Air Force Trip Report Information and Format 103-06A AF3

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University of Oregon

AEM

AEM 100

AFH 33-337

196 trip report 197 the tongue and quill department


  • University of Oregon


  • AEM 100

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  • 383




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Unformatted text preview: – 196 – TRIP REPORT – 197 – The Tongue and Quill DEPARTMENT OF THE AIR FORCE HEADQUARTERS UNITED STATES AIR FORCE 29 January 2004 MEMORANDUM FOR HQ USAF/SCM SC IN TURN FROM: HQ USAF/SCMV 1250 Air Force Pentagon Washington DC 20330-1250 SUBJECT: The Trip Report Format 1. PURPOSE: Briefly state the reason for your trip. The report should answer the questions who, what, when, where, why, and how much, and then provide recommendations and conclusions. Attach meeting minutes or any other background documents that provide more detailed information, if needed. The format for the report is not particularly important. The official memorandum shown here is a good example; however, if another format better suits your needs or your organization has a preferred format, use it. 2. TRAVELER(S): Include rank, first name or initial, and surname. Provide position titles if travelers are from different offices or organizations. You may list names of members present in two columns to save space. 3. ITINERARY: List location(s) visited, inclusive dates, and key personnel contacted. 4. DISCUSSION: Base the amount of detailed information you include here on the knowledge level of your intended readers. Always include the trip objective, problems encountered, findings, future commitments made and your contribution to the event. 5. CONCLUSIONS/RECOMMENDATIONS: Summarize your findings and/or recommended actions. Debby Clow DEBBY CLOW Committee Member Visual Information/Publishing Committee Attachment: Minutes, 20 Dec 03 – 198 – STAFF STUDY REPORT The staff study report is used to analyze a clearly defined problem, identify conclusions and make recommendations. Not all organizations routinely use it, but it is an accepted format for a problem-solution report in both Air Force and Joint Staffs. (It’s one of several staff formats identified in JFSC Pub 1— The Joint Staff Officer’s Guide .) This section provides information on how to analyze a staff problem (“Actions Before Writing Your Report”) and guidance on writing a formal staff study (“Writing Your Report”). You may never write up a problem-solution in the staff study format. However, if you understand and apply the essential elements of problem analysis, you’ll be better prepared for any staff communication. The staff study, as a thought process, is far more important than what you call it or what precise format you use to communicate your problem-solution explanation—letters, estimates of the situation, operational plans and orders, or the staff study report itself. “Since the purpose of a staff is to assist the commander in the exercise of command, the work of the staff revolves around the solution of problems. …..

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AIAH 37-126 8 September 1995


AIAH 37-126 8 September 1995


AIAH 37-126 Attachment 1 8 September 1995


AIAH 37-126 Attachment 2 8 September 1995


DEPARTMENT OF THE AIR FORCE AIR INTELLIGENCE AGENCY HANDBOOK
37-126



HQ AIR INTELLIGENCE AGENCY 8 SEPTEMBER 1995


Information Management


WRITTEN CORRESPONDENCE REFERENCE HANDBOOK


This Air Intelligence Agency Handbook (AIAH) 37-126, Written Correspondence
Reference Handbook, provides examples of frequently used correspondence
formats within Air Intelligence Agency (AIA). This guide, if used
correctly, can be useful throughout AIA.


The primary publications for written correspondence are AFMAN
37-126, Preparing Official Communications, and AFH 37-137,
The Tongue and Quill. Formats shown in these two publications
are not duplicated unless there are specific requirements to be
used AIA-wide.


Within AIA and collocated units, use blue coordination folders
to route written communications throughout the directorates and
major staff offices. Use paper clips to fasten all correspondence
to the inside folder, right-hand side, top of the inner flap.
Type or write the subject of the document on a post-it, a 3- by
5-inch card or paper, and staple it to the front of the folder.


Air Force policy mandates standardized formats for written communications
but allows as much attitude as necessary to complete the job.
If an authenticating official has personal preferences concerning
font styles, signature blocks, type of letterhead, or other aspects
of correspondence, his or her staff should make them known.


Security classification markings are not included in this handbook.
Refer to DoD 5200.1-R/AFI 31-401, Information Security Program.


Pages


Page Layout and General Rules for Preparing Memorandums 2


Page Layout for Personal Letter 5


Types of Letterhead 7


Format of the Official Memorandum Description 8


Memorandum with Supersession Statement and Attention Line 9


The In Turn Memorandum 10


Memorandum with the Attention Line Eliminated and a Second Page
Attachment Listing 11


Memorandum with Heading and Text in the Same Font 13


Record or Coordination Copy 14


Function and Format for the Trip Report 15


Page Bullet Background Paper 16


Talking Paper and Point Paper 17


Protocol Itinerary 18


Staff Summary Sheet Instructions 22


Figure


1. Staff Summary Sheet (SSS) Using a Separate Page 22


Attachments


1. References 24


2. Military Rank Abbreviations 25 (LINE 11) 7 Jul 94


(4 RETURNS)MEMORANDUM FOR HQ PACAF/IM HQ ACC/IM HQ USAFE/IM


(2 RETURNS)FROM: HQ AIA/IM102 Hall Blvd Ste 114San Antonio
TX 78243-7039


(2 RETURNS)SUBJECT: Page Layout and General Rules for Preparing
a Memorandum


(2 RETURNS)1. References:


(2 RETURNS)


a. HQ USAF Memorandum, Subject , 29 Jun 94.


(2 RETURNS)


b. AFMAN 37-126, Preparing Official Communications, 1 May
95.


(2 RETURNS)2. Use letterhead stationery (printed or typed)
for the first page of official memorandums, staff studies, reports,
and meeting minutes.3. All AIA units are authorized to use printed
generic letterhead. Units are not authorized procurement of printed
letterhead. Units should identify their organizations in the FROM
caption of the memorandum.4. Originators have the option to use
computer-generated letterhead provided the following criterions
are met. Computer-generated letterhead:


a. For correspondence only within the Department of Defense (DoD).


b. Is not used with any seal, emblem, decorative device, distinguishing
insignia, slogans, mottos, or logos in addition to or in place
of the DoD seal.


c. Is 8 1/2- by 11 1/2- inches, the same size required for printed
letterhead.


d. Complies with AFMAN 37-126, Preparing Official Communications,
chapter 2, paragraph 2.4.2.


NOTE: Use one-size print for computer-generated letterhead.
It does not require 12 or 10.5 size print as on printed letterhead.
5.
Use the dot matrix printers for computer-generated letterhead
and official correspondence if the print is of correspondence
quality. The print must be neat, easy to read, and present the
appearance of a continual line. The computer-generated letterhead
must contain the same information as the preprinted letterhead.6.
Retype correspondence to correct a minor error only when the correction
is sufficiently important to justify the time, purpose, and expense.
Do not retype routine correspondence to correct a typographical
error, word omission, or other minor errors that do not change
the writer’s intent.


(5 RETURNS)


WALTER H. ROSS, Lt Col, USAF

Chief, Office of Information Management


(3 RETURNS)Attachments: 1. HQ ACC/CC Memo, 1 Jan 942. HQ
AMC/DO Memo, 2 Feb 94


(2 RETURNS)cc: HQ USAF/CVEA


(2 RETURNS)1st Ind, HQ ACC/IM 10 Jul 94


(2 RETURNS)MEMORANDUM FOR HQ AIA/IM


(2 RETURNS)1. If there are no changes to the attachments,
type "nc" next to the number.2. Type "wd"
next to the number, if you have withdrawn an attachment.


(5 RETURNS)


J. R. ROSS, CMSgt, USAF

Chief, Information Requirements


(3 RETURNS)Attachments:1. (nc)2. (wd)


(2 RETURNS)cc:ORG/OFC SYMORG/OFC SYM2d Ind to HQ AIA/IM
Memo, 7 Jul 94, Page Layout and General Rules for Preparing MemorandumsHQ
AIA/IM 1 Aug 94MEMORANDUM FOR HQ ACC/IM1. This 2d Indorsement
is an example of a separate-page indorsement. Cite the office
of origin, type of basic communication, date, and the subject
on a separate page.2. List and show the total number of all attachments.
If attachments are added, indicate with (added) and (nc) for those
with no changes.3. Reference is not needed for those attachments
that are withdrawn.


(5 RETURNS)


WALTER F. SMITH, Col, USAF

Chief, Information Management


(3 RETURNS)Attachments:1. nc3. (added) HQ AIA/CC Memo,
29 Jun 94 (LINE 11) 7 Mar 94


(5 RETURNS)HQ AIA/SCXX134 32nd StreetSan Antonio TX 78243-5678


(2-4 RETURNS)Ms. Georgia O’Keefe1 Paintwell AvenueSanta
Fe NM 45678-6789


(2 RETURNS)Dear Ms. O’Keefe


(2 RETURNS)


A personal letter is an official memorandum that adds a personal
touch or when warmth or sincerity are essential. This style is
used to write to an individual (military or civilian) on a private
matter (praise, condolence, sponsorship, etcetera), or to correspond
with non-DOD organizations concerning official business. Be brief,
preferably no longer than one page.


Type the return address at the left margin approximately 14 lines
from the top of the page (on line 15) or 4 lines below the date.
Include name, rank (for military members), duty title, and the
complete mailing address of the sender. Type the recipient’s address
three lines below the return address.


For short communications, you may center the letter on the page.


Margins for personal letters may be adjusted depending on the
body of the memo. Use the same guidelines for official memorandums:
20 or more lines, use 1-inch margins; 10-19 lines, use 1 to 1
1/ 2-margins; 1-9 lines, use 1 1/2 to 2-inch margins.


Type or stamp the date 10 lines from the top of the page (on
line 11) at the right margin.


Do not divide a paragraph of less than four lines. If you must
divide a paragraph, type at least two lines on the first page
and the remainder of the paragraph on the second page. Do not
place the complimentary close, signature block, attachment, or
courtesy copy (cc) by themselves on the second page.


The salutation is normally "Dear" and typed two lines
below the last line of the address. Use punctuation after abbreviations
such as "Mr.," "Mrs.," and "Dr.;"
however, do not punctuate military rank abbreviations.


Type references in the first paragraph, two lines below the salutation.
Do not number paragraphs, indent all major paragraphs five spaces;
and indent subparagraphs an additional five spaces. Single paragraph
letters, eight lines or less, may be Double space, single-paragraph
letters containing eight lines or less.


Type the complimentary closing "Sincerely" two lines
below the text, and at least three spaces to the right of the
center page.


Type the signature element, do not use a stamp. Align the signature
element five lines below the complimentary close.


Type "Attachments:" at the left margin, 10 lines below
the last line of text.


Place "cc:" distribution at the left margin, two lines
below the attachment caption. If there are no attachments, type
"cc:", 10 lines below the last line of text.


If the document has a second page begin typing on line seven
from the top of the page. Do not number the pages.


(2 RETURNS)Sincerely


(5 RETURNS)


ROBERT J. REED, Colonel, USAF


Chief, Information Architecture


(3 RETURNS)Attachments:1. Attachment 1 description2. Attachment
2 description


(2 RETURNS)cc:ORG/OFC SYMORG/OFC SYM

DEPARTMENT OF THE AIR FORCE


HEADQUARTERS AIR INTELLIGENCE AGENCY


102 HALL BOULEVARD, SUITE 111


SAN ANTONIO TX 78243-567812 Sep 94


MEMORANDUM FOR ALL HQ AIA STAFF OFFICES AND COLLOCATED UNITSFROM:
IMSUBJECT: Types of Letterhead1. The Air Force authorizes two
types of letterhead: preprinted and computer-generated. The following
generic letterhead is the only authorized printed letterhead within
AIA:


DEPARTMENT OF THE AIR FORCE


AIR INTELLIGENCE AGENCYNOTE: When a member of the command
section authenticates correspondence, use computer-generated letterhead,
with the DoD seal and the generic heading for internal distribution
within AIA.
2. Headquarters staff elements may use computer-generated
letterhead using the following example:


DEPARTMENT OF THE AIR FORCE


HEADQUARTERS AIR INTELLIGENCE AGENCY


102 HALL BOULEVARD SUITE 111


SAN ANTONIO TX 78243-00003. Units may use computer-generated
letterhead containing their complete mailing address, centered,
with no more than four lines. For example:


DEPARTMENT OF THE AIR FORCE


HEADQUARTERS 67TH INTELLIGENCE WING


123 SAN MATEO BLVD, STE 234


SAN ANTONIO TX 78234-56784. When using your complete
mailing address in the letterhead, use only the authenticating
official’s office symbol in the FROM caption.5. Use one-size print
in computer-generated letterhead. Do not use 12 or 10.5 print
computer-generated letterhead.


DEPARTMENT OF THE AIR FORCE


HEADQUARTERS 67TH INTELLIGENCE WING


123 SAN MATEO COURT, SUITE 234


SAN ANTONIO TX 78234-56786. You may use the authorized
postal service abbreviations in computer-generated letterhead.
Use punctuation except in the last line.7. The authenticating
official has the option to use either printed letterhead or computer-generated
letterhead. Determine which type of letterhead the authenticating
official prefers before finalizing the correspondence.



WALTER H. ROSS, Lt Col, USAF

Chief, Office of Information Management
7 Mar 94MEMORANDUM
FOR SAF/AAI1620 AIR FORCE PENTAGONWASHINGTON DC 23320-1620FROM:
HQ AIA/IM102 Hall Blvd Ste 123San Antonio TX 78243-7039SUBJECT:
Official Memorandum on Printed Letterhead(Your Memo, 3 Jan 94)
(SUSPENSE: 10 Feb 94)1. This is an example of an official memorandum
on printed letterhead. Refer to AFMAN 37-126, chapter 3, for guidance
on this format.2. Use the following captions: a. MEMORANDUM FOR.
Use for an addressee located off base or outside your organization.
Use the complete Zip+4 address in the heading as shown above.
b. FROM. Using generic letterhead, type your office symbol if
the correspondence is distributed only within your unit; type
your organization and office symbol if the correspondence is distributed
outside your organization but within the same geographic area;
type the complete ZIP+4 mailing address when the correspondence
is distributed outside your unit and geographic area. If using
your Zip+4 mailing address in the heading, only include your office
symbol. c. SUBJECT: Do not abbreviate the word subject. If two
lines are needed, begin the second line immediately below the
first word of the subject. 3. Avoid dividing a paragraph with
four lines or less, do not put only the signature, attachment,
courtesy copy, and distribution elements on a separate page.4.
Do not number a one- or two-page memorandum or the first page
of a multiple-page memorandum. Place the page number four lines
from the top of the page with a 1-inch right margin for multiple
pages.5. Leave four blank lines between the last line of text
and the first line of the signature element. Begin the signature
element three spaces to the right of the center.


WALTER H. ROSS, Lt Col, USAF

Chief, Office of Information ManagementAttachments:1. Sample
Memorandums2. Sample Personalized Lettercc:SAF/AAIAHQ ACC/IMA

DEPARTMENT OF THE AIR FORCE


HEADQUARTERS AIR INTELLIGENCE AGENCY


102 HALL BOULEVARD SUITE 111


SAN ANTONIO TX 78243-703931 Mar 94MEMORANDUM FOR 7549
MSSQ/MSIQATTENTION: CMSGT JONESFROM: IMQSUBJECT: Authorization
to Receipt for Accountable Communications(S/S Our Memo, 1 Dec
93)1. This is an example of a memorandum with the supersession
statement (S/S) in the heading. The supersession statement is
used when your memorandum supersedes a previous one. 2. The supersession
statement is used in the heading or in the last paragraph of text.
3. Indicate the number of copies sent, in parentheses as shown
below, if you send more than one copy to a "cc" addressee.4.
Only include your organization and office symbol in the FROM caption,
as shown above, if the addressees for the memorandum are all located
on the same installation as the originator.



E. R. TRIPPEN, SMSgt, USAF

Chief, Administrative Communicationscc:XP (3)DODEPARTMENT OF THE
AIR FORCEAIR INTELLIGENCE AGENCY31 Mar 94MEMORANDUM FOR HQ AIA/DP


/XR


/FM


AFIWC/CC


NAIC/CC


696 MSSQ/MSIQ


IN TURNFROM: HQ AIA/IMQSUBJECT: The In Turn Memorandum1. This
is an example of an "In Turn" memorandum. An "In
Turn" memorandum is used for sending the same memorandum
to several different addressees in sequence.2. Each addressee
annotates by their address with the date and their initials, then
forwards the memorandum to the next office.3. When routing an
In Turn memorandum outside your organization, use the organization
and office symbol. When routing the memorandum within your organization,
only use the office symbol. Align the words "In Turn"
under the first word in the last addressee. Use the following
examples:OUTSIDE YOUR ORGANIZATION WITHIN YOUR ORGANIZATIONMEMORANDUM
FOR HQ AIA/XR MEMORANDUM FOR XR


/LG DO


AFIWC/CC LG


696 MSSQ/MSIQ IM


IN TURN IN TURN4. If you want the last addressee to return the
memorandum to you, place your organization and functional address
symbol (FAS) last immediately above "IN TURN."5. If
you have to divide a paragraph of four lines or less, continue
on a second page with at least two lines on each page. Do not
type the signature element, the attachment, courtesy copy, or
distribution captions separately on a second page. To limit the
memorandum to one page, try one of the following methods: a. Slightly
change the margins. b. Change the font size from twelve to eleven.


E. R. TRIPPEN, SMSgt, USAF

Chief, Administrative CommunicationsAttachments:1. HQ AIA/DO 123456Z
Dec 932. HQ AIA/XR Memo, 4 Jan 94cc:HQ AIA/XRHQ ACC/DOHQ AMC/LG

DEPARTMENT OF THE AIR FORCE


AIR INTELLIGENCE AGENCY25 Nov 94MEMORANDUM FOR DOOM
(MSGT DEETART)FROM: IMQSUBJECT: Memorandum with the Attention
Line Eliminated and a Separate Page Attachment Listing (Alternate
Method)1. If your attachment listing is too long to list in the
attachment caption, type "See Page 2" and list the attachments
separately on the second page. Do not divide the attachment list.
2. To address a memorandum to a specific individual or route the
memorandum through one office prior to reaching another, use the
following: a. Type "ATTENTION:," "ATTN:,"
or "THROUGH," "THRU:" and the individual’s
name in all caps beneath the MEMORANDUM FOR caption. b. To eliminate
the ATTENTION line, type the individual’s name in parentheses
behind the organization/FAS, as above.3. To conserve space, type
"(See next page.)" next to the attachment caption or
directly below. E. R. TRIPPEN, SMSgt, USAF

Chief, Administrative CommunicationsAttachments:(See next page)Attachments:1.
SAF/FM Ltr, 3 Jul 932. PACAF/CC Ltr, 4 Apr 913. JCS Memo, 12 Dec
894. JCS Pub 1, 19 Apr 735. COMUSKOREA/J3 123456Z May 926. USAFE/DO
234569Z Jul 917. HQ AIA/XPPX Memo, 29 Jun 938. HQ AIA/DOOM Memo,
19 Aug 939. 690 TFW/DO Memo, 1 Sep 9010. 742 IS/DO Ltr, 8 Nov
92


DEPARTMENT OF THE AIR FORCE


AIR INTELLIGENCE AGENCY29 Jun 94MEMORANDUM FOR ALL
HQ AIA STAFF OFFICESFROM: IMSUBJECT: Memorandum with Heading and
Text in the Same Font1. Written communications produced within
the headquarters and collocated units, should consider the following
guidelines when choosing a font: a. Readability. Consider
a font large enough to read without causing eye strain. b. General
Appearance. Consider the overall appearance of your communication.
The font you choose should reflect professionalism and good taste;
this is official communication. Do not choose an excessively ornate
style which is more suited to private correspondence. c. Size.
For most correspondence, choose a 12-point font, a 10-point is
acceptable, however, this size is too small for easy readability.
d. Consistency. Do not mix font styles within the same document.
Use one style throughout each document. Avoid excessive use of
italics.2. AFMAN 37-126, Preparing the Official Communications,
governs the policy regarding fonts. It applies to official communications
including those sent to the command section for authentication
and communications sent outside AIA. This policy does not apply
to Enlisted Performance Reports, Officer Performance Reports,
Air Force manuals, instructions, or handbooks.
3. The authenticating
official has the option to choose a particular font. Each official
may set policies for using fonts within his or her area of responsibility
and organization.4. The heading on this computer-generated letterhead
is the same type as the text in the letter. This is acceptable
for all computer-generated letterhead.



WALTER H. ROSS, Lt Col, USAF

Chief, Office of Information Management2 Jul 94

MEMORANDUM FOR ALL HQ AIA STAFF OFFICES AND COLLOCATED UNITSFROM:
HQ AIA/DOSUBJECT: Record or Coordination Copy1. The record or
coordination copy is the official record for your office files;
it must be completely legible. Type or write additional information
only on the record copy. 2. Type or write the organization abbreviation
of the office symbol for each office that coordinates on the bottom
or right side of the record copy. The coordinating officials must
enter their last name and date. 3. List all the internal information
distributed on the record copy unless it is listed on the original.
Only identify the writer when required, by office of record; place
the writer’s FAS, name, telephone number, typist’s initials, and
the date the correspondence is typed. Write the automated file
designator element at the top or bottom margin of the page if
necessary.4. Everytime the correspondence is rewritten or retyped,
if necessary, use a new identification line. Place the name of
the person who rewrote the correspondence on the next line followed
by the date it was retyped.



ROBERT F. SHIRL, Col, USAF

Director of OperationsMR: Use the record copy to record your Memorandum
for Record (MR). Write or type on the record copy any information
that should be part of the record. Continue on the back or on
a separate sheet if you need more space. The writer signs the
memorandum for record. DOE____ DOX____ DOXZ____ XRM____XRMO____
LGE____

DEPARTMENT OF THE AIR FORCE


AIR INTELLIGENCE AGENCYMay 94MEMORANDUM FOR IMFROM:
IMQSUBJECT: Function and Format for the Trip Report1. Purpose:
Briefly state the reason for your trip.2. Travelers: List by rank,
initials, and last name. 3. Itinerary: List locations visited,
inclusive dates of travel, and key personnel contacted. 4. Discussion:
Include a discussion of the findings or problems or both from
the visitation.



a. The key to writing a trip report (or any staff action) is
empathy. Consider the knowledge level of your readers, how much
detail is required, and the objective of your trip.


b. If the visitation supports a recommendation or position, an
amplified discussion section may be needed. If appropriate, include
your contributions to a conference or meeting. When complete minutes
are produced, the trip report may serve as a summary sheet with
minutes attached.


c. Organizations may prescribe a different format from this sample
trip report. The exact format is not particularly important as
long as you, the writer, keep it simple and convey how the trip
contributed to the mission.


NOTE: First coordinate through HQ AIA/SO for trip reports going
to the command section.
5. Conclusions and Recommendations:
Summarize findings and recommended actions.


E. R. TRIPPEN, SMSgt, USAF

Chief, Administrative Requirements

BULLET BACKGROUND PAPER


ON


THE BULLET BACKGROUND PAPERPURPOSE: This bullet background
paper describes the format and the uses of the bullet background
paper. For guidance on the format and other formats refer to AFH
37-137, The Tongue and Quill.
Another popular version
of the background paper is the "bullet" background paper.
The bullet format provides a concise, chronological evolution
of a problem, a complete summary of an attached staff package,
or a more detailed explanation of what appears in an attached
talking paper. The first paragraph is used to identify the main
purpose of the paper.Main ideas follow the introduction paragraph
and may be as long as several sentences or as short as one word
(such as "Advantages").



– Secondary items follow with a single dash and tertiary items
follow with multiple indented dashes. Secondary and tertiary
items can be as short as a few words or as long as a paragraph.


– Format:


— Center title, use 1-inch margins all around; single-space and
block paragraph; double-space between items; use appropriate punctuation
in paragraphs and complete thoughts, but telegraphic statements
do not require end punctuation.


— Always include the headings: PURPOSE, DISCUSSION and RECOMMENDATION.DISCUSSION:
This section outlines the information you want to present. Keys
to developing a good background:


– Write the paper according to the knowledge level of the user.


– Include an identification line on the first page (author’s rank,
name, organization, office symbol, phone number, typist’s initials,
and date).


– To maintain brevity and minimum length, use short transitions
and telegraphic wording- -end with concluding remarks or recommendations.


– Emphasize key points


– Attach additional support data; refer to it in the background


RECOMMENDATION:


– Use this heading; if a recommendation is not required, use the
statement: "None, for information only." However, most
papers will probably have a recommendation or suggestion or suggested
course of action. You may submit some papers to update AIA/CC
on topics of interest that do not require a recommendation–include
where appropriate but make it a conscious decision.


SMSgt Trippen/HQ AIA/IMQ/62102/ert/1 Apr 94 (for local use)


SMSgt Trippen/HQ AIA/IMQ/DSN 969-2102/ert/1 Apr 94 (for other
than local use)

TALKING PAPER


ON



WRITING TALKING AND POINT PAPERS


PURPOSE: Describe who the paper pertains to and the purpose.
For example, "This paper is provided for discussions with
CSAF. It provides information on the current fiscal year budget
shortfalls as well as projected constraints."



– Make this statement brief–keep to one or two lines; always
use the heading PURPOSE


DISCUSSION: This section describes and outlines the information
you want to present



– Always use the heading DISCUSSION


– Use bullet statements


— Use dashes before major thoughts; indent four spaces and type
two dashes for subordinate thoughts


— Use up to but no more than three dashes for subordinate thoughts


– Double space between lines and limit to one page (maximum of
2 pages–use attachments if necessary)


– Include classification markings on each bullet if the paper
is classified


RECOMMENDATION:


– Use this heading; if a recommendation is not required, use the
statement: "None, for information only." Most papers
will probably have a recommendation or a suggested course of action.
Some papers may be submitted to update the Command Center on topics
of interest that does not require a recommendation–include where
appropriate but make it a conscious decision.


– If a second page is used, the "Approved" caption and
identification line appear on the first page


– If you include attachments, list them as you would for a memo


Attachments:1. SAF/FM Ltr, 3 Jul 932. PACAF/CC Ltr, 4 Apr 913.
JCS Memo, 12 Dec 89


Approved: (Director/Special Staff)


(INDIVIDUAL INITIALS–NO)

(SIGNATURE BLOCK REQUIRED)


MAJ B. J. HUNNICUT/HQ AIA/XRXX/6-3456/ert/1 Apr 94

FOR OFFICIAL USE ONLY



ITINERARY FOR


LT GEN JAMES R. CLAPPER JR.


DIA/DR


WASHINGTON DC


15-16 DECEMBER 1994


I. BACKGROUND


A. VISITOR: LT GEN JAMES R. CLAPPER JR., DIA/DR


PLUS: MAJ JENNIFER CRAWFORD (USA), EXECUTIVE OFFICER


B. PURPOSE: HQ AIA ORIENTATION


C. OPR: AIA/XR


II. TRAVEL


ARRIVE: 15 DECEMBER 1994, SAN ANTONIO INT’L AIRPORT, DELTA FLT
686, AT 1750 HOURS


DEPART: 16 DECEMBER 1994, SAN ANTONIO INT’L AIRPORT, AA FLT 1425,
AT 1505 HOURS


III. LODGING


LT GEN CLAPPER MAJ CRAWFORD


KELLY AFB VOQ KELLY AFB VOQ


ALAMO SUITE REGULAR ROOM


(210) 925-8090 (210) 924-7201


IV. LOCAL ASSISTANCE


COL STEPHEN W. SUTTON, HOST 6-1234 (WK) 123-4567 (HM)


MAJ BETTY SWEENEY, PROJECT OFFICER 6-1234 (WK) 123-1234 (HM)


MS DEE STUDAVENT, PROTOCOL OFFICER 6-1234 (WK) 123-4567 (HM)


MSGT JAMES R. McELROY,


CCSP PROTOCOL OFFICER 6-1234 (WK) 123-4567 (HM)


OSC 24 HOURS 6-2191 (WK) 977-2191 (COMM)

FOR OFFICIAL USE ONLY


FOR OFFICIAL USE ONLY



AGENDA FOR


LT GEN JAMES R. CLAPPER JR.


DIA/DR


WASHINGTON DC


15-16 DECEMBER 1994


15 DEC 94 (THU)


1750 ARRIVE SAN ANTONIO INT’L AIRPORT

MET BY COL BILD


1810-1840 ENROUTE KELLY AFB VOQ VIA STAFF CAR

ACCOMPANIED BY COL BILD


1840-1900 ENROUTE RIO CANTINA VIA STAFF CAR RIO CANTINA

ACCOMPANIED BY COL BILD 421 E. COMMERCE

226-8462


1900-2130 DINNER (DRESS: CASUAL)


2130-2150 ENROUTE KELLY AFB VOQ VIA STAFF CAR

ACCOMPANIED BY COL BILD


16 DEC 94 (FRI)


0840-0855 ENROUTE HQ AIA, BLDG 2007, VIA STAFF CAR

ACCOMPANIED BY COL BILD


0855 ARRIVE HQ AIA

MET BY PROTOCOL


0900-0930 COURTESY CALL WITH AIA/CC MAJ GEN SMITH

(BLDG 2007, RM 201) 6-2001


0930-1000 AIA OVERVIEW BRIEFING SSGT ARCHEBELLE

(CC CONFERENCE ROOM) CCSR, 6-2377


1000-1040 JEWC OVERVIEW BRIEFING CAPT GORDON, USN

(CC CONFERENCE ROOM) JEWC/DV, 6-2071


1040-1100 NATIONAL SYSTEMS UPDATE COL DOWNING

(CC CONFERENCE ROOM) XRX, 6-2314


FOR OFFICIAL USE ONLY


FOR OFFICIAL USE ONLY


AGENDA FOR


LT GEN JAMES R. CLAPPER JR.


DIA/DR


WASHINGTON DC


15-16 DECEMBER 1994


(CONTINUED)


1100-1200 LUNCH (MENU: TUNA SANDWICH W/CHIPS. . .$3.00)

(CC DINING ROOM)


1205-1215 ENROUTE AIR FORCE INFORMATION WARFARE

CENTER (AFIWC)


1215-1245 AFIWC OVERVIEW BRIEFING LT COL GATES

(AFIWC CONFERENCE ROOM) AFIWC/EA, 6-2091


1250-1300 ENROUTE OPERATIONS SUPPORT CENTRAL

(OSC)


1300-1330 OSC BRIEFING AND LAN DEMO LT COL ROWELL

(BLDG 2000, RM 219) AFIWC/OSC, 6-2091


1335 ENROUTE SAN ANTONIO INT’L AIRPORT

VIA STAFF CAR

DEPART SAN ANTONIO INT’L AIRPORT


FOR OFFICIAL USE ONLY


FOR OFFICIAL USE ONLY


DINNER (16 DEC)


MAJ GEN AND MRS SMITH


MR AND MRS WIMBERLY


COL AND MRS BILD


COL AND MRS CASE


17 DEC BRIEFING AND LUNCH ATTENDEES


AIA OVERVIEW BRIEFING (0930-1000)


MAJ GEN SMITH, CC COL KERR, SC


BRIG GEN JONES, CV COL FREDERICK, LE


COL BILD, XR COL MOSELY, AFIWC/CC


COL CASE, DO COL JACKSON, AFCSC/CC


COL DAVIS, DP


JC2WC OVERVIEW BRIEFING (1010-1040)


MAJ GEN SMITH, CC COL KERR, SC


BRIG GEN JONES, CV COL FREDERICK, LE


COL BILD, XR COL MOSELY, AFIWC/CC


COL DAVID, DP COL JACKSON, AFCSC/CC


COL DOWNING, XRX MR SWART, JEWC/DT


NATIONAL SYSTEM UPDATE (1040-1100)


MAJ GEN SMITH, CC COL KERR, SC


BRIG GEN JONES, CV COL FREDERICK, LE


COL BILD, XR COL MOSELY, AFIWC/CC


COL CASE, DO COL JACKSON, AFCSC/CC


COL DAVIS, DP COL DOWNING, XRX


LUNCH ATTENDEES (1100-1200)


MAJ GEN SMITH, CC


BRIG GEN JONES, CV


COL BILD, XR


COL CASE, DO


COL MOSELY, AFIWC/CC


AFIWC OVERVIEW BRIEFING/OSC BRIEFING (1215-1330)


COL MOSELY, AFIWC/CC


FOR OFFICIAL USE ONLY


Figure 1. Staff Summary Sheet (SSS) Using a Separate Page.


STAFF SUMMARY SHEET INSTRUCTIONS1. General. If possible, limit
staff summary sheet (SSS) to one page. Use plain bond paper for
additional pages with the same left and right margins as the front
page; an 1 1/2-inch top and 1-inch bottom margin. Do not put the
signature element and the list of attachments on the second page.
If the second page is only to list the number of tabs, do not
type part of the tab listing on the first page and the rest on
the next page. Instead, type on the first page "8 Tabs (listed
on next page)." Then type on the second page "8 Tabs"
followed by the complete list of tabs, three spaces to the right
of the center of the page. Number the continuation page aligned
with the left margin, about 1/2 inch from the bottom, and at least
two line spaces below the last line of text (see figure 1).2.
Coordination Process. Use either Coord, Appr, Sign, or Info to
describe the action required. List all the two-letter offices
coordinating on the SSS in the top blocks. Do not include the
two-letter offices signing the SSS in the list. All other coordinations
within the directorate, such as three-letter offices and below
from other staff offices, will annotate on the bottom of the file
copy of the correspondence being signed. Complete this action
before forwarding up-channel within your own staff office. The
person signing the narrative does not coordinate, sign, or approve
in any of the top blocks. When the action to be taken is "Sign"
do not use Appr. The director, chief, a designated representative,
or the action officer may sign the SSS. If the SSS is going to
the command section, the action officer may still sign the SSS,
but the director, chief, or a designated representative must coordinate
in the top blocks. When the action required is "Info,"
do not use RECOMMENDATION. For time-sensitive packages, send separate
copies to all listed offices before it goes to the final office
for review and read file copies are not required. Type "Separate
Cy" on the second line of each block on the original SSS.
Make copies of the entire SSS and highlight the appropriate office
symbols to show distribution. Place all signed separate copies
behind the file copy along with any comments.3. Narrative. Decision
makers need a concise summary statement of the staff actions they
are asked to review or act upon. The purpose of an SSS is to
introduce, summarize, and coordinate a written staff package.
In the first paragraph, briefly describe the documents that led
to preparing the SSS and correspondence to be signed. 4. Recommendation.
When the SSS is routed for approval or signature, CC signs letter
at Tab 1; CC approves Project ABC at Tab 1; and DO letter at Tab
2. Do not place a RECOMMENDATION on a SSS used for INFO purposes
only and do not recommend alternatives. 5. Signature. Do not
use an authority line on a SSS (For example: FOR THE COMMANDER).
An official must sign the SSS before other actions at the top
are completed6. Tabs. Tab 1: Documents for signature, approval,
or information; Tab 2: Incoming letters, reports, command section
taskings, etcetera, that initiated preparing of the SSS; Tab 3:
Supplementary documents; background material; Last Tab (do not
list the last tab on the SSS). Record copy showing additional
coordination and two read-file copies for the Command Section.
Read file copies must be included on all SSSs except for approval
and information packages or the Command Section will return them.
7. Read File Copy. Record copy showing additional coordination
and two read-file copies for the Command Section. Read file copies
must be included on all SSSs except for approval and information
packages or the Command Section will return them, if the read
file copy is unclassified, do not stamp it with any classification
markings.



Walter H. Ross, Lt Col, USAF

Chief of Information Management


REFERENCES

Air Force Publications



AFDIR 37-135 Air Force Address Directory. Lists (by installation)
Air Force activities’

ZIP+4 mailing address.


AFMAN 37-126 Preparing Official Communications. Guidance on
formats and guidelines for

memorandums, personalized letters, memorandum for record, stationery


standards, and E-mail policy. Provides policy on letterhead,
both printed and

computer-generated, usage.


AFH 37-137 The Tongue and Quill. Contains guidance on functions
and formats for Air

Force speaking, functions and formats for Air Force writing,
and extensive

information on the mechanics of writing.

AIA Publications



AIAIND 2 Numerical Index of Air Intelligence Agency Publications.


AIAIND 9 Numerical and Functional Index of Air Intelligence Agency,
Air Intelligence

Agency Headquarters, and Air Intelligence Agency Headquarters
Office

Forms.


AIADIR 35-137 AIA Subordinate and Supported Activity Address
Book.

Provides mailing, Defense Courier, and message addresses for
each AIA

activity. Also provides secure and non-secure FAX numbers, as
well as

E-mail addresses. Military Rank Abbreviations



 OFFICERS AIR FORCE ARMY MARINES NAVY COAST GUARD 

General Gen GEN Gen ADM ADM

Lieutenant General Lt Gen LTG LtGen VADM VADM

Major General Maj Gen MG MajGen RADM (U) RADM (U)

Brigadier General Brig Gen BG BGen RADM (L) RADM (L)

Colonel Col COL Col CAPT CAPT

Lieutenant Colonel Lt Col LTC LtCol CDR CDR

Major Maj MAJ Maj LCDR LCDR

Captain Capt CPT Capt LT LT

1st Lieutant 1st Lt 1LT 1stLt LTJG LTJG

2d Lieutenant 2d Lt 2LT 2ndLt Ensign – ENS Ensign -ENS







 ENLISTED AIR FORCE ARMY MARINES NAVY COAST GUARD 

HIGHEST RANKING POSITION Chief Master Sergeant Sergeant Master Master Chief
Sergeant of Major of the Major of Chief Petty Petty Officer
the Air Force Army the Marines Officer of of the Coast
the Navy Guard
CMSAF SgtMajMC
SMA MPCON MPCO-CG

E-9 CMSgt SGM SgtMaj MCPO MCPO

E-8 SMSgt MSG MSgt SCPO SCPO

E-7 MSgt SFC GySgt CPO CPO

E-6 TSgt SSG SSgt PO1 PO1

E-5 SSgt SGT Sgt PO2 PO2

E-4 Sgt CPL Cpl PO3 PO3
Sr A SPC

E-3 A1C PFC L.Cpl SN SN

E-2 Amn PV2 PFC SA SA

E-1 AB PV1 Pvt SR SR





OPR: HQ AIA/IMQ (SMSgt E. R. Trippen) Certified By: HQ AIA/IM
(Capt David J. Donahoo) Pages: 25/Distribution: S; X: AUL/LSE
(1), HQ AIAIMSP (2 ), /IMQ (2)