DEPARTMENT OF THE AIR FORCE AFSPACECOM HOI 35-2
Headquarters Air Force Space Command
Peterson Air Force Base, Colorado 80914-5001 14 June 1991

Military Personnel

RETIREMENT PROCEDURES

This headquarters operating instruction (HOI) tells how to recognize people
retiring with distinguished military careers, and sets up retirement
procedures. It applies to Headquarters Air Force Space Command (AFSPACECOM).

1. General. Retirement ceremonies express appreciation for retiring members'
contributions to the United States military. They are a clear signal to
retirees and their families that they continue to be a part of the military
family.

2. Reference. AFR 35-7, Service Retirements.

3. Ceremony. A formal retirement ceremony, preferably with a general officer
presiding, is offered to all. There are two types of ceremonies available to
Headquarters people:

a. A ceremony conducted by the Commander, Vice Commander, or other
general officer at the request of the retiree. Command Protocol and the
project officer plan the ceremony when the Commander (CC), Vice Commander
(CV), or Chief of Staff (CS) presides. (The project officer, with the help of
3d Space Support Wing (3 SSW), Protocol Division (CP), plans the retreat and
parade portion of the retirement ceremony. Command Protocol does not schedule
retirements. The project officer schedules the ceremony with the respective
office.)

b. A ceremony conducted by a deputy chief of staff (DCS), chief of
special staff element (CSSE), or another official at the request of the
retiree. It is held in an auditorium, conference room, office, or another
appropriate place.

4. Responsibilities:

a. Retiree:

(1) Notifies immediate supervisor of retirement plans when submitting
application for retirement.

(2) Tells the supervisor of terminal leave desired and retirement
ceremony preference (such as presiding official, type of ceremony, date, and
location).

Supersedes S HOI 35-2, 15 August 1989. (For summary of changes see page 4.)
No. of Printed Pages: 11
OPR:, DAPQQ (Sgt Michelle L. Paquet)
Approved by: Col Joseph J. Tencza
Editor: Judy B. Stevens
Distribution: F
2 S HOI 35-2 14 June 1991

(3) Initiates AF Form 988, Leave Request/Authorization, for
commander's signature, it terminal leave is being taken

b. 1003d Mission Support Squadron (1003 MSSQ), Separations and Retire-
ments Section (MSPQS):

(1) Processes retirement applications.

(2) Forwards three suspensed copies of the approved Retirement Action
Notification - Application Approval Report Individual Person (RIP) and retire-
ment approval letter (MSPQ FL-5) directly to HQ AFSPACECOM Orderly Room (CCQ)
upon receipt.

(3) Reviews and forwards request for presidential letters of appre-
ciation.

c. 1003d MSSQ, Personal Affairs Section (MSPAP):

(1) Sends a recommendation for decoration printout (DECOR6) to the
retiree's supervisor and establishes suspense dates for decoration submission.

(2) Gives a retirement personal affairs briefing to retiree.

d. Retiree's Supervisor:

(1) Notifies the DCS or CSSE of the pending retirement, terminal
leave dates, and retirement ceremony preference.

(2) Coordinates decoration submission with project officer.

(3) Ensures AF Form 988, for terminal leave is taken or forwarded to
the Military Pay Section, Accounting and Finance Office (AFO), once the
commander obtains a leave authorization number from AFO and approves the form.

a. HQ AFSPACECOM/CCQ:

(1) Receives RIPs and letter from 1003d MSSQ/MSPPR advising that
retirement has been approved and sends suspensed RIPs and letter to retiree
for completion.

(2) Notifies the DCS or CSSE to appoint a project officer to do tasks
outlined in 4h below.

f. DCS or CSSE:

(1) Appoints a project officer and tells him or her the significant
dates (retirement date, terminal leave dates, and so forth), and retirement
ceremony preference.

(2) Coordinates the plans and ceremony schedules with the project
officer.

S HOI 35-2 14 June 1991 3

(3) Makes sure, through coordination with project officer, that fare-
well letter and retirement certificate are prepared for the retiree (and
spouse when appropriate) in final format for appropriate signa-
ture. Note: The Commander signs all retirement letters of appreciation,
retirement certificates, and spouse certificates of appreciation if requested
by retiree, DCS, or CSSE. All others are signed by the appropriate DCS or
CSSE if that individual is a general officer. If the DCS or CSSE is not a
general officer, the Vice Commander (CV) signs.

g. Director of Protocol (CP). Command Protocol provides guidance and
assistance to the project officer if the Commander (CC). Vice Commander (CV),
or Chief of Staff (GS) presides. (Protocol does not schedule the date or time
with the presiding official's office.) The project officer schedules the
ceremony.

h. Project Officer:

(1) Checks with retiree's supervisor and decides who writes the
recommendation for decoration. Note: All recommendations requiring Office of
the Secretary of Defense or HQ, USAF, approval (Defense Superior Service
Medal, (DSSM), Legion of Merit (LOM) (on 0-5 and below), Distinguished Service
Medal (DSM), or Defense Distinguished Service Medal (DDSM)) must arrive at HQ,
AFSPACECOM, Personal Affairs Division (DPAP), at least 120 days before pre-
sentation date. Awards requiring Vice Commander approval (LOM on 0-6 and
above) must reach HQ AFSPACECOM/DPAP at least 3 weeks before presentation
date. Award of the Air Force Commendation Medal (AFCM) and Meritorious
Service Medal (MSM) is approved by the DCS and must be received by HQ
AFSPACECOM/DPAP 3 weeks before presentation date.

(2) Requests, through 1003d MSSQ/MSPPR, for the presidential letter
of appreciation for those retiring with 30 or more years of service (also
applies to Medal of Honor recipients and former prisoners of war (POW) who
qualify for or have been awarded the POW medal). Requests should reach 1003d
MSSQ/MSPPR no earlier than 75 days and not later than 55 days before
retirement date. A sample format of the request is at attachment 1.
Accompany the request with a cover letter signed by project office and
addressed to 1003d/DSPPR, Stop 48. (Note: Project officers will not forward
requests for presidential letters of appreciation directly to SAF. These re-
quest will only be honored if they have been verified and endorsed by
Consolidated Base Personnel Office (CBPO) officials.)

(3) Prepares retirement letters for the retiree and spouse (see
attachments 2 through 6).

(4) Takes a completed AF Form 833, Visual Information Support
Request, to Graphics to prepare retirement certificate and spouse certificate
of appreciation. Allow 15 workdays for them to complete. (Note: Graphics
keeps required certificates in stock.) Include in section I, item 11:

(a) Effective date of retirement.

(b) Full name and grade of retiree.

4 S HOI 35-2 14 June 1991

(c) Spouse's first name, middle initial, and last
name. Note: If desired, nickname of spouse on certificate of appreciation
may be used, however, be consistent with name on letter of appreciation.

(d) Name of individual signing retirement certificate and
spouse's certificate of appreciation (same individual signs both forms).

(5) Thirty days before presentation date, request approval of $10.00
reimbursement towards the cost of a retirement memento from Command Protocol
(CP) (See AFSPACECOM HOI 900-1).

(6) Prepares a staff summary sheet (see attachment 7) for certi-
ficates and letters of appreciation requiring a Command Section
signature. Note: Staff summary sheet must be signed by the DCS, CSSE,
assistant, or deputy at least 2 weeks before the presentation date.

(7) Makes arrangements for retirement ceremony:

(a) Schedules time and date.

(b) Selects and reserves location.

(c) Schedules very important persons (VIP), i.e., presiding
officer.

(d) Sends invitations to invited guests and receives RSVPs.

(e) Provides presiding officer with a list of distinguished
visitors.

(8) Performs other duties required according to this HOI.

OFFICIAL THOMAS S. MOORMAN, JR.
Lieutenant General, USAF
Commander

WAYNE R. HEINKE 7 Attachments
Colonel, USAF 1. Example of Request for
Director of Information Management Presidential Letter of Appreciation
2. Example of Retiree Letter
3. Example of Retiree Letter
4. Example of Retiree Letter
5. Example of Spouse Letter
6. Example of Spouse Letter
7. Example of Staff Summary Sheet

SUMMARY OF CHANGES
Incorporates procedures for requesting presidential certificate of apprecia-
tion (para 4h(2)); adds example of request for presidential letter of appre-
ciation (attachments 1); adds additional examples of retiree and spouse
appreciation letters (attachments 2 through 6).

S HOI 35-2 Attachment 1 14 June 1991 5

EXAMPLE OF REQUEST FOR PRESIDENTIAL LETTER
(See Notes 1 and 2)

Memorandum For: Office of the Secretary of the Air Force
White House Liaison office
Washington, D. C. 20330-5000

Subject: Presidential Letter of Appreciation for Military Retiree

Name: Chief Master Sergeant

Branch of Service: USAF

Years of Service: 30

Retirement Date: 1 January 1992

Home Address: 1234 Sesame Street
Colorado Springs, Colorado 80917-XXXX

Effective Date of Terminal Leave: 1 December 1991

Member qualified to receive a presidential letter of appreciation due to:
(State complete justification.)

Disposition Instruction: (State if letter is to be forwarded to anyone or
anyplace other than retiree at the home address given above. See note 4.

See Note 5.

Notes:
1. Authorized only for personnel retiring with at least 30 years' service;
Medal of Honor recipients; and former prisoners of war who qualify for or have
been awarded the POW Medal.
2. Use plain bond (no letterhead).
3. No typeovers or corrections of any type are allowed.
4. Letters of appreciation for members who will be on 35 or more days
terminal leave will not be available at the member's retirement ceremony but
will be mailed to the member.
5. Do not sign or type signature element. This letter must be signed by a
CBPO Representative.

6 Attachment 2 S HOI 35-2 14 June 1991

EXAMPLE OF RETIREE LETTER
(USE APPROPRIATE LETTERHEAD)

(Date of Retirement Ceremony)

(Complete Rank and Full Name), USAF
1234 Sesame Street
Colorado Springs, Colorado 80917

Dear (Rank and Last Name)

I would like to extend my appreciation and that of the United States Air Force
for your (XX) years of dedicated military service.

Your significant contributions to the Air Force mission have been evident from
your initial assignments in (missile warning at Cheyenne Mountain) to your
present position as (NCOIC of space based sensors). (Additional significant
accomplishments.) Your achievements in Air Force Space Command have provided
us with a firm foundation that will last for many years.

Retirement can be a time of mixed emotions, combining accomplishments of a
military career with challenges of the future. I am sure you will meet them
with the same dedication and professionalism you have demonstrated over your
many years of service. I wish you happiness and success and thank you for
your devotion to the defense of your country.

Sincerely

THOMAS S. MOORMAN, JR.
Lieutenant General, USAF
Commander

Notes:
1. All dates must be spelled out, for example; 31 October 1991.
2. Colonels and lieutenant colonels are addressed Dear Colonel; chief master
sergeants are addressed Dear Chief; senior, master, technical, and staff
sergeants are addressed Dear Sergeant.
3. Balance and center letter like a picture is centered in a picture frame.
4. Do not justify the right margin.
5. This is a sample letter used for guidance only.

S HOI 35-2 Attachment 3 14 June 1991 7

EXAMPLE OF RETIREE LETTER
(USE APPROPRIATE LETTERHEAD)

(Date of Retirement Ceremony)

(Complete Rank and Full Name), USAF
1234 Sesame Street
Colorado Springs, Colorado 80917

Dear (Rank and Last Name)

The contributions you have made to Air Force readiness over the past (XX)
years have been many and significant. From your first assignment as a (first
assignment location or ) to (present position ), the position
from which you retire, you have left a legacy of excellence. The baton will
pass from you to another, and again to others in a long line of men and women
who serve. But be secure in the knowledge that the United States is a little
safer now because you were here to serve her.

Please accept my gratitude for your years of hard work, dedication, and
professional skill. Along with your many friends and associates in
AFSPACECOM, I wish you happiness and success in all of your future endeavors.

Sincerely

THOMAS S. MOORMAN, JR.
Lieutenant General, USAF
Commander

Notes:
1. All dates must be spelled out, for example; 31 October 1991.
2. Colonels and lieutenant colonels are addressed Dear Colonel; chief master
sergeants are addressed Dear Chief; senior, master, technical, and staff
sergeants are addressed Dear Sergeant.
3. Balance and center letter like a picture is centered in a picture frame.
4. Do not justify the right margin.
5. This is a sample letter used for guidance only.

8 S HOI 35-2 Attachment 4 14 June 1991

EXAMPLE OF RETIREE LETTER
(USE APPROPRIATE LETTERHEAD)

(Date of Retirement Ceremony)

(Complete Rank and Full Name), USAF
1234 Sesame Street
Colorado Springs, Colorado 80917

Dear (Rank and Last Name)

On the eve of your retirement, I wish to recognize your long and distinguished
service and congratulate you for a job well done. Since you entered active
duty over (XX) years ago, your record reflects may significant assignments and
accomplishments. Especially noteworthy were your successes as a (personal job
description and accomplishments). During your varied assigrnments in the
continental United States and the Pacific and European theater (if
appropriate), your professional skill, dedication, and hard work have repeat-
edly resulted in major contributions to your units and the overall readiness
of the United States Air Force.

Your assignment here at (current duty assignment) has been marked by
excellence. Your personal effectiveness and personalized concern for our
mission have greatly benefited Air Force Space Command. Please accept my
personal thanks for your long and honorable service to our country. Along
with your many friends and associates in AFSPACECOM, I wish you the very best
in your future endeavors.

Sincerely

THOMAS S. MOORMAN, JR.
Lieutenant General, USAF
Commander

Notes:
1. All dates must be spelled out, for example; 31 October 1991.
2. Colonels and lieutenant colonels are addressed Dear Colonel; chief master
sergeants are addressed Dear Chief; senior, master, technical, and staff
sergeants are addressed Dear Sergeant.
3. Balance and center letter like a picture is centered in a picture frame.
4. Do not justify the right margin.
5. This is a sample letter used for guidance only.

S HOI 35-2 Attachment 5 14 June 1991 9

EXAMPLE OF SPOUSE LETTER
(USE APPROPRIATE LETTERHEAD)

(Date of Retirement Ceremony)

Mr or Mrs (Spouse's first and last name) (Note 3)
1234 Sesame Street
Colorado Springs, Colorado 80917

Dear Mr or Mrs (Spouse's Last Name)

Retirement for the Air Force is a passage from one phase of your lives
together to another. I hope your future will bring you and your family great
satisfaction, fulfillment, and happiness.

The contributions you made to the Air Force family have been many and
significant. Your support and encouragement of your own family allowed (first
name of military spouse to devote great energy and years of hard work to the
Air Force and the nation.

Your are to be congratulated and equally honored for the major role you played
as an Air Force (husband/wife). Thank you.

Sincerely

THOMAS S. MOORMAN, JR.
Lieutenant General, USAF
Commander

Notes:
1. All dates must be spelled out; for example, 31 October 1991.
2. Social convention is Mrs James G. Doe. You may use it, or use the
spouse's first name and initial. (Make sure the letter and certificate
match.)
3. Balance and center letter like a picture is centered in a picture frame.
4. Do not justify the right margin.
5. This is a sample letter used for guidance only.

10 S HOI 35-2 Attachment 6 14 June 1991

EXAMPLE OF SPOUSE LETTER
(USE APPROPRIATE LETTERHEAD)

(Date of Retirement Ceremony)

Mr or Mrs (Spouse's first and last name) (Note 2)
1234 Sesame Street
Colorado Springs, Colorado 80917

Dear Mr or Mrs (Spouse's Last Name)

As you and your (husband or wife) begin a new chapter in your lives, I want to
thank you for your many contributions and sacrifices to the Air Force over
(the last (XX) years, or the years). Your (husband's or wife's) success
through those years is directly attributable to the stability you provided
through many transitions.

Frequent moves, difficult tours, and extended separations placed great demands
on you as a cornerstone of the family. The direct results of your commitment
have been your (husband's or wife's) continued accomplishments and dedication
to the mission.

New beginnings bring new challenges that I am sure you will undertake with the
same enthusiasm you exhibited in the past. I wish you success and happiness
as you begin your new life together. Remember, you are always members of the
Air Force family.

Sincerely

THOMAS S. MOORMAN, JR.
Lieutenant General, USAF
Commander

Notes:
1. All dates must be spelled out; for example, 31 October 1991.
2. Social convention is Mrs James C. Doe. You may use it, or use the
spouse's first name and initial. (Make sure the letter and certificate
match.)
3. Balance and center letter like a picture is centered in a picture frame.
4. Do not justify the right margin.
5. This is a sample letter used for guidance only.