AFMAN37-126AFSPC1

"Series Number"

BY ORDER OF THE COMMANDER
AIR FORCE SPACE COMMAND

17 April 1995

"Date of Instruction - Spell Month Out Completely"

Information Management

"Series Title"

PREPARING OFFICIAL COMMUNICATIONS

"Long Title - Type In All Capital Letters"

AFMAN 37-126, 10 February 1995, is supplemented as follows and applies to HQ Air Force Space Command (AFSPC), subordinate units, and those agencies supported by HQ AFSPC/IMQ. It does not apply to Air National Guard (ANG) or US Air Force Reserve (USAFR) units and members. All references to Command Section refer to the HQ AFSPC Command Section.

SUMMARY OF REVISIONS
This supplement incorporates the information formerly contained in AFSPC Regulations 4-4, 1 Aug 1990, 4-7, 31 Jul 1990, and AFR10-1AFSPC1, 22 Jan 1988.

1.5.1. Suspenses are due in the Command Section by 1200 on the suspense date unless otherwise indicated. Request extensions, in writing, to the Director of Staff (DS) through the Director. If necessary, DS will request extension from CC's office.

1.5.2.1(Added). Command Section normally allows five duty days for return of routine suspenses and five days prior to a higher headquarters suspense date. However, Command Section questions require one to three days turnaround time. If the suspense can't be met on time, an interim reply is required.

1.5.2.2(Added). The Command Section extends a higher headquarters suspense only after the OPR has received approval from the higher headquarters or outside agency. If it is granted, the director's/commander's executive officer/information management staff informs Command Section Information Management and requests an extension. Request extension of suspenses to higher headquarters early to allow time to work the action should the extension be disapproved. Extensions are requested as a last option. If the suspense cannot be answered in the allotted time, prepare an interim response. This response should meet the original suspense and identify when the final answer will be available.

1.5.2.3(Added). When OCRs are designated, it is the OPR's responsibility to obtain each OCR's coordination. OCRs should not respond directly to the suspense originator, but work with, and through the OPR.

1.5.3. The Command Section uses an automated system on the Local Area Network (SPACELAN) to control and track suspenses and Command Section packages.

1.5.3.1(Added). Action officers wishing to check the status of a staff package must check with their appropriate information management office. If these offices cannot provide the necessary information, then the directorate/unit information management personnel should contact Command Section Information Management for further help.

1.6.1(Added)(HQ Only). For faster coordination on any type of communication, send copies at the same time to all interested activities ("shotgunning"). Always coordinate "in turn" with the
2 AFMAN37-126AFSPC1 17 April 1995

AFSPC Command Section (DS, CV, CC); never individually. During the coordination process all nonconcurrences must be clearly resolved. When a coordinating activity adds comments, the OPR must indicate that these comments have been included or considered. Begin coordination at the action officer level and make sure all four-letter office symbol coordination is achieved. Continue this process until you achieve two-letter coordination. All packages will be dropped off in Command Section Information Management for Command Section processing.

1.7(Added). Authentication and Signature. Prepare correspondence for signature at the lowest appropriate level in the Command. Correspondence requesting CC, CV, or DS signature should reflect justification for their signature, i.e., regulation, appointment letter, at their request, etc. This justification should be placed in the RECOMMENDATION section of the SSS.

1.7.1. Communications Normally Signed by the AFSPC Commander. Include those which:

1.7.1.1. Are required by law, directive, or custom.

1.7.1.2. Have a major mission impact or warrant the force of the Commander's signature.

1.7.1.3. Are documents addressed to the: Secretary of Defense or Deputy; a Service secretary; Chairman or Vice Chairman, Joint Chiefs of Staff; Canadian Chief of Defence Staff; a Service chief of staff (or equivalent); a commander of a unified or specified command; a commander of a major command; or to any commander when it meets the scope (of 1.7.1.2) above.

1.7.1.4. Require a reply to a member of Congress. Refer to AFI 90-401.

1.7.1.5. Are corresponding to a general officer or higher grade (or civilian equivalent) regardless of service or country.

1.7.1.6. Disapprove a direct reporting unit commander's request on policy matters.

1.7.1.7. Adversely impact on immediate subordinate commanders or a significant action they support.

1.7.1.8. Criticize or censure an immediate subordinate commander.

1.7.1.9. Establish a change in policy or position which has a Command-wide impact.

1.7.2(Added). Communications Signed in the AFSPC Commander's Absence. When an immediate decision is necessary, the AFSPC Vice Commander or Director of Staff signs correspondence.

1.7.3(Added). (HQ Only) Delegating Signature Authority. Signature authority is delegated to each director for communications in their area of responsibility. A director may delegate signature authority to subordinates for routine administrative matters in their functional area.

1.8(Added). Rewriting Communications. When the Command Section requests rewrite of a communication, the package is returned to the OPR with instructions. If necessary, change all required communications to reflect the rewrite. Return the package to Command Section Information Management (DSD) within one duty day unless directed differently. Include original document folded lengthwise on the left side over the SSS and Command Section's instructions for the rewrite.

AFMAN37-126AFSPC1 17 April 1995 3

1.9(Added). Disposition of Signed Communications. Communications signed in the Command Section are dated and returned to the originating office for further processing, distribution and dispatch. Process these communications expeditiously. Command Section Information Management makes the necessary Command Section file copies.

2.1.2. Reproduced copies or computer generated documents are authorized for use as record/coordination copies.

2.2. The host base Mission Support Squadron Publishing Distribution Office (MSS/MSIPD), in concert with the Administrative Communications element (MSS/MSIA), controls, procures, stocks and distributes both higher headquarters and local pre-printed letterhead stationery.

2.2.3. The generic wing two-line letterhead format will be used by all wing units at host-base wing level. Tenant and associate AFSPC wings or higher level units establish their own pre-printed letterhead stationery policy. For group and lower level units not located on an AFSPC installation, their parent unit establishes the pre-printed letterhead stationery guidance.

2.3.2. All pre-printed letterhead stationery contains two lines. The first line reads DEPARTMENT OF THE AIR FORCE. The second line contains the wing/organizational element followed by AFSPC in parenthesis. EXCEPTION: The second line of HQ AFSPC letterhead reads HEADQUARTERS AIR FORCE SPACE COMMAND.

2.8. All pre-printed letterhead stationery within the command will contain a slogan. Wings/units that do not have an approved slogan will use the AFSPC slogan "Guardians of the High Frontier." This requirement also applies to computer-generated letterhead, when the capability exists to properly print the slogan.

3.2.2.1.1. Do not use HQ in the organization code when addressing correspondence to AFSPC CC, CV, or DS. This applies to addressing correspondence to other MAJCOMs.

3.2.2.2. Do not use HQ in the organization code when preparing correspondence for AFSPC CC, CV, or DS signature. This applies to addressing correspondence to other MAJCOMs.

3.2.4. Command Section Information Management applies the date after command section signature, and returns the package to the OPR's directorate/unit for further processing.

3.4.2. Don't use rubber stamps when preparing correspondence for signature of AFSPC CC, CV and DS. Use the three line signature block for Command Section correspondence signed by the AFSPC CC, CV, or DS. Rank must be spelled out. Example: JOHN R. DOE
General, USAF
Commander

3.4.2.8. Signature blocks will be typed on all correspondence forwarded for AFSPC Command Section signature(s).

Figure 3.3. Do not include envelopes when forwarding correspondence for AFSPC Command Section signature(s).

4.1.1. Command Section correspondence is dated when signed and returned to the originator with the exception of retirement letters. Date these letters the day of the ceremony prior to sending to the Command Section.

4 AFMAN37-126AFSPC1 17 April 1995

4.1.10. Type a three-line signature block when preparing correspondence for AFSPC CC, CV, or DS. Rank must be spelled out. Example: JOHN R. DOE
General, USAF
Commander

4.10(Added). Star Stationery or Stationery with AFSPC Shield: Format preparation for Star/AFSPC shield stationery is dependent upon who you intend to sign the correspondence. Contact your director's/commander's executive officer/information management staff for current formats and guidelines when preparing letters for AFSPC CC or CV. These types of stationery are used sparingly and can be obtained from Command Protocol.

4.10.1. Congratulatory and Appreciation Letters: For CC and CV use 7" x 8 1/2" stationery with AFSPC shield.

4.10.2. Retirement Letters: For CC and CV, 7" x 8 1/2" stationery with AFSPC shield.

4.10.3. All correspondence for CC and CV will be written in the third person (WE--NOT I). This applies to ALL correspondence using the above stationery--personal and official letters. Correspondence should be typed in twelve point, Arial Style. Congratulatory, Appreciation and Retirement Letters should be short and to the point. Put a 1 1/2" x 2" Post-It in the lower right-hand corner of the stationery with the recipients nickname on it. If member doesn't have a nickname please annotate that on the Post-It.

4.11(Added).(HQ Only) Notes:

4.11.1. (HQ Only) Short notes are prepared on an executive memo pad (5 1/2 x 8 1/2 inches or 4 x 5 1/2 inches). Notes may be typed or handwritten. Use this communication within the Headquarters.

4.11.2. (HQ Only) Use notes to relay information, answer questions, or for approval on routine issues which do not require extensive background information. Do not use a note if staff coordination is required.

4.12(Added). Briefing Summary:

4.12.1. Prepare a briefing summary for all briefings given to the Command Section principals. CX coordination is required on all correspondence for briefings.

4.12.2. Directors/commanders or deputies sign the briefing summary.

4.12.3. Briefing summaries are due in the Command Section at least 3 duty days before the briefing. If not, the event will come off CC calendar. Summaries must get to the CV prior to the 3-day deadline -- don't expect CV to jump through hoops to get it done because of poor planning. Action Officers (AOs) must be prepared for the CV to make changes prior to the package going to CC.

4.12.4. Use the format in attachment 5(Added).

7.4. The Command Section normally uses a Command Section office form (AFSPC/CC Form 2) to route suspensed correspondence. A stamp is also used indicating a suspense control number, OPR, and required action on incoming messages and memos.

AFMAN37-126AFSPC1 17 April 1995 5

7.5.1.1. List all directors and other agencies which must coordinate. List the AFSPC Command Section principals in this order: DS, CV, and CC. When individual copies are coordinated, type or print all the coordination information on the original staff summary sheet; then send to the Command Section. Do not send individual copies directly to the Command Section.
7.5.2.1.4(Added). If an issue cannot be resolved without Command Section involvement, schedule the item as a decision briefing.

7.8(Added). AFSPC Form 24, Document Review Comments. Use this form for the review of contractor documents, draft publications, plans, and so forth.

7.9(Added). AFSPC Form 31, Action Slip (4 1/4 X 11). Use this form when internal action, information, or coordination is required and Optional Form 41 will not suffice because of the number of actions or because the form is used as a record of action. AFSPC Form 31 may be overprinted with office symbol or position titles for routing purposes where large volume requires similar actions.

7.10(Added). AFSPC Form 32, Action Slip (4 1/4 X 5 1/2). Use this form when internal action, information, or coordination is required and Optional Form 41 will not suffice because of the number of
actions required or because the form is used as a record of action. AFSPC Form 32 may be overprinted with office symbols or position titles for routing purposes where large volume requires similar actions.

Figure 7-1, Item 8. Type the reason for the suspense above the date (retirement, CC briefing, higher HQ suspense, and so on). If there is no suspense date, type "None" in this block, or if the package must be worked by a certain date, enter that date. This block should always have an entry.

Figure 7.1, Item 9. Type an unclassified subject, if possible. On classified packages, be sure to annotate the classification of the subject.

Figure 7.1, Item 13. Signatures are required on all SSS's coming to the Command Section. The director/commander or deputy in the principal's absence, signs SSSs destined for two-letter coordination or the Command Section.

Figure 7.1, Item 14. When forwarding packages for the Command Section, place the SSS on the left side, the proposed correspondence to be signed on the right side as tab 1 and the tasker or correspondence that generated the package as tab 2. All other pertinent information as tab 3, etc. Don't use a tab divider for tab 1. If there's more than one document for signature, list each as tab 2, 3, etc., the tasker to follow. If the staff package consists of a single document (SSS, memo, and so on), place the document on the right side. Use the blue Air Force Space Command folder with the inserts for correspondence going to the Command Section. The inserts are used to place paper clips on the inside of the folder where they won't catch on other correspondence. Use the appropriate folders for unclassified and classified. Make sure the
folders have the inserts before sending them to the Command Section. Contact Command Section Information Management to obtain the blue AFSPC folders. Do not include the file and information copies or the actual, individually signed copies of "shotgun" SSS's in staff packages for the Command Section.

8.1. E-Mail users may also use the Defense Switched Network (DSN) or Federal Telephone Service (FTS) if it is cost effective and DDN is not readily available.

6 AFMAN37-126AFSPC1 17 April 1995

8.2.3.1. Organizational E-Mail accounts will be established at the two-letter and three-letter level on all local area networks. Establishment of organization E-Mail accounts below the three-letter level will be at the discretion of each functional activity. Ensure each functional activity appoints more than one individual within the organization in order to provide for prompt response to E-Mail documents (i.e., action, coordination, information dissemination).

Attachment 2, paragraph A2.5.5. All requests for changes will be sent to HQ AFSPC/SCMA in the prescribed format.

Attachment 2, paragraph A2.14.1. Do not use HQ in the FROM address when preparing messages for release by AFSPC CC, CV, and DS.

Attachment 2, paragraph A2.14.2. Do not use HQ when addressing messages to AFSPC CC, CV and DS.

Attachment 3, paragraph A3.1.2. HQ AFSPC/IMQA is the OPR for the Address Indicating Group (AIG) program within the command. All agencies should deal directly with HQ AFSPC/IMQA.

Attachment 3, paragraph A3.1.3.3.1. See attachment 1 of this supplement for a sample modification message.

Attachment 3, paragraph A3.1.3.3.2. See attachment 2 of this supplement for a sample cancellation message.

Attachment 3, paragraph A3.1.3.3.3. See attachment 3 of this supplement for a sample recapitulation message.

Attachment 3, paragraph A3.1.3.3.4. Ensure HQ AFSPC/IMQA, NAVCSRF HONOLULU HI//N33// and AFPCA Washington DC //SMCT// receives a copy of all promulgation, modification, cancellation and recapitulation messages.

Attachment 3, paragraph A3.1.4. Send requests for new AIGs directly to HQ AFSPC/IMQA. Once new AIGs are approved by HQ AFSPC/IMQA, the requester will transmit a promulgation message establishing the AIG. See attachment 4 of this supplement for a sample promulgation message.

8.3(Added). Forms Prescribed:
8.3.1. AFSPC Form 24, Document Review Comments, paragraph 7-8(Added)
8.3.2. AFSPC Form 31, Action Slip (41/2X11), paragraph 7-9(Added)
8.3.3. AFSPC Form 32, Action Slip (41/4X51/2), paragraph 7.10(Added)
8.3.4. AFSPC/CC Form 2, Command Section Communications Control, paragraph 7.4

ROBERT F. KOENIG, JR, Colonel, USAF
Director of Information Management
5 Attachments
5(Added). Sample Modification Message.
6(Added). Sample Cancellation Message.
7(Added). Sample Recapitulation Message.
8(Added). Sample Promulgation Message.
9(Added). Sample of Briefing Summary.

AFMAN 37-126AFSPC1 Attachment 5 17 April 1995 7

SAMPLE MODIFICATION MESSAGE(ADDED)

FROM: (COGNIZANT AUTHORITY AND OFFICE SYMBOL)

AIG (NUMBER)

(ADDED OR CHANGED ADDRESSEES INCLUDING OFFICE SYMBOL, IF APPLICABLE)

UNCLAS

MSGID/ORGANIZATION AND OFFICE SYMBOL

SUBJ/AIG(NUMBER)/1(SEQUENTIAL NUMBER OPR CHANGE)MODIFICATION

1. EFFECTIVE (NORMALLY FIVE DAYS SUBSEQUENT TO THE MODIFICATION NOTIFICATION): (USE ONLY THE APPLICABLE SUBPARAGRAPHS).

A. ADD: (INDICATE ANY ADDED ADDRESSEES).

B. DELETE: (INDICATE ANY DELETED ADDRESSEES).

C. CHANGE: (SHOW ANY CHANGES).

2. ADDRESSEES WILL:

A. PROVIDE SERVICING COMMUNICATIONS CENTER (BCC) WITH A COPY OF THIS MODIFICATION AND THE COMPLETE AIG LISTING TO ENSURE DELIVERY OF FUTURE MESSAGES ADDRESSED TO AIG (NUMBER).

B. NOTIFY (INSERT UNIT/OFFICE SYMBOL/POC/DSN EXTENSION) TO REPORT ANY ADDRESS CHANGES OR CORRECTIONS.

C. MAINTAIN A COPY OF THIS MODIFICATION UNTIL THE NEXT RECAPITULATION, YOUR ARE DELETED FROM THE AIG, OR THE AIG IS CANCELED.

3. POC FOR THIS AIG IS (GRADE, NAME, OFFICE SYMBOL AND DSN EXTENSION).

8 AFMAN37-126AFSPC1 Attachment 6 17 April 1995

SAMPLE CANCELLATION MESSAGE(ADDED)

FROM: (COGNIZANT AUTHORITY AND OFFICE SYMBOL)

TO: AIG NUMBER

UNCLAS

MSGID/ORGANIZATION AND OFFICE SYMBOL

SUBJ/AIG(NUMBER)CANCELLATION

1. EFFECTIVE IMMEDIATELY (OR INDICATE EFFECTIVE DATE AND TIME) AIG (NUMBER) IS CANCELED. AIG (NUMBER) IS RETAINED FOR FUTURE ASSIGNMENT BY HQ AFSPC/IMQA.

2. ADDRESSEES WILL PROVIDE SERVICING COMMUNICATIONS CENTER WITH A COPY OF THIS MESSAGE TO ENSURE APPROPRIATE AIG FILES AND DISTRIBUTION TABLES ARE UPDATED.

AFMAN 37-126AFSPC1 Attachment 7 17 April 1995 9

SAMPLE RECAPITULATION MESSAGE(ADDED)

FROM: (COGNIZANT AUTHORITY AND OFFICE SYMBOL)

TO: (ACTION ADDRESSEES WITH OFFICE SYMBOL)

CLASSIFICATION

MSGID/ORGANIZATION AND OFFICE SYMBOL

1. ABOVE ADDRESSEES COMPOSE AIG (NUMBER). PRIMARY PURPOSE OF THIS AIG IS TO DISSEMINATE INFORMATION PERTAINING TO (INSERT SPECIFIC PURPOSE OR TITLE).

2. LIST AUTHORIZED USERS.

3. THE HIGHEST CLASSIFICATION FOR MESSAGES USING THIS AIG WILL BE ___________.

4. ADDRESSEES WILL:

A. PROVIDE SERVICING COMMUNICATIONS CENTER WITH A COPY OF THIS MESSAGE TO ENSURE DELIVERY OF FUTURE MESSAGES ADDRESSED TO AIG (NUMBER)

B. NOTIFY (INSERT UNIT/OFFICE SYMBOL/POC/DSN EXTENSION) TO REPORT ADDRESS CHANGES OR CORRECTIONS.

C. MAINTAIN A COPY OF THIS RECAPITULATION UNTIL RECEIPT OF THE NEXT RECAPITULATION, YOU ARE DELETED FROM THIS AIG, OR THE AIG IS CANCELED.

5. FIRST MODIFICATION TO AIG (NUMBER) WILL BE MOD (AIG NUMBER)/1.

10 AFMAN37-126AFSPC1 Attachment 8 17 April 1995

SAMPLE PROMULGATION MESSAGE(ADDED)

FROM: (COGNIZANT AUTHORITY AND OFFICE SYMBOL)

TO: (ACTION ADDRESSEES WITH OFFICE SYMBOL)

INFO: (INFORMATION ADDRESSEES WITH OFFICE SYMBOL)

CLASSIFICATION

MSGID/ORGANIZATION AND OFFICE SYMBOL

SUBJ/AIG(NUMBER)PROMULGATION

1. ABOVE ADDRESSEES COMPOSE AIG(NUMBER). PRIMARY PURPOSE OF THIS AIG IS TO DISSEMINATE INFORMATION PERTAINING TO (INSERT SPECIFIC PURPOSE OR TITLE).

2. THE HIGHEST CLASSIFICATION FOR MESSAGES SENT UNDER THIS AIG IS ___________.

3. ADDRESSEES WILL:

A. PROVIDE SERVICING COMMUNICATIONS CENTER WITH A COPY OF THIS MESSAGE TO ENSURE DELIVERY OF FUTURE MESSAGES ADDRESSED TO AIG (NUMBER)

B. NOTIFY (INSERT UNIT/OFFICE SYMBOL/POC/DSN EXTENSION) TO REPORT ADDRESS CHANGES OR CORRECTIONS.

C. MAINTAIN A COPY OF THIS PROMULGATION UNTIL CANCELED, RECAPITULATED OR YOU ARE REMOVED FROM THIS AIG.

5. THE FIRST MODIFICATION TO AIG (NUMBER) WILL BE MOD (AIG NUMBER)/1.

AFMAN 37-126AFSPC1 Attachment 9 17 April 1995 11

SAMPLE OF BRIEFING SUMMARY(ADDED)

(DATE)

SUBJECT: Self explanatory. Keep the subject unclassified if at all
possible.

CLASSIFICATION: Overall classification of the briefing.

PURPOSE: Give the purpose and any background information
necessary to prepare the attendees for the briefing.

BRIEFERS: List the names of all briefers.

ACTION OFFICER: Self explanatory.

DATE/TIME/LOCATION: Self explanatory.

ATTENDEES: List all attendees in rank order. Be sure to provide a
copy of this briefing summary to each attendee.

BRIEFING LENGTH: State the time required for the briefing. Mention if there will
be time for questions and answers after the briefing.

REMARKS: Give any additional information. If none, state so.

Director/Commander Signature cc: Info addressees