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Letter of Counseling (LOC): Memorandum

A written counseling memorandum in AR 25-50 format: the facts, the standard, the consequences, the right to respond, and the member's acknowledgment.

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What this worksheet covers

Name, rank, and unit prefill from your service profile.

Form details

  • Unit / organization (letterhead)

    The organization issuing the letter, as it appears under DEPARTMENT OF THE ARMY on the letterhead. Army letterhead is printed in capital letters.

  • Address (street, city, state, ZIP)
  • Office symbol

    Your office symbol, flush left on the second line below the letterhead. AR 25-50 allows the Army record number in parentheses after it, for example AFVL-BC-B (600-20a).

  • Date

    Flush right on the office symbol line. Date it when it is signed (for example, 26 August 2026).

  • Memorandum for (rank, full name, unit)

    Address it to the member by rank, full name, and unit.

  • Subject

    One subject, ten words or fewer (AR 25-50, para 2-4a(6)). Name the issue, for example "Letter of Counseling — Failure to Report".

  • Paragraph 1 — What happened (facts)

    State what the member did or failed to do: date, time, place, and what you or a witness observed. Facts only.

  • Paragraph 2 — The standard and the improvement expected

    Quote or cite the standard that was not met and say exactly what you expect from now on.

  • Paragraph 3 — Nature of the letter and consequences

    Say plainly that this is a nonpunitive counseling meant to correct behavior, and what further incidents may lead to. Do not promise a specific punishment.

  • Paragraph 4 — Right to respond and disposition

    Give the right to submit a written response, the deadline, and where the letter will be kept. Air Force / Space Force: 3 duty days under DAFI 36-2907. Army: set a specific window by local policy (commonly 3 to 5 duty days). Any response is attached and considered before a final decision.

  • Paragraph 5 — Acknowledgment and point of contact

    Tell the member to acknowledge receipt below. AR 25-50 puts the point of contact in the last paragraph.

  • Signature block — name (ALL CAPS)

    AR 25-50, para 6-4: the signer's name in capital letters on the first line, beginning at the center of the page on the fifth line below the text.

  • Signature block — rank and branch

    Rank and branch of service on the second line (for example, SSG, USA or 1LT, IN). Air Force memos (DAFH 33-337) use rank and service, for example "TSgt, USAF".

  • Signature block — title
  • Enclosures

    List supporting documents in the order the text mentions them. One enclosure: "Encl". More than one: "Encls" and number them.

  • Copies furnished

    Only people with a need to know.

  • Acknowledgment of receipt (member)

    The member's statement that they received the letter and understand the right to respond. The Air Force records this on a 1st Ind to the letter.

  • Member's intent
  • Member's signature (rank, name)
  • Date
  • Issuing authority's decision (after the response window)

    Record your decision after considering any response. The Air Force records this on a 2nd Ind, including whether the letter goes in a UIF.

  • Issuing authority's signature (rank, name)
  • Date
Draft / worksheet aid. Prepare it here, then transcribe into Signed memorandum kept in the unit counseling file or leader book (Air Force: the member's PIF, or a UIF if the commander decides to file it). This is not an official submission. Check it against the current official Memorandum (AR 25-50) before use.

How to fill out the Memorandum (AR 25-50)

A written, nonpunitive record that a member was told what they did wrong, what the standard is, and what happens if it continues. It is the step between a verbal correction and a formal reprimand, and it builds the paper trail a later action depends on. When: After a verbal correction did not fix the problem, or when the misconduct or substandard performance is serious enough that it needs to be on paper. Issue it promptly, while the facts are fresh.

Step by step

  1. Confirm the facts first: dates, times, places, witnesses, and the exact standard (regulation, order, SOP, or policy letter) that was not met.
  2. Fill the letterhead, office symbol, and date. Address it to the member by rank, full name, and unit.
  3. Paragraph 1: state what happened as observed facts. Paragraph 2: state the standard and exactly what improvement you expect.
  4. Paragraph 3: state that this is a counseling, not punishment, and what further incidents may lead to.
  5. Paragraph 4: give the right to respond, the deadline, and where the letter will be kept. Paragraph 5: tell the member to acknowledge receipt and give a point of contact.
  6. Sign it, hand it over in person, and have the member complete the acknowledgment the same day. Consider any response before you decide how to file it.

What a strong one looks like

  • Write like a witness, not a judge: "On 12 Aug 2026 you reported to the 0630 formation at 0645" beats "you are always late".
  • Cite the exact standard (for example, the company training schedule, AR 670-1, or the unit leave policy) so the member knows what right looks like.
  • Keep it to one page and one issue. AR 25-50 asks for short paragraphs, active voice, and one subject.
  • Air Force and Space Force: DAFI 36-2907 governs the LOC. The member acknowledges on a 1st Ind, normally has 3 duty days to respond, and the issuing authority records the final decision on a 2nd Ind. Use DAFH 33-337 memo format (FROM: line, and the signature block without the branch).
  • Navy and Marine Corps: use SECNAV M-5216.5 format (From/To/Subj/Ref/Encl). Written counseling is usually a Letter of Instruction, a NAVPERS 1070/613 (Page 13), a 6105 entry (Marines), or a nonpunitive letter of caution under JAGMAN 0105, which is not filed in the official record.

Common mistakes

  • Opinions and labels ("lazy", "bad attitude") instead of facts the member can check.
  • No deadline to respond, or deciding how to file it before the response window closes.
  • Calling it a reprimand, or threatening punishment you have no authority to impose. A reprimand filed in the official record is a different action with its own rules (AR 600-37; DAFI 36-2907).
  • Letting the member leave without signing the acknowledgment. If they refuse, note "member declined to sign" with the date, time, and a witness.
References: AR 25-50, Preparing and Managing Correspondence (memorandum format, para 2-4; signature block, para 6-4); AR 600-20, Army Command Policy, para 4-6 (nonpunitive corrective measures); ATP 6-22.1, The Counseling Process; AR 600-37, Unfavorable Information (if the letter becomes a filed reprimand); DAFI 36-2907, Adverse Administrative Actions (Air Force / Space Force LOC, LOA, LOR); DAFH 33-337, The Tongue and Quill (Air Force / Space Force memorandum format); SECNAV M-5216.5, Department of the Navy Correspondence Manual (Navy / Marine Corps); JAGMAN (JAGINST 5800.7 series), section 0105 (Navy / Marine Corps nonpunitive letters) Checked against the official source: Sep 2026 Official blank form

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