US Army Letterhead: Official Format & Template

The United States Army uses a standardized letterhead format for official correspondence, defined by Army Regulation 25-50 (AR 25-50). This format is mandatory for all official Army letters, memorandums, and other written communications, ensuring consistency, professionalism, and traceability across the service.

Purpose and Authority of Army Letterhead

The Army letterhead is not merely a decorative header; it serves several critical functions. It identifies the issuing organization, provides a point of contact, and establishes the official nature of the document. The authority for this format comes from AR 25-50, which outlines the exact placement of the letterhead, the use of the Department of the Army (DA) seal, and the required elements of an official letter. This regulation applies to all Army personnel, including active duty, reserve, and National Guard, as well as civilian employees when conducting official business.

The letterhead typically includes the official seal or the organization’s distinctive unit insignia, the full name of the command or installation, and the complete mailing address. It may also include the official website and a phone number for the public affairs office. The purpose is to make the document immediately recognizable as official Army correspondence, which carries legal and administrative weight.

Key Components of the Official Format

AR 25-50 specifies the exact components and their placement. The standard format includes:

• Letterhead: The top of the page contains the official seal (usually the Department of the Army seal or a unit’s distinctive insignia) and the command name. The address is placed below the name, centered or left-aligned.
• Date: The date is placed a few lines below the letterhead, typically left-aligned. It is written in the military format (e.g., 12 October 2025).
• MEMORANDUM FOR: This line identifies the recipient. It is placed a few lines below the date, left-aligned, and uses all caps. Examples include “MEMORANDUM FOR SEE DISTRIBUTION” or “MEMORANDUM FOR ALL PERSONNEL.”
• SUBJECT: The subject line is placed below the “MEMORANDUM FOR” line, in bold, and is a concise statement of the document’s purpose. It should be specific and clear.
• Body: The body text is single-spaced, with a blank line between paragraphs. It is left-aligned, with no indentation. The first line of each paragraph is not indented.
• Signature Block: The signature block includes the rank, full name, and title of the sender. It is placed a few lines below the body, left-aligned. The signature is written in blue or black ink above the typed name.
• Enclosures: If there are attachments, the word “Encl” is placed a few lines below the signature block, followed by a description of the enclosure.
• Copies Furnished: If copies are distributed, “CF” is placed below the enclosure line, followed by the names of the recipients.

The official letterhead also includes the “Soldier’s Creed” or other unit motto in some cases, but this is not standard for all correspondence. The key is that the format is uniform across the Army.

How to Create an Army Letterhead Document

Creating an official Army letter is straightforward if you follow the format. Here are the steps:

1. Open a blank document in a word processor. Set the margins to 1 inch on all sides.
2. Type the letterhead at the top. If you are using an official template, it will already be there. If not, type the command name in bold, 14-point font, centered or left-aligned. Below it, type the address in 12-point font, left-aligned.
3. Insert the date two lines below the letterhead. Use the military format (e.g., 12 October 2025).
4. Type “MEMORANDUM FOR” in all caps, two lines below the date. Then type the recipient’s name or distribution list.
5. Type “SUBJECT:” in bold, two lines below the “MEMORANDUM FOR” line. Write a concise subject line.
6. Begin the body two lines below the subject. Use single spacing, left-aligned, with a blank line between paragraphs.
7. End with the signature block three lines below the last paragraph. Type your rank, full name, and title. Leave space for your signature.

Remember to use the official seal only if you have the proper authorization. The seal is a protected emblem and cannot be used for personal correspondence.

Common Mistakes and How to Avoid Them

Even experienced soldiers make errors in official correspondence. Some common mistakes include:

• Incorrect date format: Using “October 12, 2025” instead of “12 October 2025.”
• Missing or incorrect subject line: The subject should be specific, not vague like “Information.”
• Improper signature block: Forgetting to include the rank and title, or signing in the wrong color ink (must be blue or black).
• Using the wrong font: The standard font is Times New Roman, 12-point, but some commands may specify a different font (e.g., Arial). Always check your unit’s SOP.
• Incorrect spacing: The spacing between elements is strictly defined. Using extra blank lines can make the document look unprofessional.

To avoid these mistakes, always refer to AR 25-50 or your unit’s administrative office for a template. Many units have a standard template on their shared drive.

Official vs. Unofficial Letterhead

It is important to distinguish between official Army letterhead and unofficial stationery. Official letterhead is used for official business, such as orders, evaluations, and policy memorandums. It includes the DA seal or unit insignia and is subject to strict regulations. Unofficial stationery, often used for personal letters or informal notes, does not use the official seal and is not governed by AR 25-50. Using official letterhead for personal matters is a violation of Army regulations and can result in disciplinary action. Always use the appropriate format for the purpose of your correspondence.

Template for Army Letterhead

Below is a generic template that follows the AR 25-50 format. Replace the bracketed placeholders with your specific information. This template is for a standard memorandum.

Sample (fictional):

Frequently Asked Questions

Q: Can I use the Army letterhead for a civilian job application?
No. The Army letterhead is for official Army business only. Using it for personal purposes, including job applications, is prohibited and could be considered a violation of regulations.

Q: Where can I download an official Army letterhead template?
Official templates are typically available on your unit’s shared drive or from the administrative office. There are also unofficial templates online, but they may not be current. Always verify with your S1 (personnel) office.

Q: What font and size should I use?
AR 25-50 specifies Times New Roman, 12-point, as the standard. Some commands may allow Arial, but you should check your local SOP. The letterhead itself is often in a larger font size.

Q: Is the DA seal required on all letters?
No. The DA seal is used on official documents that require it, such as certificates and awards. For routine memorandums, the unit’s letterhead with the unit’s distinctive insignia is sufficient. The seal is a protected emblem and its use is restricted.

Q: Can I use the Army letterhead for a letter to my congressman?
Yes, if the letter is on official business. For example, a commander may write to a congressman about a military issue. However, the letter must be routed through the proper channels, often through the Public Affairs Office, and must follow the official format.

Q: What is the difference between a memorandum and a letter?
In the Army, a memorandum is used for internal correspondence, while a letter is used for external correspondence (e.g., to other government agencies or the public). Both use the same letterhead format, but the address block and salutation differ. For a letter, you typically include the recipient’s address and a salutation like “Dear Mr. Smith.”

Conclusion and Additional Resources

Mastering the Army letterhead format is a basic administrative skill that reflects professionalism. Always refer to AR 25-50 for the most current regulations, and when in doubt, ask your unit’s administrative NCO or officer. They can provide templates and guidance. Remember, the format is designed to make communication clear and official, so accuracy matters.

Related

• Sales Call Spreadsheet Template: What to Track
• Personal Information Sheet: What It Is & How to Fill One
• Nurse Brain Worksheet: What It Is & How to Use It