AR 25-50 Regulation 2025: Preparing and Managing Army Correspondence

Army Regulation 25–50, Preparing and Managing Correspondence, provides official Department of the Army policies, procedures, and standard formats for preparing and processing Army correspondence. It ensures clear, effective communication within the Army and with external entities.

This regulation defines the Army Writing Style, guiding Soldiers and DA Civilians to write clearly, professionally, and in alignment with Army values and expectations

What Is AR 25-50 and Why It Matters

AR 25-50 guides Army personnel on how to format, write, and send all official Army letters, memos, and emails. It outlines the three forms of correspondence authorized in the Army: a letter, a memorandum, and a message.

The regulation establishes the foundation of the Army’s writing style—a system built to make official Army writing more precise, organized, and effective. It emphasizes:

• Use of active voice
• Clear and concise language
• Proper grammar and punctuation

Additionally, AR 25-50 provides rules for using acronyms, abbreviations, and military terminology appropriately. By following this regulation, Army personnel will enhance their writing skills and contribute to professional, effective communication that reflects positively on themselves and the Army.

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1. Purpose and Scope of AR 25–50

“This regulation prescribes Department of the Army (DA) policies, procedures, and standard formats for preparing and processing Army correspondence.” (Para 1-1)

It applies to:

• The Active Army
• Army National Guard/Army National Guard of the United States
• The U.S. Army Reserve

Its goal is to establish a uniform standard for written communications across all Army components.

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2. Authorized Forms of Correspondence

AR 25–50 authorizes three forms of written communication:

“This regulation establishes three forms of correspondence authorized for use within the Army: a letter, a memorandum, and a message.” (Summary of Change)

Each form is used for specific communication types:

• Letter – For external communication and when a personal tone is appropriate.
• Memorandum – For internal communication or routine correspondence.
• Message – For rapid or time-sensitive transmission, usually electronically.

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3. Methods of Communication

“Conduct official business by personal contact, telephone, or Defense Switched Network (DSN) whenever possible and appropriate.” (Para 1-7a)

Communication tools include:

• Personal visits
• Telephone/DSN
• Email
• Instant messaging (Army Knowledge Online / Defense Knowledge Online)
• Memorandum for Record (MFR) for documentation

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4. Army Writing Style and Quality

Standards for Writing

“Effective Army writing is understood by the reader in a single rapid reading and is free of errors in substance, organization, style, and correctness.” (Para 1-36a)

Key Guidelines Include:

• Bottom Line Up Front (BLUF): Put the main point at the beginning.
• Use active voice: “SGT Jones passed the test” vs. “The test was passed by SGT Jones”.
• Keep sentences short (average 15 words).
• Avoid jargon, overly formal language, and passive constructions.
• Use “I,” “you,” and “we” instead of impersonal phrases like “this office”.

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5. Clear, Concise, and Correct Writing

“Write paragraphs that, with few exceptions, are no more than 10 lines.” (Para 1-37b(3))
“Use correct spelling, grammar, and punctuation.” (Para 1-37b(5))

AR 25-50 also requires:

• Proofreading even when spell check is used
• Avoiding repetitive language
• Specific word choice to reduce ambiguity

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6. Capitalization Standards

“Capitalize the word ‘Soldier’ when it refers to a U.S. Army Soldier.”
“Capitalize ‘Family’ when it refers to U.S. Army Family or Family members.”
“Capitalize ‘Civilian’ when it refers to DA civilians and is used in conjunction with Soldier and/or Family.” (Para 1-13)

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7. Formatting and Appearance

Fonts and Paper

• Font: Arial, 12-point (preferred)
• Paper: 8½ x 11-inch white paper
• Margins: 1 inch on all sides
• Ink: Blue or black for signatures; black for stamps

Letterhead and Dates

• Use computer-generated letterhead on the first page of memorandums and letters (Para 1-16).
• Express dates as “1 January 2013” or “1 Jan 13” (Para 1-23).

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8. Memorandums and Letters

Memorandums (Chapter 2)

• Used for internal and federal correspondence
• Composed of: Office symbol, date, MEMORANDUM FOR line, subject, body, and signature block

“Use the memorandum for correspondence within a department or agency…” (Para 1-7b)

Letters (Chapter 3)

• Used for correspondence to:
  • The President, Vice President
  • Members of Congress
  • Foreign officials
  • Families of Soldiers

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9. Abbreviations, Acronyms, and Military Terms

“Use abbreviations and brevity codes authorized in AR 25–52 for memorandums.” (Para 1-14a)
“Do not use military abbreviations, brevity codes, acronyms, or military jargon in letters addressed to persons outside DOD.” (Para 1-14b)

Spell out acronyms on first use, and use only those the recipient is expected to understand.

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10. Signature Blocks and Authority Lines

“Begin the signature block in the center of the page on the fifth line below the authority line.” (Para 2-4c(2)(a))

Chapter 6 and Appendix D provide detailed guidance for:

• Active duty
• Civilian employees
• Retired personnel
• Army Reserve personnel

“Standardizes signature blocks for all retired military personnel.” (Summary of Change)

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11. Email and Electronic Communication

“Use email to transfer organizational and individual information.” (Para 1-7d)
“Use instant messaging… facilitating communications with offices in multiple or distant locations.” (Para 1-7e)

When important decisions are made via email or instant messaging, record them in an MFR.

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12. Distribution, Enclosures, and Filing

“Number and attach all enclosures in the same order they are mentioned in the body of the correspondence.” (Para 1-32)
“Maintain file copies according to Army recordkeeping system requirements (see AR 25–400–2).” (Para 1-19a)

Also:

• Use “CF:” for copy furnished
• Use “cc:” for courtesy copies in letters
• Use “SEE DISTRIBUTION” when addressing 5+ recipients

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13. Correspondence Hierarchy and Addressing Protocol

“Address correspondence and envelopes as prescribed in AR 25–51 and chapter 5 of this regulation.” (Para 1-26)
“See Appendix C for proper forms of address, salutation, and complimentary close.”

Titles, salutations, and protocol order are critical in formal military correspondence, especially when addressing high-ranking or external officials.

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14. Tone and Courtesy

“Avoid jargon.”
“Use ‘I,’ ‘you,’ and ‘we’ as subjects of sentences.” (Para 1-37b)

The Army Writing Style requires a professional, courteous tone with direct and respectful language, avoiding unnecessary complexity.

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15. Editing and Proofreading

“Use electronic spell check when available but always proofread…” (Para 1-10)

AR 25–50 highlights that no software can substitute a careful, human review of important correspondence.

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16. Classified and Sensitive Correspondence

“Correspondence containing classified information will be safeguarded as prescribed in AR 380–5.” (Para 1-20a)

“Use chapter 8 and AR 380–5 for detailed instructions on marking and downgrading correspondence.” (Para 1-20b)

This includes FOR OFFICIAL USE ONLY (FOUO) and Controlled Unclassified Information (CUI).

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17. Electronic and Auto-Pen Signatures

“Auto-pen signature.” (Para 6-10)

While electronic signatures are acknowledged, AR 25-50 focuses more on physical formats. For broader digital guidance, refer to AR 25–1 or other IT-related policies.

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18. Recordkeeping and Retention

“Records of delegations of signature authority must be created and maintained in accordance with AR 25–400–2.” (Para 1-35)

Documents, copies, and file management must comply with the Army Records Information Management System (ARIMS).

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Conclusion

AR 25–50 is more than just a regulation—it’s a blueprint for how the Army communicates. By following its guidance, personnel ensure their writing is clear, correct, and professional, reflecting the standards expected of Soldiers and DA Civilians.

Whether you’re drafting a memo, sending an email, or responding to a senior official, AR 25–50 ensures you’re communicating the Army way—efficiently, respectfully, and effectively.

AR 25-50 Army Regulation: Frequently Asked Questions

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What is AR 25-50 summary?

“This regulation prescribes Department of the Army (DA) policies, procedures, and standard formats for preparing and processing Army correspondence.” (Para 1-1)

AR 25–50 establishes guidelines for creating and managing official Army correspondence such as letters, memorandums, and messages. It also defines the Army Writing Style, which promotes writing that is clear, concise, and effective, using active voice, correct grammar, and professional tone to support efficient communication.

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What font size is AR 25-50?

“A font with a point size of 12 is recommended.”
“Preferred type font is Arial.” (Para 1-17a–b)

While Arial 12-point is recommended, the regulation allows for readable fonts and formatting that maintain clarity and professionalism. Fonts like Times New Roman are commonly used but not explicitly named in AR 25-50.

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When was the last time the AR 25-50 regulation was updated?

The most recent administrative revision is dated 6 July 2015, while the major revision of the regulation took effect on 17 May 2013.

“This administrative revision, dated 6 July 2015… This major revision, dated 17 May 2013…” (Summary of Change)

⚠️ The date “10 October 2020” is not listed in the current version of the regulation PDF (AR 25-50, effective June 2013, administratively revised in July 2015).

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What is the Army regulation for Army writing style?

AR 25-50 is the regulation that establishes the Army Writing Style.

“Effective Army writing is understood by the reader in a single rapid reading and is free of errors in substance, organization, style, and correctness in accordance with PL 111–274.” (Para 1-36a)
“Army writing will be concise, organized, and to the point.” (Para 1-36b)

It emphasizes:

• Putting the main point up front (BLUF)
• Using active voice
• Avoiding jargon
• Correct grammar and punctuation
• Use of ‘I,’ ‘you,’ and ‘we’ for clarity (Para 1-37)

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How can a Soldier write a recorded memorandum for the Army?

Soldiers can use a Memorandum for Record (MFR) to document meetings, conversations, or informal decisions. The proper formatting is provided in AR 25-50, Chapter 2, Paragraph 2-7.

“Use the MFR to show the authority or basis for an action taken. You may also use the MFR to document informal meetings or telephone conversations when official business was conducted.” (Para 2-7a)

Requirements for a recorded memorandum:

• Include the office symbol, date, and subject line
• Clearly state the purpose and provide any supporting background information
• Use clear, professional, concise language
• Follow formatting standards for signature blocks, margins, and paragraph structure as shown in Figure 2–17 of AR 25–50
• File according to Army recordkeeping rules (AR 25-400-2)

AR 25-50 Regulation Download

You can download the comprehensive AR 25-50 army regulation guide for printing.