = Use this=20 layout instead:
2.6.1. First=20 line. Print the name of the program as shown in the DoD directive. =
2.6.2. Second=20 and third line. Print the location. For further guidance, contact = SAF/XCPPC.=20
EXAMPLES:
DOD = MEDICAL=20 EVALUATION REVIEW BOARD
USAF=20 ACADEMY
COLORADO=20 SPRINGS CO
ARMED = FORCES=20 VOCATIONAL TESTING GROUP
456 = ARMY DRIVE,=20 ROOM 407
RANDOLPH AIR=20 FORCE BASE TX 78150-4567
2.7. Slogans.=20 MAJCOMs and FOAs may permit use of slogans on official memorandums = and=20 personal-
ized = letters.=20 Slogans will:
2.7.1.=20 Represent the mission of the organization.
2.7.2. Be easy=20 to understand.
2.7.3. Not be=20 offensive.
2.7.4. Meet=20 printing specifications (printed approximately 1/2-inch from bottom of = page).=20
2.8.=20 Logograms (Logos). Do not use the Department of the Air Force seal = on=20 stationery; the proper use
of the = Department of the Air Force seal is covered in Attachment=20 2.=20 DoDI 5330.2 prohibits use of logos,
emblems,=20 decorative devices, or distinguishing insignia on stationery. OSD grants = waivers=20 only for pro-
grams = of Air=20 Force-wide importance and applicability, such as the Air Force Fiftieth=20 Anniversary. Send
waiver = requests=20 to SAF/XCPPC for staffing to OSD through the Washington Headquarters = Services.=20 Use
existing logo=20 stationery until all supplies are exhausted.
12
AFMAN33-326=20 15 OCTOBER 2007
Figure 2.1.=20 Design of Official Stationery.
AFMAN33-326=20 15 OCTOBER 2007
13
Chapter 3=20
THE OFFICIAL=20 MEMORANDUM
3.1. General=20 Rules.
3.1.1.=20 Memorandums are used to communicate with all DoD agencies to include = Joint=20 Chiefs of Staff,
unified and=20 specified commands, and other Federal agencies. They are also used to = conduct=20 official
business=20 outside the Government with vendors or contractors when the personalized = letter=20 is inappro-
priate.=20
3.1.2. Use=20 printed letterhead, computer-generated letterhead, or plain bond paper. = The=20 writer decides
which = stationery is appropriate. See Chapter=20 2 for stationery formats.
3.1.3. Type or=20 print on both sides of the paper using black or blue-black ink. =
3.1.4. Use 10=20 to 12 point fonts for text.
3.1.5. See DoD=20 5200.1-R and AFI 31-401 for the necessary markings on classified = correspondence.=20
3.1.6. See=20 Figure=20 3.1. for an example of an official memorandum.=20
14
AFMAN33-326=20 15 OCTOBER 2007
Figure 3.1.=20 Sample Official Memorandum
AFMAN33-326=20 15 OCTOBER 2007
15
3.2. Margins.=20 Use 1-inch margins on the left, right, and bottom for most = memorandums. For=20 shorter
communications,=20 you may adjust the margins. Use these guidelines:
3.3. Heading=20 Format.
3.3.1. Date=20 Element. Type or stamp the date 1 inch from the right margin, 1.75 = inches or 10=20 line
spaces from the=20 top of the page. Use the format of day, month, and year, for example, 14 = October
2006, = for=20 documents signed out of a military organization. Use the format of = month, day,=20 and year, for
example,=20 October 14, 2006, for documents signed out of a civilian organization. = Unless=20 the date of
signature has=20 legal significance, date the original and all copies of the = correspondence at=20 the time of
dispatch.=20
3.3.2.=20 MEMORANDUM FOR Element. Type =E2=80=9CMEMORANDUM FOR=E2=80=9D in = uppercase, flush with=20 the
left = margin,=20 2.5 inches or 14 line spaces from the top of the page. After the = MEMORANDUM=20 FOR
element, type=20 two spaces followed by the recipient organization. For short = communications, you=20 may
adjust the top=20 margin in order to center the memorandum.
3.3.2.1. When=20 addressing one office, type in uppercase the organization name or the=20 organization
abbreviation=20 and office symbol separated by a virgule (/). You may type a name in=20 parentheses
after = the=20 organization and omit the =E2=80=9CATTENTION=E2=80=9D element. =
3.3.2.2. When=20 sending the same memorandum to several offices, prepare a=20 multiple-address
memorandum.=20 Align subsequent addresses with the first address. Circle, underline, or = highlight
the = recipient=20 organization for each copy. Stay consistent; use the same format = throughout.=20
EXAMPLES:
MEMORANDUM FOR=20 THE CHIEF OF STAFF
DIRECTOR,=20 INSTALLATIONS AND LOGISTICS
GENERAL COUNSEL=20
or
MEMORANDUM FOR=20 AF/CC
AF/A4
SAF/GC=20
3.3.2.3. When=20 frequently sending correspondence to the same group of addresses, use a=20 categori-
cal = address.=20 See Attachment=20 3 for information on categorical addresses.
3.3.2.4. When=20 the address list is too long to include in the heading, use a = distribution list.=20 Type
=E2=80=9CMEMORANDUM FOR=20 DISTRIBUTION.=E2=80=9D Include the addresses in the DISTRIBUTION = ele-
ment = or on a=20 separate page attached to the memorandum (see paragraph 3.5.5.).=20 Note: Organiza-
tions = may=20 establish distribution codes and lists to satisfy internal distribution=20 requirements. To
When = memorandum=20 text is:
Use:=20
20 = lines or=20 more
1-inch margins=20
10-19 = lines=20
1 to = 1 1/2-inch=20 margins
1-9 = lines=20
1 1/2 = to 2-inch=20 margins
16
AFMAN33-326=20 15 OCTOBER 2007
establish=20 distribution codes, the organization must provide the distribution list = to the=20 Base Infor-
mation Transfer=20 Center (BITC) and keep the list current.
3.3.3. = ATTENTION=20 Element. If the ATTENTION element is used, type = =E2=80=9CATTENTION:=E2=80=9D or=20 =E2=80=9CATTN:=E2=80=9D
or = =E2=80=9CTHROUGH:,=E2=80=9D=20 followed by the name, in uppercase, one line below the MEMORANDUM=20 FOR
line. = Align=20 under the address.
EXAMPLE:
MEMORANDUM FOR=20 SAF/AAX
ATTENTION: COL=20 JONES
3.3.4. = FROM=20 Element. Type =E2=80=9CFROM:=E2=80=9D in uppercase, flush with the left = margin, two line=20 spaces
below = the last=20 line of the MEMORANDUM FOR element (and the ATTENTION element, if=20 used).
After = the FROM=20 element, type two spaces followed by the organization abbreviation and = office=20 sym-
bol of = the=20 originator. The FROM element contains the full mailing address of the = originator=20 so that
recipients may=20 easily prepare and address return correspondence. However, if the = complete=20 mailing
address is=20 printed on the letterhead (see paragraph 2.4.2.)=20 or if all recipients for the memorandum are
located on the=20 same installation as the originator, omit the second and third lines of = the FROM=20 ele-
ment.=20
3.3.4.1. The=20 first line of the FROM element includes the organization abbreviation = and=20 office
symbol=20 separated by a virgule and typed in uppercase.
3.3.4.2. The=20 second line of the FROM element is the delivery address of the = originator in=20 upper
and = lower case.=20
3.3.4.3. The=20 third line of the FROM element includes the city, state, and ZIP+4 code. =
3.3.5. = SUBJECT=20 Element. Type =E2=80=9CSUBJECT:=E2=80=9D in uppercase, flush with the = left margin, two=20 line
spaces = below the=20 last line of the FROM element. After the SUBJECT element, type two = spaces=20 fol-
lowed = by the=20 subject title; capitalize the first letter of each word except articles, = prepositions, and con-
junctions. Be=20 brief and clear. If you need a second line, align it under the first = word of the=20 title.
3.3.5.1. When=20 writing about an individual/employee who is not the addressee, include=20 rank/grade
and = full name=20 in the subject line. If you refer to the person again in the text of the = memorandum,
use = only the=20 rank/grade and surname. Do not include names in the subject line when = writing=20 about
two = or more=20 individuals. When writing about several people, state their full names = with=20 rank/grade
in = the text of=20 the memorandum the first time the names appear.
3.3.5.2. Cite a=20 single reference to a communication or a directive in parentheses = immediately=20 after
the = subject=20 title. See paragraph 3.3.6.=20 to cite more than one reference.
EXAMPLE:
SUBJECT: PACAF=20 Work Center Standard (Our Memo, 6 September 2005)
3.3.5.3.=20 Emphasize a suspense date in the subject element by typing = =E2=80=9CSUSPENSE:=E2=80=9D or=20 =E2=80=9CSUSP:=E2=80=9D
with = the date=20 in parentheses after the subject title.
EXAMPLE:
SUBJECT: AETC=20 Letterhead Stationery (SUSPENSE: 13 September 2005) =
AFMAN33-326=20 15 OCTOBER 2007
17
3.3.5.4. When=20 the communication supersedes a previous communication, type = =E2=80=9CS/S=E2=80=9D with a=20 refer-
ence = to the=20 previous communication in parentheses after the subject title. =
EXAMPLE:
SUBJECT:=20 Appointment of OJT Monitor (S/S Our Memo, 21 July 2005)
3.3.6.=20 References Element. To cite two or more references, use the References = element.=20 Type =E2=80=9CRefer-
ences:=E2=80=9D two=20 line spaces below the last line of the SUBJECT element. Capitalize the = first=20 letter of every
word = except=20 articles, prepositions, and conjunctions.
3.3.6.1.=20 Identify each reference by organization of origin, type of = communication, date,=20 and sub-
ject. = When=20 referencing a commercial publication, state the author=E2=80=99s name, = publisher,=20 publication
title = and date,=20 and the paragraph or page number.
EXAMPLE: SUBJECT:
Preparation of=20 Memorandums
References: (a)=20 HQ USAFE/IM Memo, 30 August 1994, Message Addresses.
(b) = AFMAN=20 33-326, 1 November 1999, Preparing Official = Communications.
(c) = Strunk and=20 White, The Elements of Style (NY: MacMillan Publishing Co, 1989), = 70.=20
3.3.6.2. If the=20 recipient is unfamiliar with the publication or form cited, write out = the title=20 the first
time = you=20 reference it. Use the guidelines in Figure=20 3.2. for citations:
18
AFMAN33-326=20 15 OCTOBER 2007
Figure 3.2.=20 Citation Guidelines.
3.3.6.3. Attach=20 a copy of the reference, or instructions to obtain it, if the reader = does not=20 have it.
Type = not to all=20 =E2=80=9C(NOTAL)=E2=80=9D after the citation if not all addressees = received the referenced item.=20
3.4. Text of=20 a Memorandum.
3.4.1. = Spacing.=20 The first line of the text begins flush left, two line spaces below the = last=20 line of the
SUBJECT element=20 (or the References element, if used). Single-space the text, but=20 double-space
between=20 paragraphs and subparagraphs. You may double-space the text of a = one-paragraph=20 memoran-
dum = less than=20 eight lines.
3.4.2. = Paragraphs. Number and letter each paragraph and subparagraph (unless = under the=20 jurisdiction
of HQ = USAF HOI=20 33-3, which requires indented paragraphs without numbers). A single = paragraph=20 is
not = numbered.=20 Indent subparagraphs 0.5-inch or five spaces and number or letter them = in=20 sequence.
Use = the=20 following format to subparagraph short sentences or phrases of a half = line or=20 less:
EXAMPLE:
This = format has=20 several advantages: (a) It=E2=80=99s compact, (b) it highlights ideas, = and (c) it saves=20 space.
3.4.3. = Place=20 contact names, E-mail addresses, fax numbers, and telephone numbers in = the last=20 para-
graph = of the=20 memorandum text.
When you=20 refer to:
Show it in=20 this format:
Other=20 correspondence
HQ = USAF/DPT=20 Memo, 23 March 1993, Military Training Program
A = publication=20
AFI = 33-360,=20 Publications and Forms Management, paragraphs 2.1. through =
2.35=20
AFMAN = 36-606,=20 Volume 2, Air Force Civilian Career Planning, Chapter 12, =
Figure 12.1=20
A = publication=20 when the
communication is=20
addressed=20 outside the
Department of=20 Defense.
Air = Force=20 Manual 23-110, USAF Supply Manual
(not = AFMAN=20 23-110)
A = Government=20 form
AF = Form 74,=20 Communication Status Notice/Request
A = commercial=20 publication Strunk and White, The Elements of Style (NY: = MacMillan=20 Publishing Co, 1989),
70=20
An = item in a=20 magazine,
newspaper, or=20 book
=E2=80=9CNew Optimism=20 About Aging,=E2=80=9D The Washington Post, 9 September 1993, p.1. =
AFMAN33-326=20 15 OCTOBER 2007
19
3.4.4.=20 Punctuation. Use conventional rules of English grammar. See AFH 33-337, = The=20 Tongue and
Quill,=20 for specific applications.
3.4.5. Word=20 Division. When dividing a word, separate between syllables (see AFH = 33-337).=20
3.4.6.=20 Quotations. When quoting numbered paragraphs from another document, cite = the=20 source and
paragraph=20 numbers in your text. See AFH 33-337 for specific applications. =
3.4.7. Suspense=20 Dates. If you include a suspense date in the text of the memorandum, = emphasize=20 it by
placing it in a=20 separate paragraph.
3.4.8.=20 Identifying Points of Contact. Indicate contact names, telephone = numbers, and=20 E-mail
addresses in=20 the text of the correspondence, normally in the last paragraph. =
3.4.9.=20 Continuation Pages. Use plain bond paper. Begin typing the text of the=20 continuation page four
lines = below the=20 page number. Type at least two lines of the text on each page. Avoid = dividing a=20 para-
graph = of less=20 than four lines between two pages.
3.4.10. Page=20 Numbering. The first page of a memorandum is never numbered. You may = omit=20 page
numbers on a=20 one- or two-page memorandum; however, memorandums longer than two pages=20 must
have = page=20 numbers. Number the succeeding pages starting with page 2. Place page = numbers=20 0.5-inch
or = four line=20 spaces from the top of the page, flush with the right margin. Number the = continuation
pages = of each=20 attachment as a separate sequence.
3.5. Closing=20 Format.
3.5.1.=20 Authority Line Element. The authority line informs readers that the = person who=20 signed the doc-
ument = acted for=20 the commander, the command section, or the headquarters. If it is used, = type in=20 upper-
case, = two=20 line-spaces below the last line of the text and 4.5 inches from the left = edge of=20 the page or
three = spaces to=20 the right of the page center. Use the words =E2=80=9CFOR THE = COMMANDER=E2=80=9D unless=20 the
head = of the=20 organization has another title like commander in chief, superintendent, = or=20 commandant.
3.5.1.1. Use=20 the authority line when:
3.5.1.1.1. A=20 commander=E2=80=99s designated representative signs for a specific = action.
3.5.1.1.2. A=20 document represents the commander=E2=80=99s position or the coordinated = position of=20 the
headquarters=20 staff.
3.5.1.1.3.=20 Staff members sign documents that direct action or announce policy = within=20 their
areas = of=20 responsibility.
3.5.1.2. Do not=20 use the authority line when:
3.5.1.2.1. The=20 commander (or head of the organization) signs.
3.5.1.2.2. The=20 deputy or vice commander signs when the commander is temporarily=20 away
from = the place=20 of duty unless command action is directed by law and requires an = indication=20 of
delegation.=20
3.5.1.2.3. The=20 correspondence expresses opinions of units, directorates, divisions, = offices,=20 or
branches.=20
3.5.1.2.4. The=20 correspondence is addressed outside the DoD.
20
AFMAN33-326=20 15 OCTOBER 2007
3.5.2. = Signature=20 Element. Type or stamp the signature element five lines below the last = line of=20 text
and = 4.5 inches=20 from the left edge of the page or three spaces to the right of page = center. If=20 the authority
line = is used,=20 type the signature element five lines below the authority line. If dual=20 signatures are
required, type=20 the junior ranking official=E2=80=99s signature block at the left = margin; type the=20 senior ranking
official=E2=80=99s=20 signature block 4.5 inches from the left edge of the page or three = spaces to the=20 right of page
center. The=20 signature element may be added after you are sure who will sign the=20 correspondence. Do
not = place the=20 signature element on a continuation page by itself. Consider = correspondence=20 received via
E-mail, copied,=20 or stamped //SIGNED// as authoritative as long as the signed copy is = kept on=20 file at the
originating=20 office.
3.5.2.1. First=20 Line. Type the name in uppercase the way the person signs it. Include = grade and=20 ser-
vice = if=20 military; civilians may include their grade. Avoid using legal, = educational, or=20 ecclesiastical
degrees or=20 titles.
3.5.2.2. Second=20 Line. Type the duty title as identified in the =E2=80=9CFrom=E2=80=9D = element. Use the term=20 =E2=80=9CAct-
ing=E2=80=9D before the=20 duty title of a staff position if the incumbent is absent or the = position=20 is vacant. Do
not = sign =E2=80=9Cfor=E2=80=9D=20 or =E2=80=9Cin the absence of.=E2=80=9D Do not use the term = =E2=80=9CActing=E2=80=9D for any command capacity=20 or
where = prohibited by law or statute (see AFI 33-321, Authentication of Air = Force=20 Records; and AFI
51-604,=20 Appointment to and Assumption of Command).
3.5.2.3. Third=20 Line. Type the name of the office or organization level if it is not = printed on=20 the let-
terhead or=20 included in the heading. Limit the signature element to three lines if = possible;=20 however,
if a = line of=20 the signature element is too long, indent two spaces on the next line.=20
EXAMPLES:
For = an=20 officer:
BRANDON BERNARD=20 SPROWL, 1st Lt, USAF
Commander=20
BRIAN = EDWARD=20 LEWIS, 2d Lt, USAF
Chief = of=20 Personnel
DUANE = V. MOORE,=20 Maj, USAF
Chief, Visual=20 Information and Publishing Branch
Directorate of=20 Communications
S. W. = MATTHEWS,=20 Lt Col, USAF
Chief, Staff=20 Communications
and = Analysis=20 Division
Directorate of=20 Curriculum
MARTEL ROBERT=20 WESTHALLER, III, Col, USAF, DC
Base = Dental=20 Surgeon
AFMAN33-326=20 15 OCTOBER 2007
21
For a = noncommissioned officer:
RAYMOND L.=20 KENNEDY, CMSgt, USAF
Chief,=20 Publishing Branch
3400th Training=20 Group
For a = civilian:
ELLEN = C.=20 CAMPANA, GS-15, DAF
Chief, Quality=20 Assurance Branch
Air = Staff=20 Systems Directorate
SUSAN = L. BASS,=20 GS-12, DAF
Chief,=20 Information Communications Policy
Directorate of=20 Communications
NOTE:=20 Medical service officers should use their medical designations = in their=20 signature blocks (MC,
DC, = BSC, or NC).=20
3.5.2.4.=20 Signature. Sign correspondence with permanent black or dark blue ink. = Use black=20 type-
writer ribbons,=20 black printer toner, or black ink for rubber stamps or signature = facsimile=20 equip-
ment. = Refer to=20 AFI 33-321, for authentication of Air Force documents and how to use = seals=20 instead
of = signatures.=20
3.5.3.=20 Attachment Element. Type =E2=80=9CAttachment:=E2=80=9D or =E2=80=9C# = Attachments:=E2=80=9D at the left margin,=20 three line
spaces below=20 the signature element (see Figure=20 3.1.). Do not number a single attachment; when = there
are = two or more=20 attachments, list each by number and in the order mentioned in the=20 memorandum.
Describe each=20 attachment briefly, but do not use general terms or abbreviations such = as =E2=80=9Cas=20 stated,=E2=80=9D
=E2=80=9Cas described=20 above,=E2=80=9D or =E2=80=9Ca/s.=E2=80=9D Cite the office of origin, the = type of communication, the=20 date, and the
number of=20 copies (in parentheses) if more than one. Include the subject of the = attachment=20 if the
receiver will=20 not get copies of attachments or if the subject is not already = referenced in=20 text. For clas-
sified=20 attachments, show the assigned classification symbol (in parentheses).=20
EXAMPLE:
3=20 Attachments:
1. = SAF/XCI Memo,=20 30 Jun 05 (U)(2)
2. 380 = FMS/CC=20 Msg, 232300Z May 98 (NOTAL)
3. = SAF/XCI Memo,=20 3 Aug 05 (S)
3.5.3.1. Type=20 =E2=80=9C(sep cover)=E2=80=9D when sending an attachment separately. = Send a copy of the=20 memoran-
dum = when you=20 send the attachment.
EXAMPLE:
2=20 Attachments:
1. AFI = XX-XX, 26=20 May 94
2. AFI = XX-XX, 24=20 May 94 (sep cover)
22
AFMAN33-326=20 15 OCTOBER 2007
3.5.3.2. Do not=20 divide attachment listings between two pages. If the listing is too = long,=20 type
=E2=80=9CAttachments:=20 (listed on next page),=E2=80=9D and list the attachments on a separate = page.=20
3.5.4. = Courtesy=20 Copy Element. When sending courtesy copies to activities other than to=20 addressee,
type = =E2=80=9Ccc:=E2=80=9D flush=20 with the left margin, two line spaces below the attachment element. If = the=20 attachment
element is not=20 used, begin typing three line spaces below the signature element. List = names or=20 organi-
zation = abbreviation and office symbol of the offices to receive copies. If a = courtesy=20 copy is sent with-
out = including=20 the attachments, type =E2=80=9Cwo/Atch=E2=80=9D after the office. = Circle, underline, or=20 highlight the
office = to=20 indicate the recipient.
EXAMPLE:
cc:
HQ = AETC/A1=20 wo/Atch
HQ = USAFE/A1 Atch=20 2 only
HQ = PACAF/A1=20 (Atch under sep cover)
3.5.4.1. If=20 courtesy copies of a memorandum are not signed, write or stamp = =E2=80=9Csigned=E2=80=9D with=20 black
or = dark blue=20 ink above the signature block.
3.5.4.2. Do not=20 show internal distribution of courtesy copies on the original (or = courtesy copy)=20 for
correspondence=20 addressed outside your activity. However, you may show the distribution = if=20 one
addressee needs=20 to know who received a courtesy copy, or if correspondence is=20 multiple-addressed
and = reproduced.=20
3.5.5. = DISTRIBUTION Element. When DISTRIBUTION is used for the MEMORANDUM=20 FOR
element (see=20 paragraph 3.3.2.4.)= ,=20 type =E2=80=9CDISTRIBUTION:=E2=80=9D flush with the left margin, two = line spaces
below = the=20 attachment element or the courtesy copy element, if used. If both the = attachment=20 element
and = the courtesy=20 copy element are not used, begin typing three line spaces below the = signature=20 ele-
ment. = Do not=20 divide distribution lists between two pages. If the listing is too long, = type=20 =E2=80=9CDISTRIBU-
TION: = (listed on=20 next page),=E2=80=9D and list the organizations on a separate page. =
3.5.6. = Optional=20 Automated File Designator (AFD) Element. The AFD element documents the=20 storage
location for=20 data stored on disks or other magnetic media. Type the AFD two line = spaces below=20 the
courtesy copy=20 distribution element. You may include the AFD in the identification line = of=20 talking,
position, and=20 bullet background papers.
3.5.6.1.=20 Contents of the AFD are based on the user=E2=80=99s needs and the system = being used;=20 e.g., the
element may=20 include items such as the file name, typist=E2=80=99s initials, and = number or title of=20 the disk.
3.5.6.2. Refer=20 to World Wide Web (WWW) pages by typing the uniform resource locator=20 (URL)
as = the AFD.=20
3.6. Typeset=20 Correspondence. You may typeset correspondence for a large audience = (such as=20 a memo-
randum = to=20 ALMAJCOM-FOA). Use an appropriate letterhead as with other official=20 correspondence. You
can = use the full=20 range of typesetting capabilities, including, but not limited to, two = columns,=20 italics, bold
type, = variable=20 spacing, boxed inserts, and screened backgrounds. =
AFMAN33-326=20 15 OCTOBER 2007
23
3.7. Record=20 or Coordination Copy. This is the official record for your office = files, so=20 make sure it is
completely=20 legible. Type or write additional information of value only to the = office of=20 record on the record
or = coordination=20 copy.
3.7.1. Showing=20 Coordination. Type or write the organization abbreviation and office = symbol of=20 each
office that=20 should coordinate across the bottom or right side of the record copy. = The=20 coordinating offi-
cials = enter=20 their last name and date.
3.7.2. Showing=20 Internal Courtesy Copy Distribution. List all internal courtesy = distribution on=20 the
record copy=20 unless it is listed on the original.
3.7.3.=20 Identifying the Writer. If identifying the writer is of value to the = office of=20 record, place the
writer=E2=80=99s=20 organization abbreviation and office symbol, name, telephone number, = typist=E2=80=99s=20 initials, the
date = the=20 correspondence is typed, and, if desired, the document name/number at = the top or=20 bottom
margin of the=20 page. Do not repeat the writer=E2=80=99s name if the writer signed the = correspondence.=20 Use a new
identification=20 line, if desired, each time the correspondence is rewritten or retyped. = Place=20 the name of
the = person who=20 rewrote it on the next line followed by the date it was retyped. =
3.7.4.=20 Annotating for Magnetic Storage Media. Use the writer identification = line (see=20 paragraph
3.7.3.)=20 to show document name, storage location, or file identification for = reference=20 and possible revi-
sion = or=20 reprinting.
3.7.5.=20 Preparing a Memorandum for Record (MR). When preparing a MR for another = office=20 or when
using = it as=20 your primary record, write or type on the record copy any information = needed for=20 the
record.=20 Continue on the back or a separate sheet if you need more space. The = writer then=20 signs the MR
(see = AFH=20 33-337).
3.8.=20 Attachments to Correspondence. Attachment, appendix, annex, and = exhibit all=20 mean additional or
supplementary=20 material and indicate relative position within a correspondence package. = The=20 first addition
is an=20 attachment; an addition to an attachment is an appendix; an addition to = an=20 appendix is an annex; and
so on. = Indicate=20 on the attachment, appendix, or annex if there are appendices, annexes, = or=20 exhibits to it.
Type = or write=20 attachment markings in the same position as on the basic correspondence. = If=20 possible, use
pencil = to allow=20 future renumbering and reuse with other documents. Mark attachments as = follows:=20
3.8.1. Mark=20 each attachment in the lower right corner as Atch 1, Atch 2, Atch 3, = etc.=20
3.8.2. Mark=20 additions to an attachment as Appendix A, Appendix B, Appendix C, etc.=20
3.8.3. Mark=20 additions to appendices as Annex 1, Annex 2, Annex 3, etc.
3.8.4. Mark=20 additions to an annex as Exhibit A, Exhibit B, Exhibit C, etc. =
3.8.5. For=20 multiple page attachments, number the pages of each attachment in a = separate=20 sequence.
For = example=20 Atch 1 (1 of 3), Atch 1 (2 of 3), Atch 1 (3 of 3), etc.
3.8.6. When=20 sending more than one copy of an attachment, place the copy number = (typed or=20 hand-
written) to the=20 right and slightly above the attachment number to indicate the copy is = the=20 first, second,
third, etc. For=20 example Atch 1
 1
, = Atch=20 1
 2
, = Atch=20 1
 3
, = etc.=20
3.9.=20 Arranging Correspondence. See Figure=20 3.3. for the order to arrange correspondence for=20 signature.
When = using tabs,=20 position the first tab at the lower right corner. Position the next tab = slightly=20 higher (see
Figure=20 3.4.).=20 Staple a memorandum of more than one page, or with attachments, in the = upper=20 left corner
 24
AFMAN33-326=20 15 OCTOBER 2007
before = dispatch.=20 If possible, arrange pages so that the reader can read information = without=20 removing the
staples or paper=20 clips; for example, turn landscape pages with top to the left. If = required,=20 prepare enve-
lopes = or=20 facsimile cover sheets, and place them at the left side behind the = copies for=20 dispatch. Use a paper
or = binder clip=20 to hold the packet together before dispatch. Organizations may specify = alternate=20 methods to
suit = their=20 needs.
AFMAN33-326=20 15 OCTOBER 2007
25
Figure 3.3.=20 Arranging and Assembling Correspondence.
26
AFMAN33-326=20 15 OCTOBER 2007
Figure 3.4.=20 Using Tabs To Mark Attachments.
AFMAN33-326=20 15 OCTOBER 2007
27
Chapter 4=20
OTHER TYPES=20 OF WRITTEN COMMUNICATIONS
4.1.=20 Personalized Letter. Use a personalized letter when your = communication needs=20 a personal touch or
when = warmth or=20 sincerity is essential. You may use it to write to an individual on a = private=20 matter for
praise,=20 condolence, sponsorship, etc. Keep it brief, preferably no longer than = one page.=20 Always use autho-
rized = USPS=20 abbreviations (see USPS Publication 28, Postal Addressing = Standards) for=20 addresses. Avoid
using = acronyms.=20 See Figure=20 4.1. for an example of a personalized letter. =
4.1.1. Heading=20 Format.
4.1.1.1. Date=20 Element. Type the date flush with the right margin, 1.75 inches or 10 = line=20 spaces
from = the top of=20 the page. For short communications, you may adjust the top margin to = center=20 the
letter on the=20 page. Use the format of day, month, year, e.g., 17 October 2005. =
4.1.1.2. Return=20 Address Element. Begin typing the return address flush with the left = margin,=20 2.5
inches or 14=20 line spaces from the top of the page (or 4 line spaces below the date). = Include=20 name,
rank = (for=20 military members), duty title, and the complete mailing address of the=20 sender.
4.1.1.3. To=20 Address Element. Type the receiver=E2=80=99s address three line spaces = below the=20 return
address.=20 Include the receiver=E2=80=99s title/rank and full name along with the = complete mailing=20 address.
Use = punctuation=20 after abbreviations such as =E2=80=9CMr.,=E2=80=9D = =E2=80=9CMs.,=E2=80=9D =E2=80=9CMrs.,=E2=80=9D and = =E2=80=9CDr.=E2=80=9D; however, do=20 not
abbreviate=20 rank.
4.1.1.4.=20 Salutation Element. Begin the salutation two line spaces under the = receiver=E2=80=99s=20 address.
Type = =E2=80=9CDear=E2=80=9D=20 followed by the title and last name of the receiver.
4.1.2. Text of=20 a Letter. Start the text of a letter two line spaces below the = salutation=20 element. DO NOT
number=20 paragraphs. Indent all major paragraphs 0.5 inch or five spaces; indent=20 subparagraphs an addi-
tional 0.5 inch=20 or five spaces. You may double-space text of a one-paragraph letter with = less=20 than eight
lines. Type=20 references in the first paragraph.
4.1.3. Closing=20 Format:
4.1.3.1.=20 Complimentary Close Element. Type =E2=80=9CSincerely=E2=80=9D two line = spaces below the text of=20 the
letter and 4.5=20 inches from the left edge of the page or three spaces to the right of = page=20 center.
4.1.3.2.=20 Authority Line Element. Do not use an authority line.
4.1.3.3.=20 Signature Element. Type the signature element, without the title = portion, five=20 line spaces
below = and=20 aligned with the complimentary close element.
4.1.3.4.=20 Attachment Element. Type =E2=80=9CAttachment:=E2=80=9D or = =E2=80=9CAttachments:=E2=80=9D flush with the left=20 margin,
10 = line spaces=20 below the last line of text (or 3 line spaces after the signature = element).=20
4.1.3.5.=20 Courtesy Copy Element. Type courtesy copy distribution = =E2=80=9Ccc:=E2=80=9D flush with the left=20 margin,
two = line spaces=20 below the attachment element. If the attachment element is not used, = type=20 =E2=80=9Ccc:=E2=80=9D
three = line=20 spaces after the signature element.
28
AFMAN33-326=20 15 OCTOBER 2007
Figure 4.1.=20 Sample Personalized Letter.
AFMAN33-326=20 15 OCTOBER 2007
29
4.2. =E2=80=9CIN=20 TURN=E2=80=9D Memorandum. Use an =E2=80=9CIN TURN=E2=80=9D = memorandum to distribute the official=20 memoran-
dum to = several=20 individuals or offices in sequence.
4.2.1.=20 Originators. Prepare an =E2=80=9CIN TURN=E2=80=9D memorandum when the = final addressee or OPR)=20 must see
the=20 coordination or action of all addressees. Use the official memorandum = format=20 (see Chapter=20 3).
Type = =E2=80=9CIN TURN=E2=80=9D=20 in uppercase, one line below the last address of the MEMORANDUM FOR=20 ele-
ment. = Align=20 with addresses.
EXAMPLE:
MEMORANDUM FOR=20 HQ USAF/A47
HQ=20 USAF/A3/5
HQ=20 USAF/A1
HQ=20 USAF/SG
IN = TURN=20
4.2.2.=20 Recipients. When you receive an =E2=80=9CIN TURN=E2=80=9D memorandum, = strike through your=20 organization
abbreviation=20 and office symbol, sign or initial, and date. Write = =E2=80=9CConcur,=E2=80=9D =E2=80=9CNonconcur,=E2=80=9D=20 =E2=80=9CComments
attached,=E2=80=9D or=20 =E2=80=9CComments sent by separate correspondence to=E2=80=9D next to = the date. Prepare a=20 separate
memorandum for=20 a lengthy comment. Attach comments to the =E2=80=9CIN TURN=E2=80=9D = memorandum if=20 the
remaining=20 addressees need them; otherwise, send comments directly to the final = addressee.=20 Send the
=E2=80=9CIN TURN=E2=80=9D=20 memorandum to the next address.
4.3. North=20 Atlantic Treaty Organization (NATO) Letter. See NATO Standardization = Agreement
(STANAG) 2066=20 (Edition No. 5), Layout for Military Correspondence, for proper = format.=20 Write to Naval
Publications and=20 Forms Center, 5801 Tabor Avenue, Philadelphia PA 19120-5002 to get a = copy.=20 When
using = the NATO=20 format, always include the name and telephone number of a point of = contact. Use=20 the
term=20 =E2=80=9Cenclosures=E2=80=9D instead of =E2=80=9Cattachments.=E2=80=9D = Enclosures may have appendices and=20 annexes. List all refer-
ences = in the=20 heading or in the beginning of the correspondence text.
4.4.=20 Short-Note Reply. If you have enough space, write or type your = comments on=20 the incoming corre-
spondence (see=20 AFH 33-337).
4.5.=20 Memorandum for Record (MR). Use the MR to document a discussion or = an oral=20 agreement. Pre-
pare a = MR using=20 the official memorandum format (see Chapter=20 3).=20 Type RECORD after the MEMO-
RANDUM = FOR=20 element (see AFH 33-337).
4.6. Meeting=20 Minutes. Prepare meeting minutes using the official memorandum = format (see=20 Chapter
3). Minutes are a clear summary of the = participants=E2=80=99=20 comments. They document planned or=20 completed
action. Date the=20 minutes the day they are distributed. To save space, use two columns to = list=20 names of
members present.=20 Place information regarding a future meeting in the last paragraph. When = a=20 person signs
a = paper as a=20 member of a board or committee, the signature element indicates that = person=E2=80=99s=20 status on that
board = or=20 committee, not any other position the person may hold. Type = =E2=80=9CApproved as=20 written=E2=80=9D two line
spaces = below the=20 recorder=E2=80=99s signature block, followed by the approving = authority=E2=80=99s signature=20 block.
30
AFMAN33-326=20 15 OCTOBER 2007
4.7. Staff=20 Study Report. This is a problem-solution report (see AFH 33-337).=20
4.8. Point,=20 Talking, Bullet Background, and Position Papers. (See AFH 33-337.)=20
4.8.1. = Point and=20 talking papers are concise, factual, written outlines for oral = presentations,=20 memory
ticklers, or=20 quick reference outlines. They use fragments to present key points, = positions,=20 and facts in
a = brief, orderly=20 fashion when the user has knowledge of the subject.
4.8.2. = Background papers are multipurpose written briefs used to provide = information,=20 forward items
of = interest, or=20 to summarize current or potential problems. They include an introductory = paragraph, a
basic=20 discussion, and a conclusion.
4.8.3. = Position=20 papers are used to advocate or to convince the reader on an argument or=20 position.
4.9.=20 Information Mapping. You may use the information mapping method for = staff=20 study reports and for
point, = talking,=20 bullet background, and position papers. The Information Mapping = methodology=20 helps writ-
ers = analyze,=20 organize, and present information in a concise, user-friendly manner.=20 Information Mapping
principles can=20 improve a wide variety of communications. For more information, contact=20 SAF/XCPPC.
4.10.=20 Indorsement Memorandums. Indorsements are used at the discretion of = the=20 sender as space
allows = (see AFH=20 33-337).
AFMAN33-326=20 15 OCTOBER 2007
31
Chapter 5=20
GUIDE AND=20 FORM MEMORANDUMS
5.1. Guide=20 Memorandums. These are models of a memorandum text composed in = advance, but=20 not
printed. They=20 may be complete memorandums with several paragraphs or a single = paragraph. Use=20 guide
memorandums to=20 compose official memorandums. Select the combination of paragraphs = appropriate=20 for
the=20 reply.
5.2. Form=20 Memorandums. These are mass-produced memorandums sent in place of=20 individually com-
posed = or typed=20 memorandums when many individuals require similar information or the = same=20 individual
requires the=20 information at frequent intervals. These also include standard formats = stored on=20 electronic
media = that can=20 be accessed, completed with optional data, and then printed or = electronically=20 forwarded.
5.2.1. Types of=20 Form Memorandums. The three basic formats for form memorandums are=20 prewritten,
fill-in, and=20 optional statement. Prewritten form memorandums omit the = receiver=E2=80=99s name,=20 address, and
date. = Fill-in=20 form memorandums omit any information that varies with each response. = Optional=20 state-
ment = form=20 memorandums provide several options; the writer checks the statements = that apply=20 to the
specific=20 situation. A form memorandum may have space for filling in information,=20 selecting one of
several=20 statements, or both.
5.2.2. Form=20 Memorandums Use. Use form memorandums when the subject matter and the = action=20 are
routine or=20 informational, when it is more economical to duplicate the memorandum = than to=20 type each
memorandum=20 individually, and when the printed format expedites response from the = recipient.=20 Do not
use = form=20 memorandums if the subject is of a personal or congratulatory nature, if = it may=20 bring grief,
disappointment,=20 or embarrassment to the recipient, or if a numbered form would be = better.=20
5.2.3.=20 Preparing and Controlling Form Memorandums:
5.2.3.1.=20 Justification. Analyze your correspondence for a 2-week period and group = memorandums
that = are=20 similar in meaning and purpose. Count the number of individually typed=20 memorandums
for = each group.=20 A form memorandum is justified if:
NOTE:=20 Check with your publications/forms manager to determine if a = numbered=20 form would be more
beneficial.=20
5.2.3.2.=20 Composition. Follow the principles of writing in AFH 33-337. Consider = the=20 memoran-
dum=E2=80=99s impact,=20 especially if it is sent outside the Air Force. If a memorandum collects = information,
review the=20 requirements of the PL 104-13 and AFI 33-324.
The line=20 count (text) of a repetitive
memorandum=20 is:
And the=20 number of similar
memorandums=20 written each month is:
5 =
30 or = more=20
10=20
15 or = more=20
15=20
10 or = more=20
32
AFMAN33-326=20 15 OCTOBER 2007
5.2.3.3.=20 Design. Leave enough blank space to complete a fill-in form memorandum. = Align=20 check
boxes = ( ) on an=20 optional statement form memorandum.
5.2.3.4.=20 Signature. Sign form memorandums individually or sign the master before=20 reproduction.
5.2.3.5.=20 Control. Identify each form or guide memorandum by a different symbol if = you=20 have
more = than one,=20 e.g., FM-1, FM-2, etc.; GM-1, GM-2, etc. You may mark the memorandums=20 them-
selves or their=20 folders. Review the need and currency of the memorandum before=20 reproduction,
and = reproduce=20 no more than a 3-month supply.
AFMAN33-326=20 15 OCTOBER 2007
33
Chapter 6=20
USE OF=20 ENVELOPES
6.1. General=20 Information. Use standard addresses listed in the Air Force address=20 directory (see Chap-
ter=20 9).=20
6.2. Envelope=20 Size.
6.2.1. Use a=20 rectangular envelope only slightly larger than the correspondence. = Envelopes=20 should be
no = smaller than=20 3.5 by 5 inches and no larger than 6.125 by 11.5 inches.
6.2.2. You may=20 use window envelopes. Be sure to adjust the MEMORANDUM FOR element to=20 align
the = address=20 with the envelope window.
6.2.3. For=20 consolidated mailing, the largest item that cannot be folded determines = the=20 envelope size
(see = DoDI=20 4525.8 /AFSUP).
6.3.=20 Addressing the Envelope. For successful processing by optical = character=20 recognition (OCR) equip-
ment, = the USPS=20 requires addresses to be machine-printed, with a uniform left margin, = and=20 formatted in a
manner = that=20 allows an OCR to recognize the information.
6.3.1.=20 Printing. Use a typewriter or print addresses on a laser printer. You = may not=20 hand write or use
rubber stamps=20 unless laser printers and appropriate software are not available. =
6.3.2.=20 Typeface. Use Courier New font 12 point (or similar simple sans serif = font). Be=20 sure characters
are = not too=20 close together and do not touch or overlap. Do not use bold, italic, = script,=20 artistic, or other
unusual=20 typefaces.
6.3.3. Margins.=20 Leave margins at least 0.5-inch from the left and right edges of the = envelope=20 and at
least = 0.625-inch from the bottom of the envelope. The last line of the address = should=20 be no lower than
0.625-inch and=20 no higher than 2.75 inches from the bottom of the envelope. =
6.3.4. Address=20 Format. See Figure=20 6.1. for address position and format. Use block style = with a=20 uni-
form = left=20 margin, parallel to the long edge of the envelope. Single-space the = address=20 block and type the
entire=20 addresses in uppercase. Use one or two spaces between words. Do not use=20 punctuation in the
last = two lines=20 of the address block except for the dash in the ZIP+4 code. Addresses = are=20 limited to five
lines:=20
6.3.4.1.=20 Optional Address Data Line. Use this line for any nonaddress data such = as=20 account num-
bers, = presort=20 codes, or mail stop codes.
6.3.4.2.=20 Optional Attention Line. Use this line to direct mail to a specific = person.=20
6.3.4.3.=20 Organization Abbreviation/Office Symbol Line. Use the organization = abbreviation=20 and
office symbol=20 separated by a virgule. Refer to the address directory for correct=20 abbreviations.
6.3.4.4.=20 Delivery Address Line. Use this line for the street or post office box = number,=20 and the
room = or suite=20 number. Use authorized USPS abbreviations found in USPS Publication 28. = Do=20 not
use = punctuation=20 on this line.
6.3.4.5. City=20 or Base, State, ZIP+4 Code Line. Use the two-letter state abbreviations = found=20 in
USPS=20 Publication 28. Always include the ZIP+4 code in the address. Do not use = commas=20 between
 34
AFMAN33-326=20 15 OCTOBER 2007
the = city or=20 base, abbreviation, and ZIP+4 code; the dash in the ZIP+4 code is the = only=20 punctuation
used = in the=20 last address line. With overseas addresses, do not use the APO or FPO = number=20 and
geographical=20 location together; this will cause the mail to enter the international = mail=20 channels. Do
not = type any=20 information below or to the right of the city, state, and ZIP+4 code = address=20 line.
Figure 6.1.=20 Envelope Address Position and Format.
6.3.5. = Return=20 Address Format. Place the return address in the upper left corner of the = envelope (see
Figure=20 6.2.).=20 Follow the address format (see paragraph 6.3.4.). Use the complete mailing=20 address.
Type = =E2=80=9COFFICIAL=20 BUSINESS=E2=80=9D beneath the return address (see DoDI 4525.8 /AFSUP). =
Figure 6.2.=20 Printing Addresses and Return Addresses.
6.4.=20 Machine-Processed Mailing. Limit the thickness of the envelope to = 0.25 inch=20 or less when sealed
(about = four=20 sheets of bond paper or eight tissue weight sheets). Press envelope to = remove=20 air. Write =E2=80=9Cnon-
machinable=E2=80=9D=20 above the address on the envelope if it is more than 0.25 inch thick = (see DoD=20 4525.8-M/
AFSUP).=20
AFMAN33-326=20 15 OCTOBER 2007
35
6.5. Mailing=20 Labels, Cards, and Self-Mailers. See DoD = 4525.8-M/AFSUP.
6.6.=20 Preparation and Content of Mail Indicia. See DoD=20 4525.8-M/AFSUP.
6.7.=20 Preparing Envelopes for Classified Material. See DoD 5200.1-R and = AFI=20 31-401.
36
AFMAN33-326=20 15 OCTOBER 2007
Chapter 7=20
MESSAGE=20 PREPARATION AND PROCESSING
7.1.=20 Introduction. This chapter discusses preparing messages for the = Defense=20 Message System (DMS).
The = DMS is a=20 flexible, network centric application layer system that provides = high-grade,=20 secure messag-
ing = and=20 directory services capabilities. It provides message service to all DoD = users=20 (to include deployed
tactical users),=20 access to and from world wide DoD locations, and interface to other = United=20 States (US)
Government=20 agencies, allies, and defense contractors. The DMS will handle = information of=20 all classifica-
tion = levels=20 (unclassified through TOP SECRET), compartments, and handling = instructions. DoD=20 man-
dates = the use of=20 DMS for all organizational messages. Organizational messages are=20 communications
exchanged=20 between organizational elements in support of command and control, = combat=20 support, combat
service support,=20 and other functional activities (defined by each functional community).=20 Organizational
messages provide=20 formal direction or establish a formal position, commitment, or response = on=20 behalf of
an = organization.=20
7.2. Roles=20 and Responsibilities. The following roles and responsibilities are = primary=20 to the support of
desktop DMS=20 organizational messaging.
7.2.1. = Originator=E2=80=99s Responsibilities. The originator is the command or = authority in=20 whose name (orga-
nization) a=20 message is sent. The originator implements the policy and procedures for = preparing and
releasing=20 messages and imposes and/or adheres to MINIMIZE when imposed for record=20 communica-
tions = (see=20 paragraph 7.7.).=20 The originator will:
7.2.1.1.=20 Designate releasers to send DMS messages. Persons assigned to this = function=20 should have
the = appropriate=20 clearance to handle the classification level of information received.=20
7.2.1.2.=20 Appoint an administrator to make distribution on messages received, if = duty is=20 not
assigned to the=20 releaser and distribution is not made by automated means. See paragraph = 7.10.=20 on
automated means=20 of message distribution.
7.2.1.3. Ensure=20 all personnel using DMS are properly trained.
7.2.2. = Drafter=E2=80=99s=20 Responsibilities. The drafter prepares messages using the procedures = outlined in=20 this
chapter and the=20 checklist in Attachment=20 4.=20 Drafters do not require a FORTEZZA card to draft mes-
sages = but do=20 need a DMS user agent software loaded on their workstation to add = addresses to=20 the draft
message header.=20 The drafter will:
7.2.2.1.=20 Identify recipients=E2=80=99 address for releaser.
7.2.2.2.=20 Identify distribution instruction and restrictions.
7.2.2.3.=20 Identify handling instructions.
7.2.2.4. Adhere=20 to MINIMIZE when imposed for record communications (see paragraph 7.7.).=20
7.2.3. = Releaser=E2=80=99s Responsibilities. The releaser is the individual = authorized by the=20 originator (com-
mander) to=20 release messages for that organization. The releaser requires a FORTEZZA = card=20 and a
DMS = user agent=20 to release messages. The releaser will:
7.2.3.1. Verify=20 the accuracy of the message format using the checklist at Attachment=20 3.=20
7.2.3.2. Verify=20 the recipients=E2=80=99 address prior to transmission. =
AFMAN33-326=20 15 OCTOBER 2007
37
7.2.3.3. Set=20 the military properties (i.e., precedence, classification, delivery = report,=20 etc.) of the
message per=20 paragraph 7.6.
7.2.3.4.=20 Maintain a personal address book (PAB) for frequently used DMS = addresses. This=20 will
save = time when=20 addressing DMS messages. To maintain accurate addresses, the PAB=20 synchroniza-
tion = tool=20 should be loaded on the DMS workstation (see local communications = squadron for=20 tool).
Note:=20 Creating a PAB for office use and saving on a shared drive would = facilitate=20 access by more
than = one=20 person, but only by one person at a time. See Attachment=20 5 on the process of creating
and = accessing a=20 PAB on a common or shared drive.
7.2.3.5. Where=20 assured delivery is required, request delivery report and/or retain read = receipts in
the = military=20 properties applicable tabs that relate to the released message in such a = manner=20 that
they = can=20 readily be retrieved in conjunction with the subject message. =
7.2.3.6.=20 Enforce and/or adhere to MINIMIZE procedures when imposed for record=20 communica-
tions.=20
7.2.3.7. Verify=20 distribution instruction and restriction to the message.
7.2.4.=20 Communications Squadron or Communications Support Organization = Responsibilities.=20 The
communications=20 squadron is responsible for the operation of DMS. The commander will:=20
7.2.4.1. Ensure=20 customers=E2=80=99 computers user agents designated for DMS are = configured with=20 cur-
rent = DMS=20 software.
7.2.4.2.=20 Establish end-user training program for the customers using https://private.afca.af.mil/dms= /
dms/.=20
7.2.4.3.=20 Establish error resolution procedures for resolving non-deliver of = messages.=20
7.2.4.4.=20 Establish procedures for issuance and retrieval of FORTEZZA card. =
7.2.4.5.=20 Provide certified message text editor software for customers. =
7.2.4.6. Notify=20 end-user when DMS components are degraded to the extent message traffic=20 does
not = flow.=20
7.2.4.7.=20 Provide automated profiling for message distribution and notification, = per=20 customer
request.=20
7.2.5.=20 Recipient/Addressee=E2=80=99s Responsibilities. The minimum DMS = capability for an=20 organization is
one=20 FORTEZZA-based DMS account per each two letter at Headquarters Air=20 Force/USAF/MAJ-
COM/ = Numbered=20 Air Force Headquarters, and one per each organization FOA/direct = reporting=20 unit
(DRU)/base or=20 wing. Each organization with a DMS account will:
7.2.5.1.=20 Appoint a DMS organizational mailbox administrator to:
7.2.5.1.1.=20 Ensure the DMS mailbox is managed to ensure messages are properly=20 distributed
and = acted on=20 according to message instructions. The mailbox may be managed manually = or=20 by
automated=20 profiling technology. See your local communications support organization = for=20 auto-
mated = profiling=20 options (see paragraph 7.10.).=20
7.2.5.1.1.1.=20 Ensure DMS messages are distributed according to the distribution=20 instruc-
tions = contained=20 in the message. Permission should be received from the originator to=20 dis-
tribute=20 messages outside of the organization.
38
AFMAN33-326=20 15 OCTOBER 2007
7.2.5.1.1.1.1.=20 To distribute messages to non-DMS accounts, convert the message to=20 a
simple mail=20 transfer protocol (SMTP) (regular E-mail) by clicking on the=20 =E2=80=9CConvert=E2=80=9D
DMS = ICON on the=20 toolbar and then forward to the addressee within the base = domain
E-mail address=20 from the Global Address List (GAL). Consider handling = PERSONAL
FOR = messages=20 sent to a DMS organization mailbox in this manner by converting = the
message and=20 sending it to intended recipient=E2=80=99s personal SMTP account. = Always
request a read=20 receipt on PERSONAL FOR messages.
7.2.5.1.1.1.2.=20 To distribute message to DMS accounts, simply forward the message=20 to
a DMS = address=20 retrieved from the Directory Information Tree (DIT).
7.2.5.1.1.2.=20 Adhere to MINIMIZE when imposed for record communications.
7.2.5.2. Reply=20 to a DMS message as a DMS message, signed and encrypted.
7.2.5.2.1.=20 Conduct regular mailbox cleanup. File DMS messages in accordance with=20 AFRIMS
RDS = located at=20 https://afrims.amc.af.m= il/rds_series.cfm. Note: All = DMS=20 messages must be
decrypted prior=20 to electronically filing and access to these records must be limited to=20 those
with = proper=20 security clearance and need to know.
7.2.5.2.2.=20 Handle messages according to its precedence level of the message. See=20 paragraph
7.10.=20 on handling guidelines.=20
7.2.5.3. When=20 replying or responding to a DMS message outside of the base domain, = respond=20 as
a DMS = message,=20 signed and encrypted.
7.3. Message=20 Preparation. The United States Message Text Format (USMTF) provides = the=20 joint formats
required for=20 efficient and unambiguous data and information exchange and thus is = required for=20 all organi-
zational=20 messages. Draft the messages using certified message preparation = software.=20 Obtain the software
from = your local=20 communications squadron. See Attachment=20 6 for USMTF message preparation.
7.3.1. = General=20 Message Format. Prepare the message in sentence case. However, to avoid=20 confusion
in = message text,=20 recommend using upper case. Do not underline any part of the message. = Limit=20 punc-
tuation symbols=20 to dollar sign ($), ampersand (&), open parenthesis ((), close = parenthesis=20 ()), dash (-),
apostrophe (=E2=80=98),=20 quotation mark (=E2=80=9C), period (.), colon (:), virgule (/), comma = (,), question mark=20 (?), and
semicolon (;).=20 Automatic Digital Network (AUTODIN) will accept other punctuation = symbols in=20 the
message text;=20 however, the receiving equipment may not be able to reproduce those = symbols.=20
7.3.2. = Message=20 Staffing. DMS messages should be staffed using local policies for = coordinating=20 and
releasing=20 organizational electronic communications. DMS messages may be saved as = an=20 =E2=80=9COutlook
Template=E2=80=9D,=20 =E2=80=9CMessage Format=E2=80=9D, or =E2=80=9CText Only=E2=80=9D file = types and attached to the e-staffing=20 package. In
addition, the=20 message may be saved in the Outlook draft folder and attached to the = e-staffing=20 package.
Each = of the=20 options, with the exception of Outlook Template file type, allows for = easy=20 review and edit-
ing. = With=20 Outlook Template, all changes during the review process require the = reviewer to=20 resave the
file = as an=20 Outlook Template and reattach the saved file to the e-staffing package.=20 Note: The default
location when=20 saving Outlook Template file types is usually the = =E2=80=9CTemplate=E2=80=9D folder on the local=20 hard
drive. = Recommend=20 changing this location to one for your documents.
7.4. Message=20 Address Header. The message header includes the fields for = recipients, both=20 action and
information, and=20 the subject. This area is not encrypted. Messages could be sent to a = single=20 organization
address, DMS=20 and/or plain language addresses (PLA), to a collective address, Mail=20 List/Address List
AFMAN33-326=20 15 OCTOBER 2007
39
(ML/AL), or an=20 Address Indicators Group (AIG). If the intended recipient is not listed = in the=20 DMS direc-
tory, = send the=20 message to the parent organization with distribution instruction to = forward to=20 the intended
recipient.=20 MLs/ALs and AIGs are only to be used for action addresses. Addresses are = limited=20 to 150
entries (a ML/AL=20 or AIG is one entry) Note: An organization must be an authorized=20 submitter of a ML/
AL or = AIG to=20 send to it. Authorization comes from the cognizant authority for the = ML/AL or=20 AIG.
7.4.1. FROM=20 Address: Specify to the message recipient the identity of the message=20 originator. Since
DMS = messaging=20 is organizational, the FROM address must reflect the organization and = office=20 symbol.
This = address is=20 retrieved from the GAL and inserted into the =E2=80=9CFROM=E2=80=9D = field of the address=20 header.
7.4.2. TO=20 Address: Addresses must be selected from the DMS DIT and added to the = PAB.=20 Conduct-
ing a = search=20 operation is the recommended way to retrieve PLA and multiple DMS = addresses from=20 the
DIT. = See Attachment=20 5 on creating and adding addresses to the PAB. =
7.4.2.1. For=20 DMS messages sent to another DMS address, retrieve addresses from the=20 Organiza-
tion-level of=20 the DIT. Select the base, the specific organization, and office to send = the=20 message to.
Add = the entry=20 to your PAB, by selecting the =E2=80=9CAdd to PAB=E2=80=9D icon on the = toolbar. Modify the=20 display
name. =
7.4.2.2. For=20 DMS messages sent to AUTODIN addresses, retrieve addresses from the=20 AUTODIN
PLA-level of=20 the DIT under the DoD-level. The AUTODIN (Message Conversion System)=20 Cen-
tral = Directory=20 Component database (in synchronization with the DMS directory) is the=20 authorita-
tive = source of=20 PLA information. Modify the PLA address by adding the office symbol of=20 the
intended=20 recipient in the PLA X.500 address. Attachment=20 5 contains instructions on modifying
the = PLA.=20 Note: Expanding any level under the AUTODIN PLA-level (clicking = on the=20 =E2=80=9C+=E2=80=9D to the
left = of the=20 entry) is not advisable and may take several minutes to display due to = the=20 massive num-
ber = of PLAs in=20 the directory.
7.4.3.=20 INFORMATION or COPY Addresses (Courtesy and Blind Courtesy Copy): Enter=20 DMS
addresses from=20 the PAB that were retrieved from the DIT for each organization that = needs the=20 message
for = information=20 purposes. Do not use AIGs or MLs/ALs as information addressees. =
7.4.4. Message=20 Subject. All organizational messages will have a subject. The subject = should be=20 a
short = description of the message. Since header information is not encrypted, = do not=20 include any infor-
mation in the=20 subject line that should be protected from unauthorized access. =
7.4.4.1. The=20 subject classification must precede the subject (i.e., (U) for = UNCLASSIFIED,=20 (C)
CONFIDENTIAL,=20 (S) SECRET, and (TS) for TOP SECRET). Subject classification cannot=20 be
higher than the=20 classification level of the network transporting the message. =
7.4.4.2. The=20 subject line of messages addressed to AUTODIN recipients should also = include=20 a
date-time group=20 (DTG) after the subject for cross-referencing within AUTODIN. Use the=20 format
specified in=20 paragraph 7.10.5.
7.5. Message=20 Text. All organizational messages are prepared in plain text USMTF. = See Attachment=20 7 to
ensure = compliance with USMTF text format requirements.
7.5.1. Message=20 Size.
7.5.1.1. The=20 maximum size of a DMS to DMS organizational message shall not exceed=20 4.128
megabytes, to=20 include attachments.
40
AFMAN33-326=20 15 OCTOBER 2007
7.5.1.2. The=20 maximum size of a DMS to AUTODIN organizational message shall not=20 exceed
1,128 = kilobytes.
7.5.2. = Security=20 Classification. The first and last line of the message will include the = security=20 classifi-
cation. The=20 classification must be followed by and preceded with a blank line, = separating=20 the classifi-
cation = lines=20 from the rest of the message. Insert a space between each letter of the=20 classification,
except = for=20 unclassified.
7.5.2.1. As=20 applicable, special handling designators, caveat phrases (i.e., PERSONAL = FOR),=20 flag
words, code=20 words, and the word exercise are also included in the first line. = Example:=20 UNCLAS
PERSONAL FOR=20 USAF CHIEF OF STAFF. Classified messages addressed to US activities=20 for
distribution to=20 non-US activities must include releasability statements following the=20 classification.
Example: S E C=20 R E T RELEASABLE TO NATO AS NATO SECRET.
7.5.2.2. For=20 Exercise messages, always use the words =E2=80=9CEXERCISE EXERCISE = EXERCISE=E2=80=9D=20 as
the = last words=20 of the message text.
7.5.3. = Delivery=20 Instructions. If used, identify the specific addressee for delivery. = Type =E2=80=9CFOR=E2=80=9D=20 fol-
lowed = by the=20 name or position title when there is a specific person identified for = delivery.=20 Type =E2=80=9CPASS
TO=E2=80=9D for address=20 instructions to direct the message to a particular organization or unit. =
7.5.4. = Action=20 Suspense. The action suspense indicates when you need to complete the = required=20 action.
Use it = only when=20 necessary. Type =E2=80=9CSUSPENSE=E2=80=9D followed by the required = date.
7.5.5. = Message=20 Division. You may divide a message into parts if portions of the message = do not=20 apply
to all = addressees. See the example in paragraph 7.5.8.
7.5.6. = References. Use references only when they are essential. When using = references,=20 type their
identification=20 on the second or subsequent lines of text. Include the reference subject = only=20 when
needed. If=20 reference is made to several messages, letters, memorandums, or other = documents,=20 type
each = on a=20 separate line. Identify the references as A., B., and so on. =
7.5.7. = Main=20 Body. Keep the main body brief. Use the paragraph format, standard = punctuation,=20 abbre-
viations, and=20 numbering as used in normal military correspondence. Begin all lines, = including=20 the first
line = of=20 subparagraphs, flush with the left margin. For classified messages, mark = all=20 paragraphs and
subparagraphs=20 with their classification (DoD 5200.1-R /AFI 31-401) in the same manner = as=20 normal
correspondence.=20 The last line of the text must include declassification or downgrading=20 instructions.
7.5.8. = Attachments. Any file type may be used as attachments for DMS to DMS = messaging,=20 however,
only = text-based=20 USMTF attachments (AdatP3) can be attached to a DMS to AUTODIN=20 message.
When = including=20 attachments, be aware of the maximum size limitation (see paragraph = 7.5.1.). = The
message must be=20 adhered to, as defined in paragraph 7.5.1.
AFMAN33-326=20 15 OCTOBER 2007
41
EXAMPLE OF=20 MESSAGE BODY:
UNCLAS =
FOR = (if needed)=20
SUSPENSE (if=20 needed)
THIS = MESSAGE IS=20 IN THREE PARTS
PART = ONE FOR=20 PACAF
PART = TWO FOR=20 AETC
PART = THREE FOR=20 ALL
REF = (if needed)=20
1. = MESSAGE=20 TEXT.
UNCLAS =
7.6. Military=20 Message Properties Fields. Military message properties must be = assigned to=20 each organi-
zational message=20 prior to release. In order to assign message properties, the releaser = must be=20 logged into
his/her FORTEZZA=20 card. The Military Message Properties are assigned by selecting the = Military=20 Mes-
sage = icon from=20 the toolbar of the message. Find an overview of information in each Tab = going to=20 that Tab
and = clicking on=20 the =E2=80=9C?=E2=80=9D in the upper right corner of the window. The = following areas are=20 required:
7.6.1. Military=20 Tab.
7.6.1.1. Basic=20 Properties.
7.6.1.1.1.=20 Primary Precedence specifies the urgency of the subject to the primary=20 recipients,
and = those who=20 have the responsibility to act on the delivered message (addressee in = the=20 =E2=80=9CTO=E2=80=9D
field). See Table=20 7.1. for criteria on selecting precedence levels. =
7.6.1.1.2. Copy=20 Precedence. Since the message is provided for informational purpose for=20 copy
recipients and=20 a notification of receipt is not required, the precedence level should = be set at=20 no
higher than=20 =E2=80=9CROUTINE=E2=80=9D.
42
AFMAN33-326=20 15 OCTOBER 2007
Table 7.1.=20 Military Precedence/Grade of Delivery.
7.6.1.1.3.=20 Classification. Select overall classification for the message. = Classification=20 options
are = determined=20 by classification level of the network and must match the classification = in=20 the
first = line of=20 the message body. These options are specific to the role on the = user=E2=80=99s=20 FORTEZZA
card = and=20 selection can only be made if logged into the FORTEZZA card. =
7.6.1.1.4.=20 Message Type. For general organizational messages select the option, = Other=20 Orga-
nizational.=20 Select other options as applicable followed by an identification of the = specific=20 exer-
cise, = operation, project, or drill in the Name field.
7.6.1.2.=20 Security Level. Select =E2=80=9CDigitally sign the message=E2=80=9D and = =E2=80=9CEncrypt message=20 contents and
attachments.=E2=80=9D=20
7.6.1.3.=20 Delivery Options. Deselect any option in this area.
7.6.2. = Message=20 Tab. Request read receipt for all messages for assured deliverability. = Select=20 =E2=80=9CAll=E2=80=9D or
=E2=80=9CExplicit=20 Recipients=E2=80=9D from the drop down menu.
7.6.3. = Per=20 Recipient Tab. Request a delivery report for each recipient by = highlighting each=20 recipient in
the = Recipients=20 box and selecting Delivery report. Note: Delivery report does not = imply=20 the recipient
has = read the=20 message, only that it has been delivered to the Mailbox on the Group = Ware=20 Server.
7.6.4. = Advanced=20 Tab. Under Conversion Options, select =E2=80=9CAllow applicable = conversions on this=20 mes-
sage=E2=80=9D to allow=20 the recipient to convert the message for onward distribution to non-DMS=20 addresses.
7.6.5. = Information Tab. When sending to an AUTODIN PLA, enter local release = time and=20 date in the
=E2=80=9CClient/Local=20 Release Time & Date=E2=80=9D field, using local, 24-hour time in the = format hh:mm=20 MM/DD/
YY; = Example:=20 14:00 09/02/01. Click the OK button and go back into the Information = tab. The=20 Univer-
Military=20
Precedence Criteria
DMS=20
Grade of=20
Delivery
Assumed=20
Message=20
Length (in=20
characters)
Speed of=20
Service (DMS=20
backbone=20
objective)
Routine=20
General message=20 traffic Non-
Urgent=20
2,000,000=20
8 hrs =
Priority=20
Conduct of=20 operations in
progress and=20 other
urgent matters=20
Normal=20 2,000,000
20 = min=20
Immediate=20
Relates to=20 situations that
gravely affect=20 the
security of US=20 armed
forces=20
Normal=20 1,000,000
20 = min=20
Emergency=20
Command=20
Precedence=20 (ECP),
Flash, = Critic=20 (High
Precedence=20 Levels)
Relates to=20 national
emergencies,=20 initial
enemy = contact,=20 or
operational=20 combat
messages of=20 extreme
urgency=20
Urgent=20
5400=20
(Critic/ECP)=20
7000 = (Flash)=20
3 min =
AFMAN33-326=20 15 OCTOBER 2007
43
sal = Time=20 Coordinated =E2=80=9C(UTC) Release Time & Date=E2=80=9D field is = automatically filled in for=20 you. This
becomes the DTG=20 in AUTODIN. Convert this time to the DTG and include in the message=20 subject
line = for DMS to=20 AUTODIN messages. The format to use for DTG is =E2=80=9CddhhmmZ MMM = YY=E2=80=9D.=20 The
=E2=80=9Cdd=E2=80=9D is the=20 first two digits representing the date of the current month, the next = four=20 digits represent the
UTC = (or ZULU)=20 time in the UTC Release Time & Date field, followed by the letter = =E2=80=9CZ=E2=80=9D (for=20 ZULU),
a = space, the=20 first three letters of the current month, a space, and the last two = digits in=20 the year. Exam-
ple: = 021400Z=20 SEP 04.
7.7.=20 MINIMIZE. Commanders impose MINIMIZE for record communications = within their=20 area of
responsibility=20 unless specified or denied by appropriate higher authority. Users of DMS = must=20 adhere to
MINIMIZE when=20 imposed for record communications. MINIMIZE may be imposed during crisis = situa-
tions = in order=20 to reduce the system traffic load, and to ensure that essential traffic = can be=20 processed in a
timely = manner.=20 The originator is responsible to ensure MINIMIZE is considered and = imposed on=20 all mes-
sages = released=20 during the MINIMIZE period. When MINIMIZE is imposed, commands will:=20
7.7.1. Identify=20 specific messaging restrictions, i.e., minimum precedence level of = messages=20 transmit-
ted = within the=20 affected area.
7.8.=20 Non-Delivery of Messages. If a message does not reach its intended=20 recipients, non-delivery notices
(message=20 rejects) are returned to the DMS organizational mailbox that the message = was=20 sent from. If the
non-delivery was=20 due to user error, refer back to message preparation sections for = clarification.=20 If the
non-delivery was=20 due to the system, report them to your work group manager or network = control=20 center
for = resolution.=20 Attachment=20 8 provides the most common non-delivery notices and = resolution.=20
7.9. FORTEZZA=20 Card. The FORTEZZA card provides the high assurance cryptographic = services=20 to the
DMS=20 applications. It contains certificates to provide for confidentiality, = user=20 identification, and authenti-
cation. It=20 allows for multiple user identities or roles. Only organizational = message=20 releasers require a
FORTEZZA card.=20
7.9.1. The=20 Personal Identification Number and FORTEZZA card should never be stored = in the=20 same
location to=20 prevent unauthorized use of the card and DMS.
7.9.2. For=20 Windows NT operating systems, the FORTEZZA card must be in the PCMIA = card=20 reader
when = the=20 computer is powered on.
7.10. Message=20 Distribution and Handling. The Air Force has adopted the Defense = Message=20 Dissemi-
nation = System as=20 a means to automate the dissemination of incoming message traffic and to = assist=20 com-
mands = with=20 notification of 24x7 high-precedence message traffic.
7.10.1. High=20 precedence messages require preferential handling due to the urgency and = critical nature
of = the subject=20 matter and notification is immediately upon receipt. High precedence = messages=20 are
CRITIC, ECP,=20 and FLASH. Assignment of precedence is the responsibility of the = originator.=20 Action is
taken = on=20 high-precedence messages ahead of all other messages. See your local=20 communications
squadron for=20 more information. The following guidelines are provided to properly = handle=20 precedence
messages:=20
7.10.1.1. Each=20 base or site must establish/identify a location to receive and make = notification=20 on
high-precedence=20 message traffic, i.e., CRITIC, ECP, and FLASH precedence messages. The=20 Com-
mand = Post or=20 Center is the preferred location.
44
AFMAN33-326=20 15 OCTOBER 2007
7.10.1.2.=20 Automated notification for high precedence message traffic is = prohibited.=20
7.10.2.=20 Organizations will develop procedures for Immediate and Priority Message = notifications.
Automated=20 notification during off-duty hours is authorized.
7.10.3. Routine=20 Messages are processed and handled according to local procedures.=20
AFMAN33-326=20 15 OCTOBER 2007
45
Chapter 8=20
COMMUNICATIONS=20 MANAGEMENT FORMS
8.1. AF Form=20 74, Communication Status Notice/Request. Use this form to let = senders=20 know the status
of = their=20 correspondence. You may document comments on the record copy. You may = use the AF=20 Form 74
Remarks section=20 for notification of official Air Force business other than = communications=20 status, as
authorized by=20 your MAJCOM. You can use the form as a postcard between activities = serviced=20 either by
the = military=20 distribution system or the USPS.
8.2. AF Form=20 388, Communication Control Record. Use the AF Form 388 only = when you=20 require for-
mal = suspense=20 controls. Use it when you receive correspondence and need to assign = action=20 within your
office = or to a=20 lower office, or use it to track correspondence requiring a reply by a = specific=20 date. When you
use = the AF Form=20 388:
8.2.1. File the=20 original or a copy by the suspense date and attach all other copies to = the=20 correspon-
dence.=20
8.2.2. Show any=20 extension of the suspense date on the form and refile = accordingly.
8.3. AF Form=20 1768, Staff Summary Sheet. Use the AF Form 1768 to summarize = staff=20 work, to request
action, or to=20 forward information. Since it often contains several handwritten notes = before=20 reaching the
approval=20 authority, AF Forms 1768 do not require the same level of perfection = (error-free=20 typing, etc.) as
the=20 correspondence they may cover. Correct errors neatly and legibly in ink = if the=20 content and meaning are
still = legible=20 and clear. Generally, limit it to one page. Use plain bond paper if an=20 additional page is required
(see = Figure=20 8.1.).=20 If more than ten offices coordinate on the original, use a blank AF Form = 1768,=20 and
renumber the TO=20 block, starting with 11. Complete the AF Form 1768 through the subject = and=20 attach it
behind = the=20 original AF Form 1768. See Figure=20 8.2. for assembling SSS packages. Coordination is as=20 fol-
lows:=20
8.3.1. When you=20 agree with the proposed action, sign your surname, rank or grade, and = date on=20 the
bottom line if=20 you are the addressee; sign on the top line if you are not the = addressee.=20
8.3.2. When you=20 do not agree with the proposed action, write a memorandum to the action = office=20 stat-
ing = your=20 reasons and write in ink =E2=80=9CSee Memorandum=E2=80=9D in the = signature column of the AF Form=20 1768
after = your=20 office symbol. Attach your memorandum and return it to the action = office.=20
8.3.3. Try to=20 resolve all differences when you receive a non-concurrence on an AF Form = 1768.=20
8.3.3.1. If you=20 cannot resolve the differences, the action officer must write a rebuttal = memoran-
dum = to the=20 approval authority which states differences discussed with the = nonconcurring=20 official
and = explains=20 why you cannot change the proposed action. Attach the rebuttal = memorandum=20 and
the=20 non-concurrence memorandum as the last tab to the original AF Form 1768, = and=20 annotate in
pen = the=20 additional tab under the list of tabs. Send it to the next addressee = shown on=20 the AF Form
1768. =
8.3.3.2. If you=20 resolve differences and no changes are made to the AF Form 1768 or to = any=20 attach-
ments, the=20 previously nonconcurring official shows concurrence by marking through = the=20 statement
=E2=80=9CSee=20 Memorandum=E2=80=9D and signing surname, rank or grade, and date. The = action officer=20 annotates
=E2=80=9CDifferences=20 resolved and no changes needed=E2=80=9D on the non-concurrence = memorandum, initials=20 the
 46
AFMAN33-326=20 15 OCTOBER 2007
statement, and=20 attaches this memorandum to the record or coordination copy. Route the = AF=20 Form
1768 = to the=20 next addressee shown on the form.
8.3.3.3. If you=20 resolve your differences and changes are made to the AF Form 1768 or to=20 any
attachments,=20 the action officer must prepare a new AF Form 1768 and coordinate it as = a new=20 pack-
age = with all=20 offices.
AFMAN33-326=20 15 OCTOBER 2007
47
Figure 8.1.=20 Sample AF Form 1768, Staff Summary Sheet, and Instructions.=20
48
AFMAN33-326=20 15 OCTOBER 2007
NOTES:
1. = List offices=20 in the order that they should coordinate, approve or sign.
2. = Show the=20 action desired in this column (Coord [Coordination], Appr [Approval], = Sig=20 [Sig-
nature]). Use=20 Info (Information), when the AF Form 1768 is submitted for=20 information
only. = (Note:=20 Usually show only one Appr entry and one Sig entry.)
3. = Show=20 coordination or approval with signature and date in the signature = column.=20
4. = Enter action=20 officer=E2=80=99s grade and last name.
5. = Enter action=20 officer=E2=80=99s office symbol.
6. = Enter the=20 action officer=E2=80=99s telephone number.
7. = Enter the=20 initials of the typist.
8. = Enter the=20 suspense date, if any.
9. = Enter=20 subject; use the same subject as for the attached correspondence. =
10. = Type or=20 stamp date at time of dispatch from the signing official=E2=80=99s = office.
11. = Number,=20 letter, and space paragraphs the same as the official memorandum. =
12. = An=20 authority line is not used on an AF Form 1768.
13. = Signature=20 is optional. When used, the official signs before coordination. Place = the=20 signa-
ture = element=20 flush with the left margin as shown.
14. = Briefly=20 list the correspondence attached. Use blank pages labeled as Tabs to=20 separate
major = groups of=20 information. Likewise, indicate attachments with labeled pages=20 between
the = tabs as=20 needed. Insert documents for signature, approval, or information at Tab=20 1.
Insert any=20 incoming correspondence, directive, or other paper to which the action = officer=20 is
responding at=20 Tab 2. Insert supplementary documents or correspondence at Tab 3, Tab=20 4,
etc.=20
AFMAN33-326=20 15 OCTOBER 2007
49
Figure 8.2.=20 AF Form 1768, Staff Summary Sheet, Arranging the Package.=20
50
AFMAN33-326=20 15 OCTOBER 2007
Chapter 9=20
AIR FORCE=20 ADDRESS DIRECTORY
9.1. Purpose=20 of the System. The address directory contains official addresses of = Air=20 Force activities.
These = addresses=20 include the complete mailing address for all major Air Force = organizations and=20 the PLA
for = messages;=20 and the Defense Switched Network (DSN) telephone numbers and FAX numbers = for=20 some
units. = Using the=20 correct address allows for direct delivery of communications and parcels = to the=20 desired
addressee and=20 expedites the processing and delivery of communications. Reference the = address=20 directory
for = the correct=20 mailing address when preparing envelopes.
9.2. Access=20 to the Directory. The address directory is located on the WWW at = https://private.afca= .af.mil/afdir/index.cfm
vate.afca.af.mil/afd= ir/index.cfm. The intent of = the=20 address directory is to provide Air Force and=20 other
government users=20 a simple and easy way to obtain address information on an occasional = basis.=20 Users who
require an=20 off-line electronic copy of the directory may download a copy from the = site.=20 Users who do not
have = access to=20 the WWW and require a copy should contact their local Defense Automated = Printing=20 Ser-
vice.=20 Non-military and non-government users who do not have access to the = directory=20 and require a copy
may = submit a=20 Title 5 United States Code (U.S.C.) =C2=A7 552 request to HQ AFCA/CCQI, = 203 W. Losey=20 St.,
Room = 1004, Scott=20 AFB IL 62225-5222. Direct specific questions about the address directory = through
appropriate=20 channels to HQ AFCA/EAL.
9.3.=20 Preparing Communications for Dispatch. Place the organization = abbreviation,=20 office symbol,
street = address,=20 room or suite number, geographic location, and ZIP+4 code on the = envelope as=20 shown in
Chapter=20 6. The term headquarters (HQ) = is a part=20 of the official title of units at group-level and=20 above
according to AFI=20 38-101, Air Force Organization. Use HQ as part of the mailing = address=20 when corre-
sponding with=20 staff elements at MAJCOM and HQ USAF organizations. Do not use the term = HQ=20 when
corresponding=20 with the office of the commander, vice commander, or chief of staff.=20
EXAMPLE:
Complete=20 Mailing Address for 8th Air Force Logistics, Barksdale AFB = LA
HQ 8 = AF=20 A4/A7
245 = DAVIS AVE=20 RM 100
BARKSDALE AFB=20 LA 71110-2280
9.4.=20 Functional Area Responsibilities.
9.4.1. = Technical=20 Architecture (HQ AFCA/EAL). HQ AFCA/EAL develops, manages, and=20 provides
guidance for the=20 address directory. It creates accounts for MAJCOM, FOA, and DRU address=20 manag-
ers, = and it may=20 create accounts for base-level address representatives, when necessary. = It also=20 exam-
ines = address=20 data for consistency.
9.4.2. = MAJCOM,=20 FOA, and DRU Communications and Information (SC) Staffs. Headquarters=20 SC
staffs = appoint=20 address managers and inform HQ AFCA/EAL of address manager appointments. =
9.4.3. = MAJCOM,=20 FOA, and DRU Address Managers (MAJCOM Rep). These managers=20 implement
and = monitor the=20 system within their command or agency. They are responsible for = addresses of=20 units
AFMAN33-326=20 15 OCTOBER 2007
51
assigned to the=20 respective MAJCOM. They verify that addresses are correct and may add, = change,=20 or
delete=20 addresses. They also create accounts for base-level address = representatives.=20
9.4.4.=20 Base-Level Address Representatives (Base Rep). These representatives are = responsible for
addresses of=20 units on the respective base including tenant units. They may add, = change, or=20 delete
addresses. They=20 enter address information consistent with data entry instructions. =
9.5. System=20 Data Maintenance.
9.5.1. Minimum=20 Address Records. At a minimum, the address directory must contain all=20 addresses
for = Air Force=20 activities that receive official mail at a separate address and Air = Force=20 activities that
have = a unique=20 PLA. Do not include sensitive addresses.
9.5.2.=20 Requesting Address Updates. Organizations should contact the respective = Base Rep=20 to request
address=20 updates. The organization should contact the respective MAJCOM Rep if = there is=20 no Base
Rep.=20
9.5.3. Address=20 Fields:
9.5.3.1.=20 Organization Field (Required). Contains the name of the organization = written in=20 its
entirety. For=20 example, use 35TH FIGHTER WING versus 35 FW; AIR FORCE = PENTAGON
COMMUNICATIONS=20 AGENCY versus AFPCA. Use Arabic numerals to designate units up = to
and = including=20 wings, and add th, d or st to = the=20 number. Spell out the number for numbered air
forces; for=20 example, 19TH LOGISTICS GROUP, and NINTH AIR FORCE. The term=20 =E2=80=9CHeadquar-
ters=E2=80=9D is a part=20 of the official title of units at group-level and above. Use = =E2=80=9CHeadquarters=E2=80=9D as=20 part of
the=20 organization name with staff elements at MAJCOM and HQ USAF = organizations; do=20 not use
=E2=80=9CHeadquarters=E2=80=9D=20 as part of the organization name with the office of the commander, vice=20 com-
mander, or=20 chief of staff.
9.5.3.2.=20 Abbreviation Field (Required). Contains the abbreviated name of the=20 organization. Use
standard=20 abbreviations and office symbols (see Air Force Address Directory, = Abbreviations=20 page).
Use = Arabic=20 numerals for all numbered organizations. Abbreviate = =E2=80=9CHeadquarters=E2=80=9D as =E2=80=9CHQ.=E2=80=9D=20 For
example use 35=20 FW versus 35TH FIGHTER WING; AFPCA versus AIR FORCE = PENTAGON
COMMUNICATIONS=20 AGENCY; 9 AF versus NINTH AIR FORCE.
9.5.3.3. MAJCOM=20 Field (Required). Contains the abbreviation of the MAJCOM to which=20 the
organization=20 reports. Do not duplicate the abbreviation of the organization in this = field=20 unless the
organization is=20 the headquarters of the MAJCOM, FOA, or DRU.
9.5.3.4. Site=20 Field (Required). Contains the name of the Air Force base, military=20 installation, or
city = where the=20 organization resides. For example: KIRTLAND AFB or NEW MEXICO. =
9.5.3.5. Street=20 Address 1 Field (Required). Contains the delivery address of the = organization.=20 For
example: 311=20 ELDORADO AVE STE 35. Use only approved abbreviations as shown in=20 USPS
Publication=20 28. Avoid use of punctuation such as commas, etc.
9.5.3.6. Street=20 Address 2 Field (Optional). Use this field when second delivery address = line=20 is
needed, such as=20 an address requiring the Air Force base name and the city name. =
9.5.3.7.=20 Address Type Field (Required). Select the appropriate designation of = Continental=20 United
States APO or=20 FPO.
52
AFMAN33-326=20 15 OCTOBER 2007
9.5.3.8. State=20 Field (Required). Contains the abbreviation of the state or geographic = area=20 where
the=20 organization resides. Use standard state abbreviations (see USPS = Publication=20 28). If the
Address Type is=20 APO or FPO, then enter AE, AP, or AA. AE designates Armed Forces in=20 Europe,
the = Middle=20 East, and Africa. AP designates Armed Forces in the Pacific. AA = designates=20 Armed
Forces in=20 Central America and South America.
9.5.3.9. Postal=20 Code Field (Required). Contains the ZIP+4 code for the organization. = Always=20 pro-
vide = the=20 9-digit ZIP codes.
9.5.3.10.=20 E-mail Address (Optional). Contains the SMTP E-mail address for the=20 organization
(e.g., afca.eal@scott.af.mil). Do=20 not include individual E-mail addresses.
9.5.3.11. Web=20 Address Field (Optional). Contains the URL for an organizational web = page.=20 Omit
=E2=80=9Chttp://=E2=80=9D when=20 you enter the URL; (e.g., enter =E2=80=9Cwww.safxc.af.mil/=E2=80=9D = rather than=20 =E2=80=9Chttp://
www.safxc.af.mil/.=E2=80=9D=20 The prefix =E2=80=9Chttp://=E2=80=9D will be appended automatically.). =
9.5.3.12.=20 Message Field (Optional). Contains the PLA for the organization. =
9.5.3.13. DSN=20 Voice Field (Optional). Contains the DSN voice telephone number for the=20 organi-
zation (e.g.,=20 425-6114).
9.5.3.14. DSN=20 FAX Field (Optional). Contains the DSN fax telephone number for the=20 organiza-
tion = (e.g.,=20 425-7566).
9.5.3.15. COMM=20 Voice Field (Optional). Contains the commercial voice telephone number=20 for
the=20 organization (e.g., 703-588-6114). When the commercial voice telephone = number is=20 provided,
the = area code=20 should always be provided as part of the number. Separate the area code = and the=20 tele-
phone = number by=20 dashes.
9.5.3.16. COMM=20 FAX Field (Optional). Contains the commercial fax telephone number for=20 the
organization=20 (e.g., 703-588-7566). When the commercial fax telephone number is=20 provided,
always provide=20 the area code as part of the number. Separate the area code and the = telephone=20 num-
ber = by dashes.=20
9.5.3.17.=20 Managed By Field (Optional). Contains the name of the Air Force base = that=20 updates the
record. Base=20 representatives can search on this field to quickly find addresses that = they=20 update.
9.6. Standard=20 Office Symbols and Standard Organization Abbreviations. This system=20 maintains the
lists = of=20 standard office symbols and standard organization abbreviations. Use = approved=20 standard organiza-
tion=20 abbreviations to abbreviate the organization name, and standard office = symbols=20 on correspondence,
messages, forms,=20 etc. See Chapter=20 10 for instructions to request new, or changes to, = standard=20 organization
abbreviations=20 and standard office symbols.
9.7. United=20 States Postal Service (USPS) Abbreviations. Use abbreviations as = specified=20 by the USPS.
Refer = to USPS=20 Publication 28 for lists of standard postal abbreviations.=20
AFMAN33-326=20 15 OCTOBER 2007
53
Chapter 10=20
STANDARD=20 OFFICE SYMBOLS AND STANDARD ORGANIZATION ABBREVIATIONS
10.1.=20 Standard Office Symbols. Office symbols identify the organization = structure=20 and functional
responsibility=20 of an office. Major functions have two-letter symbols, e.g., = surgeon--SG. Since=20 basic func-
tions = report to=20 major functions, basic functions have three-letter (or more) symbols, = e.g.,=20 dental--SGD. A
basic = function=E2=80=99s=20 office symbol starts with the same letters as the parent = function=E2=80=99s office=20 symbol, and adds
one = more letter.=20
10.1.1. An=20 office symbol used within only one MAJCOM or FOA is a command-unique = office=20 sym-
bol.=20 Note: For office symbols used in the Manpower data system = to=20 reflect organization structure,
sometimes=20 referred to as Organization Structures Codes, command unique office = symbols are=20 being
phased out in=20 most cases and most office symbol will become an Air Force standard = symbol in=20 that
system.=20
10.1.2. An=20 office symbol used by more than one MAJCOM is a standard office symbol.=20 Standard
office symbols=20 simplify addressing, effectively express organization function, and = allow=20 writers to
communicate=20 across the Air Force. The list of standard office symbols is maintained = in the=20 Air Force
Address=20 Directory (see Chapter=20 9).=20
10.2.=20 Standard Unit Designation Abbreviations. The list of standard unit=20 designation abbreviations is
maintained in=20 the Air Force Address Directory. See AFPD 38-5, Unit = Designations, for=20 guidance on
requesting=20 and/or changing unit designations themselves.
10.3. Unit=20 Designation Abbreviation and Office Symbol Use. Use approved unit=20 designation abbrevi-
ations = and=20 office symbols on correspondence, messages, forms, etc. When addressing = an=20 office, add the
numerical=20 designation and organization abbreviation before the office symbol, and = separate=20 the two with
a = virgule (e.g.,=20 375 LRS/LGR or HQ ACC/A6). Emphasize the use of CC for organizational=20 commanders.
(Note:=20 While command relationship must be stressed at base-level,=20 communications between MAJCOM
and HQ = USAF=20 functional entities, particularly messages, need to use functional = office=20 symbols [e.g., A4,
A6, = A7, etc.].=20 Never use both symbols on the same communication [e.g., the contracting = squadron=20 com-
mander = can use=20 either CC when acting as a unit commander or LGC to represent the = functional=20 role as
chief = of=20 contracting]).
10.4.=20 Assigning Office Symbols.
10.4.1. The=20 official list of standard office symbols is maintained in the Air Force = address=20 directory
(see = Chapter=20 9).=20 Standard office symbols are based on AFI 38-101 and departmental = directives=20 issued
by HQ = USAF that=20 outline organizational and functional structure. MAJCOM and FOA=20 communica-
tions = and=20 information staffs provide lists of command-unique office symbols to HQ=20 AFCA/EAL.
When = possible,=20 office symbols share the same letters and titles at HQ USAF, MAJCOM,=20 and
base-level=20 (with the exception of A-staff office symbols that are used mainly in HQ = USAF,=20 MAJCOM
headquarters,=20 Numbered Air Force headquarters and Component Headquarters = organizations).=20
10.4.2. Each=20 major function within the Air Force is assigned a two-letter office = symbol; wing=20 staff,
group, and=20 squadrons within the operations group and mission support group will = have=20 two-letter
office symbols.=20 Basic functions are assigned three-letter (or more) office symbols. Some = major=20 func-
 54
AFMAN33-326=20 15 OCTOBER 2007
tions = include=20 basic functions that are similar in title and function to another major = function=20 (e.g., the
major = function=20 of manpower and personnel, A1, may have a basic function of plans). = Since all=20 office
symbols within a=20 function must start with the same two letters, the personnel plans = function=20 should
use = the office=20 symbol A1X rather than XP so that the basic function is not confused = with a=20 major func-
tion.=20
10.4.3. The=20 Chief of Staff has approved a standardized A-staff structure for use in=20 applicable HQ
USAF, = MAJCOM=20 headquarters, Numbered Air Force headquarters and Component=20 Headquarters
organizations.=20 This is patterned on the J-staff structure used in joint organizations = and is=20 designed to
improve=20 communication within the Air Force and with other DoD organizations. = Functions=20 not cov-
ered = by the=20 standardized A-staff structure maintain their current office symbols = (e.g., FM,=20 JA, SG, PA,
etc.). = Base-level organizations do not use A-staff office symbols. To vary from = this,=20 requires Air Force
functionals to=20 request approval from HQ USAF/A1 and SAF/XC. Major A-staff break-outs = are=20 shown
below. = Standardized A-staff symbols below this level are shown in the Air Force = Address=20 Directory:
A1 = =E2=80=93 Manpower=20 and Personnel
A2 = =E2=80=93=20 Intelligence, Surveillance and Reconnaissance
A3 = =E2=80=93 Air, Space=20 and Information Operations
A4 = =E2=80=93=20 Logistics
A5 = =E2=80=93 Plans and=20 Requirements
A6 = =E2=80=93=20 Communications (In HQ USAF, SAF/XC is dual-hatted as A6)
A7 = =E2=80=93=20 Installations and Mission Support
A8 = =E2=80=93 Strategic=20 Plans and Programs
A9 = =E2=80=93 Studies,=20 Analyses, Assessments and Lessons Learned
10.5.=20 Functional Area Responsibilities.
10.5.1. SAF/XCPP=20 establishes communications and information policy, ensures procedures = are=20 estab-
lished, and=20 approves new, and changes to, standard office symbols and standard unit=20 designation
abbreviations.=20
10.5.2. HQ=20 AFCA/EAL maintains the official lists of standard office symbols and = standard=20 unit des-
ignation=20 abbreviations. It provides guidance for the system.
10.5.3. MAJCOM=20 and FOA communications and information staffs, HQ USAF/A1MO, and = HQ
USAF = major=20 functions may propose new command-unique or standard office symbols. = Send=20 requests
to HQ = AFCA/EAL.=20 AFCA/EAL coordinates with HQ USAF/A1MO and HQ USAF major = functions
to = establish new=20 command-unique or standard office symbols.
10.5.4. Do not=20 use proposed new command-unique or standard office symbols until = approved=20 through
the = appropriate=20 channels.
10.6.=20 Requesting Office Symbols and Unit Designation Abbreviations. =
10.6.1. Since=20 titles can be misleading, organizations must request office symbols and = unit=20 designation
abbreviations=20 from their local communications and information staffs. Requests must = include=20 func-
tional = statements, organizational charts, and whenever possible, proposed = office=20 symbols. Organiza-
tions = must use=20 current standard office symbols or command-unique office symbols when=20 they
reorganize. Once=20 approved, organizations will include the old office symbol with the new = office=20 sym-
bol = when=20 announcing reorganizations.
AFMAN33-326=20 15 OCTOBER 2007
55
10.6.2.=20 Requests involving an organizational change request (e.g., unit = activation,=20 inactivation,
re-designation,=20 or variation to a standard organization) will follow request procedures=20 established in
AFI = 38-101.=20
10.6.3. Local=20 communications and information staffs must coordinate requests with = MAJCOM=20 com-
munications and=20 information staffs before assigning new office symbols and = abbreviations.=20 MAJ-
COM = and FOA=20 communications and information staffs establish procedures for = coordinating=20 and
establishing=20 new command-unique office symbols. Do not create command-unique office=20 symbols
that = duplicate=20 or conflict with standard office symbols.
10.6.4. MAJCOM=20 and FOA communications and information staffs inform HQ AFCA/EAL=20 when
establishing=20 new command-unique office symbols and abbreviations, and provide current = lists=20 of
command-unique=20 office symbols.
10.6.5. MAJCOM=20 and FOA communications and information staffs, HQ USAF/A1MO, and = HQ
USAF = major=20 functions may propose new, or changes to, standard office symbols and = standard=20 unit
designation=20 abbreviations (see Figure=20 10.1.).
Figure 10.1.=20 Office Symbol/Abbreviation Change Process.
10.6.5.1.=20 Organizations submit requests for new/changes to standard office symbols = to=20 HQ
AFCA/EAL.=20 Organizations at HQ USAF-level may submit requests directly to AFCA.=20 MAJCOM
 56
AFMAN33-326=20 15 OCTOBER 2007
and = FOA=20 communications and information staffs must obtain coordination from the=20 respective
MAJCOM=20 Manpower, Organization and Resources (A1M) office and appropriate=20 MAJCOM
major = function.=20 Organizations below MAJCOM-level must obtain MAJCOM concurrence, via=20 a
source=20 document, prior to submission to AFCA. Requests involving an = organizational=20 change
request (e.g.,=20 unit activation, inactivation, redesignation, or variation to a standard = organization)
follows=20 procedures established in AFI 38-101.
10.6.5.2. HQ=20 AFCA/EAL coordinates requests to establish new standard office symbols = and=20 stan-
dard = unit=20 designation abbreviations with HQ USAF/A1MO, the appropriate HQ USAF=20 major
functions, and=20 obtains approval from SAF/XCPP. HQ AFCA/EAL updates the official lists=20 of
standard office=20 symbols and standard unit designation abbreviations after receiving = approval=20 from
SAF/XCPP.=20
10.6.6.=20 Organizations will not use office symbols and organization abbreviations = until=20 approved
through the=20 appropriate channels.
10.7.=20 Information Collection, Records, and Forms:
10.7.1.=20 Information Collections. No information collections are created by this=20 publication.
10.7.2. Records.=20 Retain and dispose of these records according to the AFRIMS RDS, Table=20 37-11,
Rule = 16, located=20 at https://afrims.amc.af.mil/rds_series.cfm (see paragraph=20 A3.1.4.7.)
10.7.3. Forms=20 Adopted or Prescribed:
10.7.3.1. Forms=20 Adopted. AF Form 847, Recommendation for Change of = Publication.
10.7.3.2. Forms=20 Prescribed. AF Form 74, Communication Status Notice/Request; AF Form=20 388,
Communication=20 Control Record; AF Form 1768, Staff Summary Sheet.
MICHAEL W.=20 PETERSON, Lt Gen, USAF
Chief = of=20 Warfighting Integration and Chief Information Officer=20
AFMAN33-326=20 15 OCTOBER 2007
57
Attachment 1=20
GLOSSARY OF=20 REFERENCES AND SUPPORTING INFORMATION
References=20
Title = 5, U.S.C.=20 Section 552
Title = 18, U.S.C.=20 Section 506
PL = 104-13,=20 Paperwork Reduction Act of 1995
NATO = STANAG 2066=20 (Edition 5), Layout for Military Correspondence, 22 June 1990=20
JP = 1-02,=20 Department of Defense Dictionary of Military and Associated = Terms, 14=20 April 2006
ACP = 100/US SUPP=20 2, Instructions for Collective Addressing Management for Legacy and = Defense=20 Mes-
sage=20 Systems, November 2005
DoDI = 5330.2,=20 Specifications for DoD Letterheads, February 13, 1984 =
DoD = 5200.1-R,=20 Information Security Program, January 14, 1997
DoDI=20 4525.8/AFSUP 1, DoD Official Mail Management, 20 March 2006 =
DoD=20 5400.7-R/AFSUP 1, DoD Freedom of Information Act Program, 24 June = 2002=20
AFDD = 1-2, Air=20 Force Glossary, 11 January 2007
AFPD = 33-3,=20 Information Management, 28 March 2006
AFPD = 38-5,=20 Unit Designations, 1 July 1996
AFI = 31-401,=20 Information Security Program Management, 1 November 2005 =
AFI = 33-119,=20 Air Force Messaging, 24 January 2005 (Incorporating Through = Change 3, 18=20 May 2007)
AFI = 33-321,=20 Authentication of Air Force Records, 27 July 2006
AFI = 33-324,=20 The Information Collections and Reports Management Program; = Controlling=20 Internal, Pub-
lic = and=20 Interagency Air Force Information Collections, 1 June 2000 =
AFI = 33-328,=20 Administrative Orders, 16 January 2007
AFI = 33-332,=20 Privacy Act Program, 29 January 2004
AFI = 33-360,=20 Publications and Forms Management, 18 May 2006 (Incorporating = Change 1,=20 20 March
2007)=20
AFI = 38-101,=20 Air Force Organization, 4 April 2006 (Incorporating Through = Change 2, 20=20 July 2006)
AFI = 51-604,=20 Appointment to and Assumption of Command, 4 April 2006 =
AFI = 84-105,=20 Organizational Lineage, Honors and Heraldry, 1 February 2006=20
AFMAN = 23-110,=20 USAF Supply Manual, 1 July 2006
AFMAN = 37-123,=20 Management of Records (will become AFMAN 33-363), 31 August 1994=20
AFH = 33-337,=20 The Tongue and Quill, 1 August 2004
58
AFMAN33-326=20 15 OCTOBER 2007
HQ = USAF HOI=20 33-3, Information Workflow Management and Correspondence = Preparation, 31=20 May
2002=20
USPS = Publication=20 28, Postal Addressing Standards, July 2006
Abbreviations=20 and Acronyms ACP=E2=80=94Allied=20 Communications Publication
AF=E2=80=94Air=20 Force (when used on forms)
AFC2ISRC=E2=80=94Air=20 Force Command and Control and Intelligence, Surveillance and=20 Reconnaissance
Center =
AFCA=E2=80=94Air=20 Force Communications Agency
AFD=E2=80=94Automated=20 File Designator
AFDD=E2=80=94Air=20 Force Doctrine Document
AFH=E2=80=94Air=20 Force Handbook
AFHRA=E2=80=94Air=20 Force Historical Research Agency
AFI=E2=80=94Air=20 Force Instruction
AFMAN=E2=80=94Air=20 Force Manual
AFPD=E2=80=94Air=20 Force Policy Directive
AFRIMS=E2=80=94Air=20 Force Records Information Management System
AFSUP=E2=80=94Air=20 Force Supplement
AIG=E2=80=94Address=20 Indicator Group AL=E2=80=94Address=20 List
ANG=E2=80=94Air=20 National Guard
APO=E2=80=94Army=20 Post Office; Air Force Post Office
AUTODIN=E2=80=94Automatic=20 Digital Network
BITC=E2=80=94Base=20 Information Transfer Center
BITS=E2=80=94Base=20 Information Transfer System
BMTA=E2=80=94Backbone=20 Message Transfer Agent BMTAPGWS=E2=80=94Backbone=20 Message Transfer Agent Primary Groupware Server cc=E2=80=94courtesy=20 copy CC=E2=80=94Commander=20 CMSgt=E2=80=94Chief=20 Master Sergeant COE=E2=80=94Common=20 Operating Environment CSA=E2=80=94Client=20 Support Administrator DII=E2=80=94Defense=20 Information Infrastructure
AFMAN33-326=20 15 OCTOBER 2007
59 DIT=E2=80=94Directory=20 Information Tree DMS=E2=80=94Defense=20 Message System DN=E2=80=94Distinguished=20 Name DoD=E2=80=94Department=20 of Defense DoDI=E2=80=94Department=20 of Defense instruction DRU=E2=80=94direct=20 reporting unit DSN=E2=80=94Defense=20 Switched Network
DTG=E2=80=94date=20 time group
E-mail=E2=80=94electronic=20 mail ECP=E2=80=94emergency=20 command precedence FAX=E2=80=94facsimile=20
FOA=E2=80=94field=20 operating agency
FPO=E2=80=94Fleet=20 Post Office
GAL=E2=80=94Global=20 Address List GWS=E2=80=94Groupware=20 Server HAF=E2=80=94Headquarters=20 Air Force HOI=E2=80=94Headquarters=20 Operating Instruction HQ=E2=80=94Headquarters
HQ=20 OSSG=E2=80=94Headquarters Operations and Sustainment Systems Group =
HQ=20 USAF=E2=80=94Headquarters United States Air Force
JMP=E2=80=94Joint=20 Message Processor
JP=E2=80=94Joint=20 Publication
MAJCOM=E2=80=94Major=20 Command ML/AL=E2=80=94Mail=20 List/Address List MFI=E2=80=94MultiFunctional=20 Interpreter
MLA=E2=80=94Mail=20 List Agent
MLOC=E2=80=94Mail=20 List Operations Center
MR=E2=80=94Memorandum=20 for Record NATO=E2=80=94North=20 Atlantic Treaty Organization
NOTAL=E2=80=94Not=20 To All
OCR=E2=80=94Optical=20 Character Recognition OPR=E2=80=94Office of=20 Primary Responsibility 60
AFMAN33-326=20 15 OCTOBER 2007
OSD=E2=80=94Office of=20 the Secretary of Defense PAB=E2=80=94Personal=20 address book
PL=E2=80=94Public=20 Law
PLA=E2=80=94plain=20 language address
PMS=E2=80=94Pantone=20 Matching System RDS=E2=80=94Records=20 Disposition Schedule SAF=E2=80=94Secretary=20 of the Air Force SC=E2=80=94Communication=20 and Information Staff SMTP=E2=80=94Simple=20 Mail Transfer Protocol STANAG=E2=80=94Standardization=20 Agreement URL=E2=80=94Uniform=20 Resource Locator
US=E2=80=94United=20 States
USAF=E2=80=94United=20 States Air Force USMTF=E2=80=94United=20 States Message Text Format USPS=E2=80=94United=20 States Postal Service UTC=E2=80=94Universal=20 Time Coordinated
WWW=E2=80=94World=20 Wide Web
Terms Correspondence=E2=80=94A=20 letter, memorandum, memorandum for record, report, meeting minutes, or=20 staff
study. = It does=20 not include standard publications, periodicals (covered in AFI 33-360,=20 administrative orders
[covered in AFI=20 33-328, Administrative Orders]), decoration award elements, = formats for=20 special reports,
or = operation=20 plans.
Electronic=20 Communications=E2=80=94Any official item sent between organizations = or individuals=20 relating
exclusively to=20 the business of the US Government. E-mail supplements, but does not = replace,=20 existing
administrative=20 communication systems such as the USPS, the BITS, DSN, or the DMS. =
Message=E2=80=94Information=20 prepared in a format for transmission by a telecommunications system = such as=20 the
DMS.=20
AFMAN33-326=20 15 OCTOBER 2007
61
Addresses=20
AFHRA/RS
600 = Chennault=20 Circle
Maxwell AFB AL=20 38112-6424
HQ=20 AFCA/EAL
203 = W. Losey=20 Street, Room 1100
Scott = AFB IL=20 62225-5222
Naval=20 Publications and Forms Center
5801 = Tabor=20 Avenue
Philadelphia PA=20 19120-5002
SAF/XCPPC
1800 = Air Force=20 Pentagon
Washington DC=20 20330-1800
HQ=20 OSSG/CD
490 E. = Moore=20 Dr., Bldg 892, Rm 110
Maxwell=20 AFB-Gunter Annex AL 36114-3004
Department of=20 Defense
Washington=20 Headquarters Services
1155 = Defense=20 Pentagon
Washington DC=20 20301-1155
US = Army=20 Information Technology Agency
6607 = Army=20 Pentagon, Room 2C654
Washington DC=20 20310
62
AFMAN33-326=20 15 OCTOBER 2007
Attachment 2=20
DEPARTMENT=20 OF THE AIR FORCE SEAL, COAT OF ARMS, AND CREST
Note:=20 Refer questions about this attachment to Air Force Historical = Research=20 Agency (AFHRA/RS), 600
Chennault=20 Circle, Maxwell AFB AL 36112-6424.
A2.1.=20 Functional Area Responsibilities.
A2.1.1. Office=20 of the Secretary of the Air Force. The Administrative Assistant to the = Secretary=20 of the
Air = Force=20 (SAF/AA) is the custodian of the Air Force Seal (Figure=20 A2.1.)=20 and is solely responsible for
approving the=20 use of its impression on official departmental documents and records.=20
Figure A2.1.=20 Department of the Air Force Seal.
A2.1.2. AFHRA=20 approves use of facsimiles of the seal. This includes use on insignia, = flags,=20 medals,
and = similar=20 items. AFHRA also approves requests from industry or Air Force groups = for use of=20 other
parts = of the=20 seal.
A2.1.3. Policy=20 and Compliance Division. The Secretary of the Air Force, Policy and=20 Compliance
Division=20 (SAF/XCPP) approves the manner in which the seal is used on printed = material.=20
A2.2.=20 Description and Significance. The official Air Force colors of = ultramarine=20 blue (Pantone Match-
ing = System [PMS]=20 Reflex Blue) and Air Force yellow (PMS 116) are used prominently on the = Air=20 Force
seal = (see AFI=20 84-105, Organizational Lineage, Honors, and Heraldry). The seal = is=20 described as follows:
A2.2.1. A=20 circular disc of ultramarine blue edged with a narrow Air Force yellow=20 border.
A2.2.1.1.=20 Centered on the disc, the Air Force coat of arms, consisting of the = crest and=20 shield.
A2.2.1.2. The=20 crest is made up of the eagle, wreath, and cloud form. The American bald = eagle
symbolizes the=20 United States and its air power and is depicted in its natural colors. = The=20 wreath
under = the eagle=20 is made up of six alternate folds of metal and light blue. This repeats = the=20 metal and
color = used in=20 the shield. The white clouds behind the eagle denote the start of a new=20 sky.
AFMAN33-326=20 15 OCTOBER 2007
63
A2.2.1.3. The=20 shield, directly below the eagle and wreath, is divided horizontally = into two=20 parts
by a = nebular=20 line representing clouds. The top part bears an Air Force yellow = thunderbolt=20 with
flames in=20 natural color that shows striking power through the use of aerospace. = The=20 thunderbolt
consists of an=20 Air Force yellow vertical twist with three natural color flames on each = end=20 crossing
a = pair of=20 horizontal wings with eight lightning bolts. The background of the top = part is=20 light blue
representing=20 the sky. The lower part is white representing metal silver. =
A2.2.2. The 13=20 white encircling stars represent the original 13 colonies.
A2.2.3. The Air=20 Force yellow numerals under the shield are 1947. This is the year the = Department=20 of
the = Air Force=20 was established.
A2.2.4. The=20 band encircling the whole design is white edged in Air Force yellow with = black=20 lettering.
The=20 inscriptions read =E2=80=9CDepartment of the Air Force=E2=80=9D on the = top part and =E2=80=9CUnited=20 States of America=E2=80=9D
on = the lower=20 part.
A2.3. Using=20 the Seal. The seal is permitted only as outlined in this attachment. = Falsely=20 making, forging,
counterfeiting,=20 mutilating, or altering the seal, or knowingly using or possessing with=20 fraudulent intent is
punishable by=20 law (Title 18 U.S.C. =C2=A7 506). Displaying the seal is allowed in = certain=20 instances. Command-
ers = make sure=20 the display is in good taste and appropriate to the occasion. =
A2.3.1.=20 Authorized Users. Commanders of MAJCOMs, FOAs, DRUs, Air Force missions, = military
assistance=20 advisory groups, air attaches, professors of aerospace studies, and Air = Force=20 general offic-
ers = may use the=20 Air Force seal in the performance of their official duties. Museums may = use the=20 seal
when=20 specifically authorized by AFHRA.
A2.3.2.=20 Authorized Uses. You may use the seal or any part of it--in black and = white,=20 color mono-
chrome=20 reproduction, pictorial, or sculptured relief--as follows:
A2.3.2.1. On=20 printing issued at departmental-level for general Air Force use. =
A2.3.2.2. In=20 official Air Force films, videotapes, or television programs. =
A2.3.2.3. On=20 programs, certificates, diplomas, invitations, and greetings of an = official=20 nature.
A2.3.2.4. On=20 memorials or monuments erected or approved by the Department of the Air = Force.=20
A2.3.2.5. With=20 any official Air Force exhibit.
A2.3.2.6. On=20 wall plaques at Air Force facilities with the approval of the = appropriate=20 commander
or = agency=20 chief.
A2.3.3.=20 Unauthorized Uses. The seal will not be used in any way that implies Air = Force=20 use or
endorsement of=20 an item. For example:
A2.3.3.1. Air=20 Force property and equipment for identification.
A2.3.3.2.=20 Souvenir or novelty items.
A2.3.3.3.=20 Printed matter copied or collected by an Air Force activity, except as = shown in=20 para-
graph = A2.3.2.
A2.3.3.4. Toys=20 or commercial gifts and premiums.
A2.3.3.5.=20 Stationery as a letterhead design.
64
AFMAN33-326=20 15 OCTOBER 2007
A2.3.3.6.=20 Menus, matchbook covers, sugar envelopes, calendars, and similar items.=20
A2.3.3.7.=20 Military or civilian clothing.
A2.3.3.8.=20 Membership cards of military or quasi-military clubs, and societies.=20
A2.3.3.9.=20 Athletic clothing and equipment.
A2.3.3.10. Any=20 article that may discredit the seal or reflect unfavorably on the = Department of=20 the
Air = Force.=20
A2.3.3.11.=20 Commercial or private printed matter.
A2.4. Using=20 the Coat of Arms. The Coat of Arms (Figure=20 A2.2. and Figure=20 A2.3.)=20 is authorized for
ornamental use=20 when approved by AFHRA. The coat of arms may be in black and white, = color=20 mono-
chrome = reproduction, pictorial, or sculptured relief form.
Figure A2.2.=20 Coat of Arms With Encircling Stars.
Figure A2.3.=20 Coat of Arms Without Encircling Stars.
A2.4.1. The coat=20 of arms with or without encircling stars may be authorized for: =
A2.4.1.1.=20 Official use on Air Force flags, pennants, emblems, medals, badges, = buttons, and=20 simi-
lar = devices.=20
A2.4.1.2.=20 Nonofficial use on articles of jewelry such as watches, rings, tie = clasps, cuff=20 links,
bracelets,=20 cigarette lighters, and similar articles when appropriate and in good = taste.=20 Approval is
given = with the=20 understanding that such usage in no way reflects Air Force endorsement = of=20 the
product=20 involved.
AFMAN33-326=20 15 OCTOBER 2007
65
A2.4.2. The=20 coat of arms without encircling stars may be used by active duty, = reserve, and=20 retired Air
Force = military=20 personnel without AFHRA approval as ornamentation on:
A2.4.2.1.=20 Personal stationery or framed for display in the home as a painting or a = wall=20 plaque.
A2.4.2.2.=20 Civilian jackets or blazers of conservative color. Authorized personnel = are=20 expected to
protect the=20 dignity of the Air Force Coat of Arms by ensuring that its display is in = good=20 taste and
appropriate to=20 the occasion.
A2.5. Using=20 the Crest. The Crest (Figure=20 A2.4. and Figure=20 A2.5.)=20 with or without encircling stars, may
be = used by=20 commanders on approved organizational emblems for ornamentation = purposes. This=20 authori-
zation = is=20 restricted to heraldic-type emblems of organizations group-level or = higher. The=20 colors in the
wreath = beneath=20 the eagle will be as described in paragraph A2.2.1.2.=20 Using the crest should not be taken
as = authority for=20 changing and/or modifying Air Force flags.
Figure A2.4.=20 Crest With Encircling Stars.
Figure A2.5.=20 Crest Without Encircling Stars.
A2.6. Supply=20 and Issue.
A2.6.1. Request=20 official drawings of the seal or any part for reproduction, as = authorized for=20 use in
paragraphs A2.3.=20 and A2.4.=20 from AFHRA/RS, 600 Chennault Circle, Maxwell AFB AL=20 38112-6424.
The = request=20 must include a complete justification.
A2.6.2. Wall=20 plaque, Air Force seal (National Stock Number 9905-00-766-0426), may be=20 requisi-
tioned. The=20 cost of these items is borne by the using = activity.
 66
AFMAN33-326=20 15 OCTOBER 2007
Attachment 3=20
COLLECTIVE=20 ADDRESS LIST (AL)
A3.1. Address=20 List (AL) Management. An AL is an abbreviated name for a group of = addresses=20 used
frequently for=20 organizational messaging. Represented by a number or title, the AL must = contain=20 a mem-
bership of 30 or=20 more DMS distinguished names (DN). An AL must have a list of = predetermined=20 permit-
ted = users. Use=20 ALs to reduce the number of DMS DNs in the message headings and to = increase the=20 speed
of = message=20 transmission.
A3.1.1. SAF/XCDP=20 has functional authority over the management of the DMS-AF Address List=20 Pro-
gram. = SAF/XCDP=20 has delegated authority as the Air Force Control Authority for ALs to=20 Headquarters
754 = Electronic=20 Systems Group (HQ 754 ELSG/DOX), 501 E. Moore Drive, Building 884,=20 Room
1000, = Maxwell=20 AFB Gunter Annex AL 36114-3004. Initial requests for AL assignments must = be=20 sent
via = signed and=20 encrypted DMS message to =E2=80=9COU=3DHQ754ELSG DMS AF PLA = Managers(UC),
L=3DMAXWELL AFB=20 GUNTER ANNEX = AL,OU=3DORGANIZATIONS,OU=3DAF,OU=3DDOD,O=3DU.S.
GOVERNMENT,C=3DUS=E2=80=9D. If=20 you are using the ML Manager Tool to modify or update existing = ALs,
the = script file=20 must be sent via signed and encrypted DMS message to the Mail List = Support=20 Center, =E2=80=9C
OU=3DMail List=20 Support Center(uc),OU=3DMail Lists,OU=3DAF,OU=3DDOD,O=3DU.S. = GOVERN-
MENT,C=3DUS=E2=80=9D.=20
A3.1.1.1.=20 Request for AL establishment should include: a point of contact (AL = owner), the=20 orga-
nization=E2=80=99s=20 addresses (DMS DN, PLA, and mailing address), purpose of the DMS AL, the = highest
message=20 classification of the AL, estimated frequency of use, list of AL members = (must=20 be at least
30 = members),=20 and permitted users.
Justification:=20 This is the only information needed for approval or disapproval of AL=20 establishment.
A3.1.2. The AL=20 manager is the agency responsible for the assignment and control of ALs. = HQ=20 754
ELSG/DOX assigns=20 Air Force ALs to the AL managers of HQ USAF, MAJCOMs, and FOAs.=20 MAJ-
COM = and FOA=20 representatives, as command agency or agency AL managers, are = responsible=20 for
assignment and=20 control of AL blocks within their command. They may allocate ALs to = their=20 interme-
diate = command=20 representatives, who act as sub-command AL managers. Within their area = of=20 respon-
sibility and for=20 those ALs they control, AL managers will:
A3.1.2.1.=20 Receive, check, and approve or disapprove requests for AL assignments,=20 modifications,
and=20 cancellations. Ensure no duplication of membership is accomplished = without=20 approval from
the = AL control=20 authority.
A3.1.2.2. Issue=20 AL numbers to requesting authorities.
A3.1.2.3.=20 Maintain a file of all AL requests for promulgation, modification, and=20 cancellation until
no = longer=20 needed. Keep a current list of AL assignments. The list will contain = each AL=20 number, its
originating=20 authority, complete mailing address, a point-of-contact, telephone = number (DSN=20 or
commercial),=20 purpose, highest classification, and precedence for use.
A3.1.3. The Air=20 Force Mail List System Center (MLSC) is responsible for implementing and = main-
taining the Air=20 Force ALs, with the exception of Headquarters Air Force (HAF)-assigned = ALs.=20 The
Air = Force MLSC=20 creates, posts, modifies, and deletes Air Force ALs in the Air Force DMS = DIT=20 with
approval from=20 the AL managers. The Pentagon Telecommunications System Center creates,=20 posts,
modifies, and=20 deletes HAF-assigned ALs with approval from SAF/XCDP =
AFMAN33-326=20 15 OCTOBER 2007
67
A3.1.4. The AL=20 manager assigns the AL and responsibility for its use and administration = to the=20 orig-
inating=20 authority (holder) for the AL. AL managers will:
A3.1.4.1.=20 Assign only ALs that are needed and ensure membership compositions are = kept=20 current.
A3.1.4.2.=20 Ensure the permitted users are designated for ALs assigned. =
A3.1.4.3.=20 Sequentially number modifications following the recapitulation that = consists=20 only of
address=20 additions, deletions, and changes.
A3.1.4.4.=20 Cancel an AL by identifying ALs that are no longer needed and publishing = a=20 notice that
terminates=20 their use. The AL manager keeps canceled ALs and includes the statement, = =E2=80=9CAL
XXXX = is=20 retained for future assignment by MAJCOM/FOA=E2=80=9D in the = cancellation=20 notice.
A3.1.4.5.=20 Recapitulations of an AL consist of publishing an accurately revised = total=20 membership
composition. Do=20 this at least once a year when numerous modifications are made. All=20 recapitula-
tions = should=20 include a restatement of the information provided by the promulgation = (purpose,=20 clas-
sification=20 information, and permitted users).
A3.1.4.6. Send=20 promulgations, modifications, cancellations, or recapitulations of ALs = to=20 SAF/
XCDP, = HQ 754=20 ELSG/DOX, and/or the United States Army Information Technology=20 Agency,
Room = 2C654, The=20 Pentagon, 9000 Defense Pentagon, Washington DC 20301-9000, for=20 informa-
tion = purposes.=20 All promulgation, recapitulation, modification, and cancellation = messages for=20 the
legacy AIGs=20 must be accomplished using the USMTF F300 Collective format. Refer to = the=20 Allied
Communications=20 Publication (ACP) 100, USSUPP 2, Instructions for Collective = Addressing=20 Man-
agement for=20 Legacy and Defense Message System, for further guidance on the = management=20 of
AIGs = and USMTF=20 templates. Refer to Attachment=20 7 to obtain the Defense Information Infra-
structure (DII)=20 Common Operating Environment (COE) software for the USMTF=20 templates.
A3.1.4.7.=20 Maintain a record of promulgations, modifications, recapitulations, and=20 cancellations in
accordance with=20 local regulations. When addressees are added to the composition by=20 modifica-
tion, = provide=20 new members a copy of the promulgation or last recapitulation and any=20 modifica-
tions = that were=20 issued.
A3.1.4.8. After=20 an AL has been established, send the first message to the AL to = promulgate=20 its
existence,=20 purpose, the authorized users, the composition, and whether it is = classified.=20 Message
test = should=20 contain: DN address of member of the composition, DN of the cognizant=20 authority
(owning=20 organization), AL POC (including commercial and DSN phone number and=20 E-mail
address), AL=20 classification, and statement of purpose.
A3.1.5.=20 Subordinate commands, activities, or components will request ALs by = E-mail or=20 sending a
memorandum to=20 the local AL manager. Requests should include:
A3.1.5.1.=20 Identification of the command, activity, organization, and originating=20 authority.
A3.1.5.2.=20 Description, classification, purpose, and classification of the AL.=20
A3.1.5.3.=20 Estimated frequency of use.
A3.1.5.4.=20 Proposed list of DMS addresses of the members, permitted users, and the=20 classification
of = the address=20 composition.
A3.1.6. Use=20 activities listed in the directory services database for the address = composition=20 of ALs. In
addition:=20
68
AFMAN33-326=20 15 OCTOBER 2007
A3.1.6.1. ALs=20 with less than 30 addresses are not authorized without an approved = waiver.=20
A3.1.6.2. Use=20 two and three letter office symbols when selecting the members of the AL = from=20 the
DMS=20 DIT.
A3.1.6.3.=20 Collective address designators, such as ALMAJCOM, are not authorized = within an=20 AL.
They = may be=20 included as an additional addressee of the message.
A3.1.6.4. Do=20 not include addressees of other nations, such as International Pact=20 Organizations,
non-DoD, or DoD=20 addressees served by non-DoD Base Communications Centers. You = may
include Allied=20 or NATO message addressees only as add-on addressees. Only DMS DNs can=20 be
included in an=20 AL; all other non-DMS addresses must be listed as add-on addresses.=20
A3.1.7. Only the=20 originating authority and those activities designated by the originating = authority as
a = permitted user=20 may use an AL. The following applies:
A3.1.7.1. When=20 an AL is authorized, message originators must put their organizational = address=20 in
the = =E2=80=9Cfrom=E2=80=9D=20 element of the message.
A3.1.7.2. All=20 members to an AL are action addressees.
A3.1.7.3. When=20 two or more ALs are used and an addressee is listed in more than one AL, = dupli-
cate = delivery=20 will occur.
A3.1.7.4.=20 Add-on addressees may not know the address composition of the addressed = ALs. If=20 the
originator=20 thinks this information is important to the add-on addressees, the = originator=20 provides
them = the=20 address list on request.
A3.1.7.5. Air=20 Force MLSC is not responsible for providing the composition of an AL to=20 an
addressee;=20 refer such requests to the AL owner or manager.
A3.1.8. Do not=20 readdress AL messages, except in operational emergencies, unless the=20 readdressing
action = is to=20 addressees not included in the original transmission. If the operational = urgency=20 of the sub-
ject = does not=20 allow time for an AL address composition review, then readdress the = message=20 with
add-on = addressees.
A3.1.9.=20 Addressees inform the originating authority by memorandum or DMS message = if they=20 deter-
mine = they no=20 longer need to be included in an AL or if their titles or addresses = change.=20
A3.2.=20 Categorical Addresses.
A3.2.1. These=20 addresses are used by an activity when corresponding with its = subordinate units.=20 They
are = either for a=20 single type of unit (e.g., =E2=80=9CAll USAFE Wings=E2=80=9D or = =E2=80=9CAll ACC Military=20 Personnel
Flights=E2=80=9D) or a=20 combination of units (e.g., =E2=80=9CAll ACC Numbered Air Forces and the = 1st Fighter=20 Wing=E2=80=9D).
When=20 established, include categorical addresses in supplements to this manual = for=20 easy reference.
A3.2.2. The=20 following categorical addresses are established for use only by HQ USAF, = SAF=20 and
MAJCOMS.=20
A3.2.2.1. AL=20 ALMAJCOM =E2=80=93 Is sent to all MAJCOM/CC/CV/CS/DS offices only: for=20 example,
AL = ALMAJCOM.=20
A3.2.2.2. AL=20 ALMAJCOM-FOA =E2=80=93 Is sent to all MAJCOMs, FOAs, and = DRUs/CC/CV/CS/DS
offices only:=20 for example, AL ALMAJCOM-FOA.
AFMAN33-326=20 15 OCTOBER 2007
69
NOTE:=20 To add selected FOAs to the distribution of an ALMAJCOM = memorandum, list=20 those FOAs after
ALMAJCOM in the=20 =E2=80=9CTO=E2=80=9D element of a memorandum: for example, ALMAJCOM = AFISC AFAA=20 (Man-
power).=20
DMS = Addresses:=20
SAF/XC: ou=3DSAF=20 XC(uc),l=3DPENTAGON WASHINGTON DC,ou=3DOrganizations,
ou=3DAF,ou=3DDOD,o=3DU.S.=20 Government,c=3DUS
Mail = List=20 Support Center: ou=3DMail List Support Center(uc),ou=3DMail=20 Lists,ou=3DAF,ou=3DDOD,o=3DU.S. Gov-
ernment,c=3DUS=20
HQ 754 = ELSG/DOXM=20 (AF PLA/AIG/AL MANAGER): OU=3DHQ754ELSG DMS MANAG-
ERS(CN)(UC),=20 OU=3DAF,OU=3DDOD,O=3DU.S. GOVERNMENT,C=3D
United = States=20 Army Information Technology Agency /c=3DUS/o=3D"U.S.=20 Government"/ou=3DDoD/ou=3DArmy/
ou=3DOrganizations/l=3DCONUS/l=3D"WASHINGTON=20 DC"/ou=3D"DA PENTAGON TELECOMMUNICA- TIONS(uc)"/:ou=3D"PTC=20 OPERATIONS(uc)" 70
AFMAN33-326=20 15 OCTOBER 2007
Attachment 4=20
CHECKLIST=20 FOR SENDING DEFENSE MESSAGE SYSTEM (DMS) MESSAGES
A4.1. Format.=20 Messages must be in Plain Text format if going to an AUTODIN Plain = Language=20 Address
(PLA). = It is=20 always best to prepare messages in Plain Text format from Outlook as a = =E2=80=9Cnew=20 message=E2=80=9D or in
Notepad.=20 According to DoD policy, messages addressed to PLAs should be in USMTF/ = Joint=20 Message
Processor (JMP)=20 format. Start by double-clicking on the JMP icon on your Outlook toolbar = (you=20 may have
to = click the=20 arrow on the far right side of toolbar to view more icons). Select = USMTF-2001=20 from the Mes-
sage = Table=20 window that comes up. Select =E2=80=9CGENADMIN=E2=80=9D or other = messages format from the=20 Message
Selection=20 window, as applicable.
A4.1.1. Do not=20 use Word as the editor for a DMS message if you are going to send it to = a PLA.=20 Once
drafted in Word,=20 special characters are attached, that causes the message to be rejected = when it=20 reaches
AUTODIN. If the=20 message body was already drafted in Word, do the following to convert it = for
AUTODIN:=20
A4.1.1.1.=20 First, save the document as text only.
A4.1.1.2. Open=20 the document in Notepad.
A4.1.1.3. Copy=20 all contents and paste onto a new blank message form.
A4.1.1.4. On=20 the menu bar under =E2=80=9CFormat,=E2=80=9D select Encoding -> More = -> Unicode (UTF-7).=20
A4.1.1.5.=20 Verify that all message syntax is correct.
A4.2.=20 Addresses. You may select both DMS and PLA addresses in the same = message.=20
A4.2.1. From=20 address: Always select from the GAL.
A4.2.2. To=20 address: Select only DMS addresses from your PAB.
A4.2.3. Mail=20 Lists: You must be an authorized user; see mail list owner for = permission.=20
A4.3.=20 Subject. Start with the classification of the subject in = parenthesis: (U)=20 for UNCLASSIFIED, (C)
for=20 CONFIDENTIAL, or (S) for SECRET; i.e., =E2=80=9C(U) Some = Subject=E2=80=9D.
A4.3.1.=20 Classification options are determined by the security clearance level of = the=20 network the DMS
client = is=20 connected to. These options are specific to the assigned role of the = user. Some=20 FORTEZZA
cards = do not=20 contain all classifications, and errors will occur after sending a = message if=20 the message
contained an=20 invalid classification. To determine what classifications are available = on the=20 card for
each = role,=20 locate the =E2=80=9CKEA Clearances=E2=80=9D section under the particular = role on the personal=20 identification
number = letter=20 issued with the card.
A4.4. Message=20 Body. Enter the security classification in the first line of the = message:=20 UNCLAS, C O N
F I = D E N T I=20 A L, or S E C R E T. Spaces are required between each letter = for=20 CONFIDENTIAL or
SECRET. This is=20 the highest classification of the contents of the message.
A4.4.1. Enter=20 declassification instructions in the last line of the message for all = classified=20 messages.
AFMAN33-326=20 15 OCTOBER 2007
71 EXAMPLE
S E C = R E T=20
<Blank line=20 required>
Message=20 text
<Blank line=20 required>
DECL/CLBY: USAFE=20 AFFOR/A3 RES: 1.5 (A), DECL ON: X4// (example)
A4.5.=20 Military Properties. Some options may not be available until you = have logged=20 into your
FORTEZZA card=20 (see Figure=20 A4.1.).
Figure A4.1.=20 Military Properties.
A4.6.=20 Military Tab.
A4.6.1. Choose=20 primary precedence (precedence for all =E2=80=9CTo=E2=80=9D addresses) = (see Figure=20 A4.2.).
A4.6.2. Choose=20 copy precedence (precedence for all =E2=80=9CCC=E2=80=9D addresses). =
A4.6.3. Choose=20 classification (only available if logged into FORTEZZA card and it has = more=20 than
one=20 classification ability).
A4.6.4. Choose=20 message type. Must be =E2=80=9COther Organizational=E2=80=9D if message = has AUTODIN=20 PLA
address (only=20 available if logged into FORTEZZA card and it has = =E2=80=9CRelease=E2=80=9D privileges).=20
A4.6.5. Under=20 Security Level select to sign and encrypt the message.
A4.6.6. Under=20 Delivery Options deselect =E2=80=9CProhibit Distribution List = Expansion=E2=80=9D if using a=20 local dis-
tribution list.=20
72
AFMAN33-326=20 15 OCTOBER 2007
Figure A4.2.=20 Military Tab.
A4.7. Message=20 Tab.
A4.7.1. If you=20 want read receipts, choose NONE, ALL, or EXPLICIT RECIPIENTS. =
A4.8. Per=20 Recipient Tab. Select (highlight) recipients in the right pane (you = can=20 select more than one)
and = then select=20 options in the left pane (see Figure=20 A4.3.).=20 It is better to choose to receive a Delivery
Report = on all=20 recipients. Read Receipts are as desired.
Figure A4.3.=20 Per Recipient.
AFMAN33-326=20 15 OCTOBER 2007
73
A4.9.=20 Advanced Tab.
A4.9.1. Ensure=20 that =E2=80=9CAllow applicable conversions on this message=E2=80=9D is = selected (see Figure=20 A4.4.)=20 or
the = end=20 recipients will not be able to convert and forward the message. =
Figure A4.4.=20 Advanced Tab.
A4.10.=20 Information Tab. When sending a message to a PLA the DTG must be = entered=20 here for
cross-referencing in=20 AUTODIN. This is not necessary if you are only sending to DMS addresses = (see Fig-
ure=20 A4.5.).=20
Figure A4.5.=20 Information Tab.
74
AFMAN33-326=20 15 OCTOBER 2007
A4.10.1. In the=20 =E2=80=9CClient/Local Release Time & Date=E2=80=9D enter the local = time (24hr time):=20 Example: 14:00
10/02/01 (hh:mm=20 MM/DD/YY) (see Figure=20 A4.6.).=20
A4.10.2. Click=20 the OK button. The =E2=80=9CUTC Release Time & Date=E2=80=9D field = is automatically filled=20 in for
you. = This=20 becomes the DTG in AUTODIN.
A4.10.3. Use=20 this time for the DTG in the body of the message. Example: 021200Z Oct = 01=20
A4.10.4. These=20 entries ensure that all parties, whether DMS or AUTODIN recipients, can=20 reference
the = message by=20 the same DTG, as required in AUTODIN.
Figure A4.6.=20 Client/Local Release Time & Date
A4.10.5. No=20 changes are necessary to the remaining TABs. Send message.=20
AFMAN33-326=20 15 OCTOBER 2007
75
Attachment 5=20
CREATING AND=20 ADDING ADDRESSES TO PERSONAL ADDRESS BOOK (PAB)
A5.1. Setting=20 Up The Personal Address Book (PAB). If a PAB does not exist on the = profile=20 being used,
one = must be=20 created.
A5.1.1. First,=20 open up the current profile by selecting =E2=80=9CTools=E2=80=9D then = =E2=80=9CServices=E2=80=9D (see Figure=20 A5.1.).
Figure A5.1.=20 Tools.
A5.1.2. Next=20 check to see if a PAB is already on the profile (see Figure=20 A5.2.). If not, click the = =E2=80=9CAdd=E2=80=9D
button to add a=20 new profile, and then =E2=80=9CPersonal Address Book.=E2=80=9D If one = does exist already, click=20 on the
=E2=80=9Cpersonal=20 address book=E2=80=9D to highlight it. Then click the properties button. =
Figure A5.2.=20 Services.
A5.1.3. Once=20 the properties are displayed, an existing Address book can be selected = using=20 the
=E2=80=9CBrowse=E2=80=9D button=20 (see Figure=20 A5.3.). If a new one is to be created, type in the path = and file=20 name in the
=E2=80=9CPath=E2=80=9D box.=20 When finished, click =E2=80=9COk,=E2=80=9D and then =E2=80=9COK=E2=80=9D = again.
76
AFMAN33-326=20 15 OCTOBER 2007
Figure A5.3.=20 Personal Address Book (PAB).
A5.2. Setting=20 Personal Address Book (PAB) as Default. In order to send messages to = AUTODIN=20 or
DMS = addresses,=20 the PAB must be selected as the destination for the addresses pulled = from the=20 DIT (see
Figure=20 A5.4.).=20
A5.2.1. First,=20 open the address book.
Figure A5.4.=20 Personal Address Book (PAB) as Default.
A5.2.2. Next,=20 under =E2=80=9CTools,=E2=80=9D select =E2=80=9COptions=E2=80=9D (see = Figure=20 A5.5.).
AFMAN33-326=20 15 OCTOBER 2007
77
Figure A5.5.=20 Options.
A5.2.3.=20 Finally, in the options section under addressing, make sure that in the = =E2=80=9CKeep=20 personal
addresses in=E2=80=9D=20 box shows the =E2=80=9CPersonal Address Book=E2=80=9D (see Figure=20 A5.6.).
Figure A5.6.=20 Addressing.
A5.2.4. Click=20 =E2=80=9CApply,=E2=80=9D then =E2=80=9COK.=E2=80=9D Then close the = address book. Now all addresses that are=20 added
from = the DIT=20 will be placed into the Personal Address Book.
A5.3. Adding=20 an Address from the Directory Information Tree (DIT) to the Personal = Address=20 Book
(PAB). To=20 address a message for a DMS or AUTODIN recipient, the address must first = be=20 added to the
PAB = (see Figure=20 A5.7.). The PAB is limited to 500 entries.
A5.3.1. Open up=20 the DIT Browser.
 78
AFMAN33-326=20 15 OCTOBER 2007
Figure A5.7.=20 Directory Information Tree (DIT) Browser.
A5.3.2. If the=20 message is being sent to an AUTODIN recipient, the addresses must be = pulled from=20 the
AUTODIN PLA=20 section of the DIT tree. When the DIT Browser opens up, expand the tree = (click=20 on
the = =E2=80=9C+=E2=80=9D box to=20 the left of the entries) until the =E2=80=9CDoD=E2=80=9D section of the = tree is expanded.=20
A5.3.3. Look=20 under the =E2=80=9CDoD=E2=80=9D section and find =E2=80=9Cou=3DAUTODIN = PLAs.=E2=80=9D Expand this section=20 also.
DO NOT = double=20 click or expand any of the entries underneath the =E2=80=9CAUTODIN = PLAs=E2=80=9D entry. There=20 is
an = extremely=20 long delay before any of the entries expand due to the high number of = PLA=20 entries in
each = section.=20 Instead, perform a search (see Figure=20 A5.8.).=20
Figure A5.8.=20 Directory Information Tree (DIT) Search.
A5.3.4.=20 Underneath the AUTODIN PLAs section, the PLA addresses are arranged=20 alphabetically and
grouped into=20 several levels. Click ONCE on the level that corresponds with the = address you=20 are look-
ing = for. Then=20 click the search button as shown in Figure=20 A5.8.
A5.3.5. After=20 pressing the search button, a =E2=80=9CSearch Parameters=E2=80=9D box = pops up (see Figure=20 A5.9.).
Make = sure that=20 in the =E2=80=9CFilter Name=E2=80=9D box, =E2=80=9CcommonName=E2=80=9D = is showing. Then click =E2=80=9CDefine Filter=E2=80=A6=E2=80=9D=20
AFMAN33-326=20 15 OCTOBER 2007
79
Figure A5.9.=20 Search Parameters.
A5.3.6. When=20 the =E2=80=9CDefine Search Filter=E2=80=9D box pops up, check and verify = that the =E2=80=9Cou=E2=80=9D is chosen=20 for the
attribute, and=20 that the operator is =E2=80=9CContains.=E2=80=9D Then type the PLA name = into the =E2=80=9CValue=E2=80=9D box=20 (see Fig-
ure=20 A5.10.). Only part of the = name need be=20 used if the full name of the PLA is unknown. The=20 search
results show=20 all entries in the level that contain the value that was used in the = search.=20
Figure A5.10.=20 Define Search Filter.
A5.3.7. Once=20 you have entered the value, click on =E2=80=9CCheck Filter.=E2=80=9D = Then click =E2=80=9COK,=E2=80=9D and then=20 =E2=80=9COK=E2=80=9D
again.=20
A5.3.8. When=20 the search has completed, a list of all DIT entries in that level that = contain=20 the search
value = are=20 displayed. The number of entries returned is less with a more specific = search=20 value (see Fig-
80
AFMAN33-326=20 15 OCTOBER 2007
Figure A5.11.=20 Directory Browser.
A5.3.9. Search=20 the returned results until the desired PLA is found. Click on the PLA = and make=20 sure it
is = highlighted.=20 Then click on the icon shown in Figure=20 A5.11. to add that entry to your PAB.
A5.3.10. Adding=20 a DMS address to the PAB is similar to adding an address to an AUTODIN=20 mes-
sage. = Because=20 the number of addresses under each other level of the tree is = considerably less=20 than that
of the = AUTODIN=20 PLAs-level, the search function is not required. Simply expand each = section in=20 the
path = to the=20 desired DIT entry.
A5.3.11. Most=20 DMS addresses used are found below the Air Force-level of the DIT. To = add the=20 DMS
address from the=20 DIT, expand the DIT tree to the Air Force-level. Under the Air = Force-level, near=20 the
end of = the list,=20 are other levels breaking up all Air Force DMS entries into functional = areas.=20 Each Air
Force = entity is=20 found under one of these levels. Most bases are found under the = Organization=E2=80=99s=20 level.
A = little=20 practice with the DIT structure will build the familiarity needed to use = the DIT=20 with ease.
A5.3.12. To add=20 a DMS address, simply expand the levels down until you see the desired = base=20 where
the = address is=20 located. Within each base is the organizations and their corresponding = sections.=20
A5.3.12.1. Once=20 the address is located, click on it to highlight it, and then click on = the icon=20 shown
in Figure=20 A5.12. to add it to the PAB.
AFMAN33-326=20 15 OCTOBER 2007
81
Figure A5.12.=20 Defense Message System (DMS) Addresses.
A5.3.12.2.=20 Modify the display name of the DMS entry in the PAB to include the = organization,=20 if
required.=20
A5.4. Adding=20 Office Symbols to Plain Language Addresses (PLA). If the message is = sent to=20 an office
through AUTODIN,=20 add that office symbol to the address before the message is sent. =
A5.4.1. To do=20 this, open up the address book. Make sure that PAB is selected in the = =E2=80=9CShow=20 names
from = the=E2=80=9D box.=20 Then click on the PLA address that requires the office symbol and open = the=20 properties
for = that=20 address (see Figure=20 A5.13.).=20
Figure A5.13.=20 Address Book.
A5.4.2. In the=20 properties box, select the =E2=80=9CX400-Address=E2=80=9D tab (see Figure=20 A5.14.).
82
AFMAN33-326=20 15 OCTOBER 2007
Figure A5.14.=20 Properties.
A5.4.3. The=20 =E2=80=9CE-mail address=E2=80=9D box contains the ACP-PLAD address that = needs the office=20 symbol
added = to it.=20
A5.4.4. Click=20 the =E2=80=9CE-mail address=E2=80=9D box, and move the cursor to the end = of the PLA address=20 that
immediately=20 follows the =E2=80=9CDDA:ACP-PLAD=3D=E2=80=9D text (see Figure=20 A5.14.).
A5.4.5. Begin=20 adding the office symbol by typing in four virgules (////). Add the = office=20 symbol. If
there = is more=20 than one symbol to add, separate each office symbol with two virgules = (//). When=20 all
office = symbols=20 are added, type in four more virgules (////). The entry should appear = similar to=20 Figure
A5.15.
Figure A5.15.=20 Electronic Mail (E-mail) Address Box.
A5.4.6. When=20 finished, click the =E2=80=9CApply=E2=80=9D button. The click = =E2=80=9COK=E2=80=9D and close the address book.=20
A5.5.=20 Replacing the Default Personal Address Book (PAB) to the Office Personal = Address=20 Book
(PAB) on the=20 Shared Drive. To temporarily replace the default PAB with the office = PAB,=20 perform the
following steps:=20
AFMAN33-326=20 15 OCTOBER 2007
83
A5.5.1. From=20 the main Outlook window, select =E2=80=9CTools.=E2=80=9D
A5.5.2. Click=20 on =E2=80=9CServices.=E2=80=9D
A5.5.3.=20 Highlight the =E2=80=9CPersonal Address Book=E2=80=9D entry in the = center window, then click the=20 =E2=80=9CProper-
ties=E2=80=9D button.=20
A5.5.4. Click=20 the =E2=80=9CBrowse=E2=80=9D button next to the Path for your current = PAB.
A5.5.5. Locate=20 the folder and file of the office PAB.
A5.5.6. Click=20 =E2=80=9CApply=E2=80=9D, then =E2=80=9COK=E2=80=9D and = =E2=80=9COK=E2=80=9D to close the pop-up windows.
NOTE:=20 In order for others to access the office shared PAB, restore = your PAB=20 back to the default PAB
when = you=20 complete sending your message.
A5.6.=20 Restoring to the Default Personal Address Book (PAB). To restore to = Default=20 PAB, perform the
following steps:=20
A5.6.1. From=20 the main Outlook window, select =E2=80=9CTools.=E2=80=9D
A5.6.2. Click=20 on =E2=80=9CServices.=E2=80=9D
A5.6.3.=20 Highlight the =E2=80=9CPersonal Address Book=E2=80=9D entry in the = center window, then click the=20 =E2=80=9CProper-
ties=E2=80=9D button.=20
A5.6.4. Click=20 the =E2=80=9CBrowse=E2=80=9D button next to the Path for your current = PAB.
A5.6.5. Find=20 the folder =E2=80=9Cc:\Winnt\Profiles\<NT User ID>\Application=20 Data\Microsoft\Outlook,=E2=80=9D then
double-click=20 the file =E2=80=9Cmailbox.pab=E2=80=9D. (Note: This is the = default location for your PAB=20 in Windows NT
-- if = you have=20 moved your PAB somewhere else, go to that location.)
A5.6.6. Click=20 =E2=80=9CApply=E2=80=9D, then =E2=80=9COK=E2=80=9D and = =E2=80=9COK=E2=80=9D to close the pop-up windows.=20
84
AFMAN33-326=20 15 OCTOBER 2007
Attachment 6=20
UNITED=20 STATES MESSAGE TEXT FORMAT (USMTF) MESSAGE PREPARATION
A6.1. Use=20 the JMP to create the body of the organizational message. Start by = double=20 clicking on the JMP
icon = on your=20 Outlook toolbar (you may have to click the arrow on the far right side = of the=20 toolbar to view
more = icons).=20 From the Message Table window that comes up, select USMTF-2001. From the = Message
Selection=20 window, select =E2=80=9CGENADMIN=E2=80=9D or other messages format, as = applicable.
Field = Title=20 Color:
RED - = Mandatory=20
YELLOW -=20 Conditional
GREEN = -=20 Optional
A6.2.=20 Select proper message classification. On the top toolbar, select = Edit=20 >> Classification. For an expla-
nation = of what=20 information a particular box should contain, click in the field and = refer to the=20 bottom tool
bar.
A6.3.=20 Double click in the field boxes to get free-text and drop-down = boxes.=20
A6.4.=20 Always verify a format before importing it into DMS Outlook - click = on the=20
on = the top=20 toolbar.
A6.5. To=20 import a message into Outlook, select File >> Mail from the top = menu.=20
AFMAN33-326=20 15 OCTOBER 2007
85
Attachment=20 7
UNITED=20 STATES MESSAGE TEXT FORMAT (USMTF) PREPARATION
Note:=20 The OPR for this attachment is the Global Cyberspace Integration = Center=20 (GCIC) (http://
A7.1.=20 Introduction. This attachment provides the basic rules for USMTF = messages.=20 It is not intended to
give = specific=20 procedures for drafting and distributing all USMTFs. All messages (USMTF = and=20 General
Service) have a=20 heading, text, and ending. The heading and ending formats for preparing = USMTF=20 mes-
sages = are the=20 same as AUTODIN messages (see Chapter=20 7).=20 The text or body of the message is the only
portion covered=20 by USMTF rules. The https://disain.disa.mil/usmtf/web=20 site provides specific guidance
on = preparing=20 the text of a USMTF message. Using software preparation aids such as the = DII COE=20 Mes-
sage = Processor=20 is recommended for complex USMTFs. The DII COE Message Processor is a=20 jointly
developed=20 standard software package with various output capabilities to produce an = error-free USMTF.
This = includes=20 the capability to create a message on a Standard Automated Remote to = AUTODIN=20 Host
disk. = The USMTF=20 program objective enhances joint and combat effectiveness through=20 standardization of
message=20 formats, data elements, and information exchange procedures. USMTFs = result in=20 the services
using = the same=20 messages with the same information content. USMTFs thus provide = commanders a=20 com-
mon = message=20 format and common language--both indispensable to successful joint = operations.=20
A7.2. United=20 States Message Text Format (USMTF) Text Components.
A7.2.1. Set.=20 The set is the basic building block of all USMTF messages. A set is like = a=20 sentence. It
contains=20 information about one subject. The set name tells the reader (and the = computer)=20 what infor-
mation is in=20 the set.
A7.2.2. Field.=20 The field is the basic building block of a set. A set is made up of = words. If=20 the field has
a = descriptor,=20 it describes the information in the field.
A7.2.3. Linear=20 Set. Fields arranged in a line across the page form a linear set. =
A7.2.4.=20 Columnar Set. Fields arranged in columns (like columns of numbers in a = table)=20 form a colum-
nar = set.=20
A7.2.5.=20 Free-Text Set. Free-text set allows use of =E2=80=9Cplain = language=E2=80=9D in a formatted=20 message. Write
free-text set=20 entries in lines, columns, sentences, or paragraph. Use whatever form is = best to=20 get your
idea = across.=20 Use free-text sets to give additional details or information that does = not fit=20 into linear or
columnar sets.=20
A7.2.6.=20 Authorized Entry/Authorized Entry Code. Only use authorized entry codes = in some=20 fields.
See = http://jitc.fhu.disa= .mil/brochure/usmtf.pdffor=20 guidance. These entries are often abbreviations.
A7.2.7.=20 Heading. Some sets are grouped under headings. These headings divide the = message=20 into sev-
eral = parts.=20 Each part is a separate topic within the message.
A7.3.=20 Allowable Characters. Ninety-eight characters are available for use = in USMTF=20 messages. They
are, = by type,=20 26 alphabetic characters [A through Z], 10 numeric characters = [0=20 through 9], 6 special char-
acters [ . ,=20 - ( ) ? ], the colon [:], the field marker [ / ], the space = [or=20 blank] character, 26 lowercase letters
[ = a through=20 z ], 3 nonprinting American Standard Code for Information = Interchange=20 control codes [hori-
zontal tab,=20 carriage return, line feed], and 26 extended special characters [ ! @ = # $ % ^=20 & * =3D _ + [ ] { } \
86
AFMAN33-326=20 15 OCTOBER 2007
=E2=80=9C =E2=80=98 ; <=20 > ` | ]. Message drafters should refer to https://disain.disa.mil/USMTF<= /FONT>since=20 some of these
characters have=20 restricted uses.
A7.4.=20 Special Symbols.
A7.4.1. Field=20 Marker. A single virgule (/) indicates the start of a field. It takes up = one=20 character space,
and = goes before=20 the field entry and on the same line with the first field = entry.
A7.4.2.=20 End-of-Set Marker. A double virgule (//) indicates the end of a set. It = takes up=20 two character
spaces, and=20 both virgules must be on the same line. If a set ends on the last or = next to=20 last space in a
line, = put the=20 // at the beginning of the next line. Do not use the // for anything = other than=20 an end-of-set
marker.=20
A7.4.3. No Data=20 Sign. The no data sign is a hyphen (-). Use it when a field entry is = required=20 but the
information is=20 unknown or not available. For example:
A7.4.3.1. A=20 field designated as a mandatory field must contain an entry, even if the = entry=20 is only
a no = data=20 sign.
A7.4.3.2. A no=20 data sign must be entered in a conditional or optional field if another = field=20 further
along in the=20 same set has an entry.
A7.5.=20 Segment-Set-Field Usage Categories. All segments, sets, and fields = have=20 usage categories of
mandatory,=20 conditional, or optionally determined. These categories specify if the = segment,=20 set, or field
must = contain an=20 entry. Website https://disain.disa.mil/USMTF<= /FONT>lists=20 the category for each segment,
set, = and field=20 in the message.
A7.6.=20 Message Preparation. Follow the instructions in Attachment=20 6 to fill out the heading and ending
(addressees,=20 classification, etc.). Begin the first line of the USMTF text on the = next line=20 below the last ele-
ment = used for=20 the heading from Attachment=20 6.=20 Type the first letter or special character for each line of
text = flush with=20 the left margin, with a maximum of 69 characters on any line. Each USMTF = message