Air Force Policy Letter

This page is dedicated to the Air Force Policy Letter. References are DAFI 90-160, Publications and Forms Management and DAFMAN 90-161, Publishing Processes & Procedures. Please see below for examples.

Policy Letter Example

1. Purpose and Governing Guidance
The purpose of this memorandum is to establish standardized execution of the unit Physical Conditioning Program (PCP). This guidance is governed by DAFMAN 36-2905 paragraphs 1 through 6 and outlines requirements for all assigned personnel.

2. PT Requirements & Schedule
All unit members are required to participate in physical training (PT) every duty day. Scheduled PT sessions must be a minimum of 20 minutes and a maximum of 60 minutes in duration, excluding travel and hygiene time.

Standard Schedule: Monday through Friday at 1430.

Mandatory Unit PT: Wednesdays at 1430. All personnel, regardless of their standard PFA category, must attend and fully participate in this session. The specific workout will be designated on the calendar.

Location: Joint Base Andrews. The specific meeting location (Gym, Track, or Field) will be determined by the day's physical fitness program.

PT Calendar: Locations and planned workouts will be published on the unit Share Drive. Physical Fitness Leaders (PFLs) will update this calendar biweekly.

3. Program Categories & Execution
Timeliness is critical. All personnel must be present at the designated location precisely at 1430 for accountability, after which the session will proceed based on the member's status:

Hosted (PFL) PT: Structured sessions directed by a PFL. PFRA Hold and Unsatisfactory members will attend these sessions and must remain present for the duration of the mandated workout every duty day.

Non-Hosted (PCP) PT: Independent physical conditioning. Members authorized for Non-Hosted PT must attend the daily 1430 accountability check. After accountability on Mondays, Tuesdays, Thursdays, and Fridays, they may choose to remain for the group workout or depart to conduct their own self-paced PT. On Wednesdays, all members must complete the mandatory unit workout.

4. Roles and Responsibilities

UFPM: Manages the overall program, maintains the master accountability roster, and advises leadership on unit fitness metrics.

PFL: Updates the biweekly PT calendar, plans the daily workouts, conducts 1430 accountability, and leads Hosted PT sessions.

PFRAA/UFAC: Administers the Physical Fitness Readiness Assessment (PFRA) for unit members, ensuring all testing is conducted in accordance with current DAFMAN standards.

Supervisors: Monitor subordinate compliance, ensure duty schedules accommodate the 1430 daily PT block, and receive alibis for scheduled absences.

PFRA Hold & Unsatisfactory Members: Mandated to attend and remain for the duration of Hosted (PFL) PT.

Other Members: Authorized for Non-Hosted PCP upon completing the daily accountability check, except on Wednesdays.

5. Absences, Mission Conflicts & Deployments
Timely attendance at the 1430 session is mandatory. If a member has a scheduled medical appointment, mission conflict, or other unavoidable obligation, they must communicate with their direct supervisor in advance and provide an alibi for missing PT. When mission requirements or approved appointments prevent attendance at the scheduled 1430 block, members are still expected to complete their daily PT requirement independently. For personnel on mission or temporary duty, the Site Lead or Mission Lead will manage accountability based on operational requirements and shift availability.

6. Administration

Effective Date: 1 SEPTEMBER 2026

Review Process: This memorandum will be reviewed annually or when higher headquarters publishes updated guidance.

Point of Contact: TSgt Rodnaja Moore, UFPM, 844 CS.

Signature Block
RODNAJA MOORE, TSgt, USAF
UFPM, 844 CS, JOINT BASE ANDREWS, MD