Air Force Letter of Counseling 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. The important thing is your signature as a supervisor and your willingness to live up to your responsibilities as a supervisor.

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 or 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 can be relied upon in the future.

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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6. UNIT/OFFICE SYMBOL

7. REASON FOR COUNSELING

8. OTHER INFORMATION

Failure to Obey
 

COUNSELING

9. SUMMARY OF COUNSELING (Give details, facts, specific dates, times, names, sequence of events, etc.)

During the ORI on 31 May 09, 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 09 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).

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 no one 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.

ACKNOWLEDGMENT OF COUNSELING

14. SUMMARY OF COUNSELEE'S COMMENTS

I acknowledge receipt of this communication on 10 June 09. 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.