Army memorandums follow a specific format set by Army Regulation 25–50

Army Regulation 25–50 is the official document that tells soldiers and Army civilians how to write and send memorandums. It covers the layout, spacing, margins, what goes where on the page, and how to handle signatures. The regulation applies to most written communication within the Army, though some specialized offices (like the Judge Advocate General) have their own rules for certain documents.

The format exists so that memorandums look consistent across the entire Army and so that readers know where to find information quickly. A memo written in one unit should look the same as one written in another unit thousands of miles away. This consistency also makes it easier for filing systems and records management.

Key Takeaways

  • Army Regulation 25–50 sets the official memorandum format, including margins, spacing, and the order of elements like date, subject line, and signature block.
  • The standard Army memo uses a block format with no indentation, single spacing within sections, and double spacing between sections.
  • Memorandums must include a "FROM" line with the sender's rank and title, a "TO" line with the recipient's rank and title, and a clear subject line.
  • Signatures on Army memorandums can be typed, handwritten, or digital, depending on the situation and the regulation's current guidance on electronic records.
  • Copies and distribution lists go at the bottom of the memorandum, labeled as "DISTRIBUTION" or "COPIES FURNISHED TO," and follow a specific order of precedence.

The basic structure of an Army memorandum

An Army memorandum starts at the top with the date, written in the format "DD MONTH YYYY" (for example, "15 MARCH 2024"). Below that comes the "FROM" line, which includes the sender's rank, full name, and title or position. The "TO" line follows, with the recipient's rank, full name, and title.

Next is the "SUBJECT" line, which should be brief but specific enough that someone filing the memo or searching for it later can understand what it covers. The subject line is not a question and does not end with a period. Below the subject line, the body of the memo begins. The body uses single spacing within paragraphs and double spacing between paragraphs, with no indentation at the start of each paragraph.

At the end of the memo comes the signature block. This includes the sender's rank and name again, typed out, and space above it for a handwritten or digital signature. If the memo is being sent on behalf of someone else, the regulation allows for a signature by a subordinate, with notation showing who actually signed it.

Margins, spacing, and page layout

Army Regulation 25–50 requires one-inch margins on all four sides of the page. The text itself uses a standard font, typically Times New Roman or Courier New in 12-point size, though the regulation allows for other readable fonts. All text is left-aligned, not centered or justified.

The spacing between the date and the "FROM" line is one blank line. Between "FROM" and "TO" is one blank line. Between "TO" and "SUBJECT" is one blank line. Between the subject line and the body of the memo is two blank lines. This consistent spacing makes the memo straightforward to scan and gives it a professional appearance.

If the memo runs to more than one page, the second page and any following pages should have a header showing the recipient's name, the date, and the page number. The header appears one inch from the top of the page, and the body text resumes one inch below the header. This header format helps keep pages together if they are separated during filing or copying.

What goes in the "FROM" and "TO" lines

The "FROM" line must include the sender's full rank (not abbreviated), first name, middle initial or middle name, and last name. After the name comes the sender's title or position, such as "Commander, 2nd Battalion" or "Chief, Personnel Section." If the sender is writing on behalf of a higher-ranking officer, the regulation allows the subordinate to sign, but the "FROM" line still shows the higher-ranking officer's name and title, with a note indicating who actually signed.

The "TO" line follows the same format: rank, full name, and title. If the memo is going to multiple recipients, each one gets a separate "TO" line in the order they should receive it. The highest-ranking recipient or the primary recipient typically appears first. If there are many recipients, the regulation allows for a single "TO" line reading "DISTRIBUTION" or "ALL PERSONNEL," with the full list appearing at the bottom of the memo.

Subject lines and how to write them

The subject line tells the reader what the memo is about in as few words as possible. It should be specific enough to distinguish this memo from others on related topics. For example, "SUBJECT: Leave Policy" is too broad, while "SUBJECT: Changes to Emergency Leave Procedures for Deployed Personnel" is specific and useful.

Subject lines do not use all capital letters for every word, though the word "SUBJECT:" itself is capitalized. The line does not end with a period. If the subject line is very long, it can wrap to a second line, but the regulation recommends keeping it to one line when possible.

Signature blocks and authorization

The signature block appears at the end of the memo, with space for a handwritten signature above the typed name and rank. The sender's rank and full name are typed out, followed by the title on the next line. If the memo is being signed by someone other than the person named in the "FROM" line, the regulation requires a note such as "Signed by" or "For" before the signature block, showing who actually signed and in what capacity.

Army Regulation 25–50 recognizes typed signatures, handwritten signatures, and digital signatures as valid, depending on the circumstances and the current policy on electronic records. For memos sent electronically, a digital signature or a scanned image of a handwritten signature may be used. For printed memos, a handwritten signature is standard. The regulation does not allow a memo to be sent without any signature unless it is a draft or a working copy marked as such.

Distribution lists and copies

At the bottom of the memo, below the signature block, comes the distribution list. This section shows who else receives a copy of the memo and in what order. The regulation calls this section "DISTRIBUTION" or "COPIES FURNISHED TO." Recipients are listed by rank and name, in order of precedence: higher-ranking officers first, then subordinates, then external agencies or offices.

If a copy is going to someone outside the when ready chain of command, their title or office is included. For example, "DISTRIBUTION: Commander, 1st Brigade; Chief, Public Affairs Office; File." The word "File" at the end indicates that a copy is being kept in the unit's records. If there are many recipients, the list can continue on a second page, but the regulation recommends keeping the distribution list on the first page when possible.

Common mistakes and how to avoid them

One frequent error is using abbreviations for rank in the "FROM" and "TO" lines. The regulation requires the full rank spelled out: "Major" instead of "MAJ," "Sergeant First Class" instead of "SFC." Another mistake is inconsistent spacing or indentation in the body of the memo. The regulation specifies single spacing within paragraphs and double spacing between them, with no indentation.

A third common issue is an unclear or overly broad subject line. Readers should be able to understand the memo's purpose from the subject line alone. If the subject line is vague, the memo may be misfiled or overlooked. Finally, some writers forget to include a signature block or leave it unsigned. Every memo must have a signature block with a signature, whether handwritten, typed, or digital, unless it is explicitly marked as a draft.

Frequently Asked Questions

Can I use email instead of a printed memorandum?

Army Regulation 25–50 covers the format for official memorandums, which are typically printed or saved as formal documents. Email is often used for routine communication, but if the message is official, sensitive, or needs to be filed in the permanent record, it should follow the memorandum format. Many units now send memorandums as email attachments formatted according to the regulation.

What if I need to send a memo to someone outside the Army?

The regulation applies to Army communication. For correspondence with civilians or other agencies, you may use a standard business letter format instead. Your unit's public affairs office or administrative section can advise on the correct format for external communication.

Do I have to use a specific font?

The regulation requires a readable, standard font. Times New Roman and Courier New are common choices. Avoid decorative or unusual fonts. The font size should be 12 points. Check with your unit's administrative office if you are unsure whether a particular font meets the standard.

What happens if I sign a memo on behalf of my commander?

The "FROM" line still shows your commander's rank, name, and title. Below the signature block, add a note such as "Signed by Major Smith, Chief of Staff, for Colonel Johnson." This notation shows that the memo came from the commander's office but was physically signed by a subordinate.

Can I handwrite changes to a memo after it is signed?

Minor corrections can be initialed by the person who signed the memo, but extensive changes should result in a new version. If you need to make significant edits, rewrite the memo, have it signed again, and destroy the old version. This keeps the official record clear and prevents confusion.