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Letter of Counseling Format

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The Military Commander and the Law




Air Force Letter of Counseling, Admonition, and Reprimand



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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 of military law are available for counseling Airmen and correcting improper behavior? There are a range of options available from verbal counseling to Article 15s to administrative discharge. In general, most of us only have to deal with those methods appropriate for correcting behavior at the workcenter level. These administrative tools, in order of rising level of seriousness, are:

Verbal Counseling

Letter of Counseling (LOC)

Letter of Admonition (LOA)

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 for three reasons. First, this makes it possible to address the infraction as soon as it occurs because all the coordination is in-house. Second, addressing discipline issues at the lowest level allows the supervisor to maintain control of the situation. If circumstances cause the First Sergeant or Commander to get involved, the supervisor rapidly loses control and the subject of the action will often face more serious punishment than would otherwise be necessary. And third, quickly addressing questionable behavior at the workcenter level will 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.

AF Form 174, Record of Individual Counseling (xfd format)
AF Form 174, Record of Individual Counseling (pdf format)

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 Counseling Rebuttal

Letters of Counseling, in most cases, are well deserved. If you received a letter of counseling, give some serious consideration to the idea that you may have deserved it before challenging it and going up the chain of command. Is it worth it? An LOC is just a slap on the wrist and normally won't affect your career. However, if you believe you have been the viction of unfair treatment or a misunderstanding, the Air Force provides avenues of redress. And if you received an LOC unfairly, you should rebutt it. It's your right to provide an answer to the charges and if you don't, it will be assumed by anyone with knowledge of the LOC, that is was fairly administered and that you agreed with it. Normally, when you receive a letter of counseling, the form has a line that you mark yes or no as to whether you intend to submit any paperwork in your defense. If you didn't check yes initially, but you changed your mind and now want to submit something, you can. After all, this isn't the USSR. But any paperwork submitted must be submitted in a timely manner, generally within 3 days of receipt of the LOC. Click here for rebuttal examples and format.


Writing a Character Statement

Occasionally, it becomes neccessary to provide additional material in support or defense of an individual. One of the most common of these documents is the character statement. A character statement helps judges, Commanders, and First Sergeants make fair decisions by providing a factual description of a person's character. Click here for more information and examples of character statements.


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. More...


How to Present an LOC, LOA OR LOR

The goal of presenting a Letter of Counseling is communication. Sometimes we just don't express ourselves clearly, there are misunderstandings, and we don't quite see eye to eye. The Letter of Counseling is intended to clear up any confusion and to improve or correct behavior. The intent is not to aggravate what may be a tense 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 described in the letter. More on Presenting an LOC


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. When writing a Letter of Counseling, the following information should be included: More information on LOC Format



What Reference Do I Use?

I always had a problem remembering what UCMJ article to cite as having been violated. Was it Article 84 or 92? I could never remember. Luckily I stumbled onto this little UCMJ Reference.

  • 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 (including unauthorized use of Government credit card)
  • 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



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Examples

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Letter of Counseling Example (Article 92 Failure to Obey Orders or Regulations)

Letter of Counseling Example (Article 92 Failure to Obey Orders or Regulations)

Letter of Counseling Example (Article 91 Insubordinate Conduct/Disrespect toward an NCO)

Letter of Counseling Example (Article 111 Reckless Driving/Drunken Driving)

Letter of Counseling Example (Article 92 Failure to Obey Orders or Regulations)

Letter of Reprimand Example (Article 112 Drunk on Duty)

Letter of Reprimand Example (Article 92 Disobeying a General Order)

Letter of Reprimand Example (Article 89 Disrespect Toward an Officer)


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