Air Force Letter of Counseling (LOC) Examples

Quick References

Air Force Letter of Counseling, Admonition, and Reprimand

Air Force Writer.com

We know how to recognize good behavior. We write solid EPRs, express our gratitude in Letters of Appreciation, or submit deserving members for medals. But how do we deal with bad behavior? What instruments are available for counseling Airmen and correcting improper behavior? There are a range of options available from verbal counseling to administrative discharge. In general, most of us only have to deal with those methods appropriate for correcting behavior at the workcenter level. Those methods, in order of rising level of seriousness are:

Verbal Counseling
the Letter of Counseling (LOC)
the Letter of Admonition (LOA)
the Letter of Reprimand (LOR)

Any supervisor can issue Letters of Counseling, Admonition, and Reprimand. These actions are intended to correct improper behavior exhibited on or off-duty. It's preferred by all concerned that misconduct be addressed at the lowest possible level. This makes it possible to address the infraction as soon as it occurs and in an appropriate manner. Infractions should be addressed as soon as possible to help the offender realize that his actions are serious and objectionable. If conduct doesn't improve, it can then be escalated to higher levels.

Verbal counseling, LOCs, LOAs, and LORs at the workcenter level are a form of correction appropriate for correcting habits or shortcomings which are not necessarily criminal or illegal, but which can ultimately affect job performance, workcenter morale, and discipline. More serious offenses should be referred to the First Sergeant. The reference that specifies the rules surrounding administrative counseling is AFI 36-2907.

Verbal Counseling

The lowest level corrective tool is verbal counseling. This is the unscheduled spoken guidance that supervisors provide every day such as, "You need a haircut" or "Your boots need shining". This type of counseling is normally not formally recorded unless the supervisor finds that the Airman failed to follow his or her direction. If the offending Airman failed to follow the supervisor's spoken guidance, the next step would be either a formal Letter of Counseling or another verbal counseling depending on how patient the supervisor is. If the supervisor chooses to give the Airman a chance and deliver only another verbal counseling, this time it would normally be documented in a Memo For Record. A Memo For Record is merely an informal record or note to remind the supervisor that he spoke to the Airman about a certain topic on a specific date. It's only for the supervisor's use and the offender doesn't have to sign it. Normally the offender wouldn't even know it exists. That gives the Airman two chances to clean up his act. It also provides evidence of the person's offensive behavior if needed to justify more serious action. If the Airman still doesn't correct his or her behavior after being verbally counseled, it's the supervisor's responsibility to the workcenter to write a formal Letter of Counseling. Note that there is no requirement to verbally counsel an Airman before writing an LOC. It's up to the individual's supervisor.

Letter of Counseling (LOC)

A Letter of Counseling is merely the recording of an infraction. It's a formal way of describing an unacceptable behavior so that the receiver cannot fail to understand it. Often, Airmen don't realize or understand the seriousness of their behavior. A formal letter of counseling is a way to get their attention and let them know their behavior is not acceptable and explain the possible consequences. The offender is required to sign the Letter of Counseling indicating that he or she is aware of the situation.

In the grand scheme of things, a Letter of Counseling might seem to some people to be no more significant than pencil shavings but it marks the beginning of the transition of the attempt to correct bad behavior from the workcenter, where a troop has friends and supervisors who care for him, to the squadron, where things get more serious.

Some supervisors build in another level of correction; they don't initially send the LOC to the Squadron. No one knows about it but the supervisor and the offender. But it's there, lying in the supervisor's desk drawer like a coiled cobra ready to strike if disturbed. If the offender again refuses to change his or her behavior, then the LOC (and the MFR) is forwarded to "the squadron".

When an LOC (or similar paperwork) is forwarded to the Squadron, it is understood that the supervisor recommends that the commander file it in the UIF. A formal Letter of Counseling is normally recorded on an AF Form 174, Record of Individual Counseling. It provides a record of counseling and is useful for supporting more serious corrective action if needed. It may also be used as a reference when completing performance evaluations. If you don't have an AF Form 174 on hand, the counseling may be recorded on plain bond paper or squadron letterhead. The format isn't as important as the documenting of improper behavior. See below for examples.

Letter of Admonition (LOA)

A Letter of Admonition is more severe than a LOC. It's used to document clear violations of standard. While a Letter of Counseling is used to explain standards and reconcile behavior, the LOA is used to document intentional disregard for established rules of conduct. Like the Letter of Counseling, the offender must sign the letter indicating awareness of the supervisor's direction.

Letter of Reprimand (LOR)

A Letter of Reprimand is more severe than a LOA. It's also used to document clear violations of standard and is used for more serious offenses. It may also be issued when other, less severe methods, such as a Letter of Counseling or Letter of Admonition have failed to correct behavior.

How to Present an LOC, LOA OR LOR

The goal of counseling is to improve or correct behavior not to aggravate the situation by causing embarrassment. A Letter of Counseling should be delivered in private with only the offender and the supervisor present. The supervisor should explain the behavior that led up to the requirement to formally document it and allow the offender to read the LOC. The offender is then required to sign the document indicating he has read and understood the contents. Signing an LOC is not an admission of guilt. It merely indicates that the subject of the LOC acknowledges that he was spoken to about the behavior specified in the letter. If the offender refuses to acknowledge receipt by signing the letter, then the person who presented the letter should write, "member refused to sign" on the letter and then sign and date it. Do not end the counseling session yet. While the subject waits, get a witness to join you in the room. The supervisor who presented the document should then present it again to the offender, this time in the presence of the witness, so that the witness can verify that he or she refused to sign. If the subject again refuses to sign, the witness must then sign next to the "member refused to sign" statement. The counseling session should be ended and the LOC forwarded to the CSS. Professionalism dictates that neither the presenter or the witness discuss what occurred during the counseling session.

Format

A formal Letter of Counseling is normally recorded on an AF Form 174, Record of Individual Counseling, but if you don't have an AF Form 174 on hand, the counseling may be recorded on plain bond paper or squadron letterhead. If using bond paper or letterhead, the format is the same for Letters of Counseling, Letters of Admonishment, and Letters of Reprimand. The only difference is the subject line. See the example below. When writing a Letter of Counseling, the following information should be included:

What the member did or failed to do and the associated dates

What improvement is expected

That continued violations of standards will result in more severe action

That the individual has 3 duty days to submit rebuttal documents to the initiator. When calculating the response due date, the date of receipt is not counted, and if the individual mails their acknowledgment, the date of the postmark on the envelope will serve as the date of acknowledgment

That the person who initiates the LOC, LOA, or LOR has 3 duty days to advise the individual of their final decision regarding any comments submitted by the individual

That all supporting documents received from the individual will become part of the record

The document must include a Privacy Act statement. Written administrative counseling, admonitions, and reprimands are subject to the rules of access and protection as outlined in The Privacy Act of 1974. The same rules apply to any copies kept by supervisors or in the individual's UIF or Personnel Information File (PIF).

The format isn't as important as the documenting of improper behavior. Although failure to include all the information required above could technically prevent the use of the document as support for further, more severe actions, I have never seen a document disallowed because of it. In real life, supervisors with enough balls to recognize, correct, and document bad behavior are relatively rare. Most of us tend to look the other way as long as possible. We don't want to write up our "friends" or subordinates. We often force our Senior NCOs to assume more responsibility for managing or disciplining our troops than we should. So, on those rare occasions when a supervisor does meet his or her management responsibility, their actions, even if poorly documented, will generaly be welcomed and suppported by the First Sergeant and the CSS.

What Reference Do I Use?

I always had a problem remembering what article to cite as having been violated. Was it Article 84 or 92? I could never remember. Luckily I stumbled onto this little cheat sheet. Maybe it will be as useful to you as it was to me.

Article 85 Desertion
Article 86 Absence without leave (AWOL)
Article 87 Missing movement
Article 88 Contempt toward officials
Article 89 Disrespect toward an officer
Article 90 Assaulting or willfully disobeying an officer
Article 91 Insubordinate conduct toward a noncommissioned officer (NCO)
Article 92 Failure to obey order or regulation
Article 93 Cruelty and maltreatment
Article 98 Noncompliance with procedural rules
Article 107 False official statements
Article 108 Military property, the sale, loss, damage, destruction, or wrongful disposition
Article 111 Drunken or reckless operation of vehicle
Article 112 Drunk on duty
Article 113 Misbehavior of sentinel or lookout
Article 115 Malingering
Article 116 Riot or breach of peace
Article 117 Provoking speeches or gestures
Article 120 Rape, sexual assault, stalking, and other sexual misconduct
Article 121 Larceny and wrongful appropriation
Article 122 Robbery
Article 123 Forgery, writing check without sufficient funds
Article 128 Assault
Article 129 Burglary
Article 134 General article
Article 134-2 Adultery
Article 134-3 Assault, indecent
Article 134-4 Assault, with intent to commit murder, voluntary manslaughter, rape, robbery, sodomy, arson, burglary, or housebreaking
Article 134-8 Check, writing worthless, by dishonorably failing to maintain funds
Article 134-11 Debt, failing to pay
Article 134-12 Disloyal statements
Article 134-13 Disorderly conduct, drunkenness
Article 134-16 Drunkenness, incapacitation for performance of duties
Article 134-17 False or unauthorized pass offenses
Article 134-18 False pretenses, obtaining services under
Article 134-19 False swearing
Article 134-20 Firearm, discharging through negligence
Article 134-22 Fleeing scene of accident
Article 134-23 Fraternization
Article 134-28 Indecent language
Article 134-35 Obstructing justice
Article 134-42 Reckless Endangerment
Article 134-44 Restriction, breaking
Article 134-47 Sentinel or lookout: offenses against or by
Article 134-52 Threat or hoax, bomb
Article 134-53 Threat, communicating
Article 134-54 Unlawful entry
Article 134-56 Wearing unauthorized insignia, decoration, badge, ribbon, device, or lapel button

Examples

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Letter of Counseling / Admonishment / Reprimand Template

If Written on Bond Paper or Letterhead

MEMORANDUM FOR (NAME OF INDIVIDUAL)

FROM: Unit/OFFICE SYMBOL

SUBJECT: Letter of Counseling (or Admonishment or Reprimand)

1. It has come to my attention that on (insert date here), (insert the offense here and include as much detail as possible).

2. In the Air Force, failure to go (or other offense) is a crime. Many Airmen have been given Article 15s and court-martialed for similar misconduct. This workcenter, this squadron, and indeed, the entire Air Force cannot function when its members become undependable. You have proven that you cannot always be depended upon, and consequently, you have damaged this unit�s mission capability. I expect you to work diligently at redeeming yourself and proving that you are dependable.

3. PRIVACY ACT STATEMENT. AUTHORITY: 10 U.S.C. 8013. PURPOSE: To obtain any comments or documents you desire to submit for consideration concerning this action. ROUTINE USE: Provides you an opportunity to submit comments or documents for consideration. If provided, the comments or documents you submit become a part of the action. DISCLOSURE: Your written acknowledgment or receipt and signature are mandatory. Any other comments or documents you provide are voluntary.

4. You will indicate receipt and understanding of this letter in the space below. You have 3 duty days in which to provide a response if you choose. A response is not required.

SUPERVISORS NAME, RANK, USAF
Supervisor

1st Ind, Name of Individual

TO: Unit/Office Symbol

Receipt acknowledged at _________________hours, on ___________________2008.

I understand that I may submit a response within three duty days.

____________________________
Name of Individual, RANK, USAF

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Letter of Counseling (using AF Form 174)

AF Form 174. Reason For Counseling: FAILURE TO OBEY
Block 9. SUMMARY OF COUNSELING
During the ORI on 31 May 07, at shift change, you were told by SSgt Smith that we would comply with Mopp 4 requirements at Bravo Site whether anyone came out to inspect us or not and you acknowledged his direction. Early on 1 June 07 we went into Alarm Blue while we were at S-24 and you failed to comply with Mopp 4 requirements. You have violated Article 92 (failure to obey).

AFMAN 10-100 Airman's Manual and the Osan Air Base ATSO Guide exist as standards to be met. Members of the Air Force, regardless of rank, must meet standards of performance and regulations every day. Your actions have brought discredit upon yourself and the United States Air Force. Your actions require me, as well as your section supervisor, to seriously question your integrity and capability as a Munitions Storage Crew Member. I will not tolerate this type of behavior from a member of the Munitions Storage Section. Further violations of standards will result in administrative action.

Block 10. RECOMMENDATIONS AND ADVICE OF COUNSELOR
I recommend that you realize the seriousness of your actions and their consequences and follow instructions and adhere to the Air Force Core Value, "Integrity First". This means to do what is right even when noone is looking. Examine your career objectives and determine which course of action you will follow. You will acknowledge receipt of this letter by signing in the designated block. You have 3 duty days in which to submit any information in rebuttal to these charges.

Privacy Act statement: AUTHORITY: 10 U.S.C. 8013. PURPOSE: To obtain any comments you desire to submit (on a voluntary basis) for consideration concerning this action. ROUTINE USES: Provides you an opportunity to submit comments or documents for consideration. If provided, the comments and documents you submit become a part of the action. DISCLOSURE: Your written acknowledgment of receipt and signature are mandatory. Any other comment or document you provide is voluntary.

Block 14. SUMMARY OF COUNSELEE'S COMMENTS
I acknowledge receipt of this communication on 10 June 07. I do / do not intend to submit information in rebuttal to these charges. I understand I have 3 duty days in which to submit my rebuttal.

Letter of Counseling (using AF Form 174)

AF Form 174. Reason For Counseling: FAILURE TO COMPLY
Block 9. SUMMARY OF COUNSELING
During the ORI, on the morning of 11 Jun 07, you drove to and from Charlie Site at an excessive speed and then continued to run two red lights on the way back to Osan Air Base. You failed to follow simple but critical traffic rules and have shown total disregard for the safety of others or for the property you have been entrusted with. Your actions have broken Article 92 (failure to obey).

USFK Pam 385-2 Guide to Safe Driving in Korea is a regulation that must be followed. We are guests in this country and ambassadors of American culture. Your actions have not only embarrassed you, but also your unit and the United States Air Force. Your conduct requires me as well as your section supervisor to seriously question your integrity as a Munitions Storage Crew Member. This type of behavior from a member of the Munitions Storage Section will not be tolerated.

Block 10. RECOMMENDATIONS AND ADVICE OF COUNSELOR
I recommend that you comply with regulations and set a positive example for others. Review your career objectives and determine how your actions can influence your plans. You will acknowledge receipt of this letter by affixing your signature in the designated block. You are advised you have 3 duty days in which to submit any information in rebuttal to these charges.

AUTHORITY: 10 USC 8013. PURPOSE: To obtain any comments or documents you desire to submit (on a voluntary basis) for consideration concerning this action. ROUTINE USES: Provides you an opportunity to submit comments and documents for consideration. If provided, the comments and documents you submit become a part of the action. DISCLOSURE: Your written acknowledgement of receipt and signature are mandatory. Any comment or document you provide is voluntary.

Block 14. SUMMARY OF COUNSELEE'S COMMENTS
I acknowledge receipt of this communication on 20 June 07. I do / do not intend to submit information in rebuttal of these charges. I understand I have 3 duty days in which to submit my rebuttal.

Letter of Counseling (using AF Form 174)

AF Form 174. Reason For Counseling: Failure to Obey Order or Regulation
Block 9. SUMMARY OF COUNSELING
Investigation has disclosed that you were disrespectful to SSgt Jones, your supervisor, by refusing to follow her direction, saying "kiss my ass" or something similar, and walking away while she was talking to you. This incident occurred around 0700 on 12 July 2007 at the POL main workcenter.

Block 10. RECOMMENDATIONS AND ADVICE OF COUNSELOR
You are hereby counseled. I will not tolerate disrespect from anyone in this organization toward any of their supervisors. Your disrespect and failure to recognize authority has been detrimental to unit morale and the discipline of this organization. You must never again repeat such conduct. If you do, it will be answered with more serious consequences. You will acknowledge receipt of this letter by signing in the designated block. You are advised you have 3 duty days in which to submit any information in rebuttal to these charges.

Privacy Act statement: AUTHORITY: 10 U.S.C. 8013. PURPOSE: To obtain any comments you desire to submit (on a voluntary basis) for consideration concerning this action. ROUTINE USES: Provides you an opportunity to submit comments or documents for consideration. If provided, the comments and documents you submit become a part of the action. DISCLOSURE: Your written acknowledgment of receipt and signature are mandatory. Any other comment or document you provide is voluntary. NOTE: This Privacy Act Statement must be included in all Letters of LOC/LOA/LOR.

Block 14. SUMMARY OF COUNSELEE'S COMMENTS
I acknowledge receipt of this Letter of Counseling on 13 July 07. I do / do not intend to submit information in rebuttal of the facts presented here. I understand I have 3 duty days in which to submit my rebuttal.