Da 638 Template

Da 638: Usage Instruction

Completing the DA Form 638 is essential for submitting a recommendation for an award in the U.S. military. Following the appropriate steps ensures that the nomination process runs smoothly and efficiently. Here’s how to fill out the form correctly:

1. Begin with Part I: Soldier Data
   • In section 1, provide the service member's name (Last, First, Middle Initial).
   • Enter the “FROM” date in YYYYMMDD format in section 2.
   • Fill in the rank of the soldier in section 5.
   • Provide the Social Security Number (SSN) in section 6.
   • Complete the organization in section 7.
   • Indicate the branch of service in section 9.
   • List any previous awards in section 8.
   • Detail the recommended award in section 10.
   • Specify the period of the award (FROM and TO dates) in section 11.
   • Indicate the reason for the award in section 12a.
   • If applicable, mark “YES” or “NO” for interim award (12b) and posthumous award (12c).
   • Provide the proposed presentation date if applicable in section 13.
2. Move to Part II: Recommender Data
   • Fill in the recommender's name in section 14.
   • Provide the recommender's address in section 15.
   • List the recommender’s title or position in section 16.
   • Enter the recommender's rank in section 17.
   • Include the recommender's signature in section 19.
3. Complete Part III: Justification and Citation Data
   • In section 20, outline specific achievements in bulleted form for up to four achievements.
   • Draft a proposed citation for the award in section 21.
4. Fill out Part IV: Recommendations/Approval/Disapproval
   • Intermediate authority must certify eligibility in section 22.
   • Complete names and signatures of intermediate authorities through sections 24 through 26, as required.
5. Finish with Part V: Orders Data
   • Fill in the orders issuing headquarters in section 27a.
   • List the permanent order number in section 27b.
   • Detail the approved award in section 29.
   • Provide the date in YYYYMMDD format in section 30.

1. What is the purpose of the DA Form 638?

   The DA Form 638, also known as the Recommendation for Award, is primarily used to nominate individuals for military awards and decorations. It is designed to document achievements and meritorious service of soldiers in the U.S. Army. By compiling comprehensive information about the nominee, the form helps military authorities make informed decisions regarding the bestowal of honors.

2. Who can fill out the DA Form 638?

   Any individual familiar with the soldier's achievements and who has the authority to make a recommendation can fill out this form. This typically includes supervisors, command officers, or peers who can provide a thorough justification for the award. The recommender must also sign the form, affirming the information provided is accurate and complete.

3. What personal information is required on the form?

   Several key details are required to complete the DA Form 638. This includes:

   • Name (last, first, middle initial)
   • Social Security Number (SSN)
   • Rank
   • Organization
   • Branch of Service
   • Previous Awards
   • Period of Award

   This information ensures proper identification of the individual being nominated for the award.

4. What kind of achievements should be documented?

   The form's sections for achievements allow the recommender to provide detailed accounts of meritorious acts or service. Specific examples of actions that demonstrate valor, heroism, or exceptional performance should be documented. This can include leadership effectiveness, mission accomplishments, and any contributions that significantly enhance unit performance.

5. How does the approval process work?

   The approval process for the award begins with the recommender submitting the DA Form 638 to their immediate authority for review. The form will then move up the chain of command, where various intermediate authorities will review and either approve, disapprove, or recommend upgrades or downgrades to the proposed award. Each level of authority must sign off on the form before it reaches final approval.

6. Can the DA Form 638 be used for posthumous awards?

   Yes, the DA Form 638 is applicable for posthumous awards. The form includes a specific section where it can be indicated if the award is being recommended posthumously. This provision ensures that soldiers who have made significant sacrifices receive the recognition they deserve, even after their passing.

7. What happens if the required personal information is not provided?

   While providing personal information on the DA Form 638 is voluntary, withholding it may result in delays in processing the application. Accurate and complete identification is essential for the timely evaluation and consideration of the award. Therefore, it is advisable to fill out all required sections diligently to avoid potential setbacks.

Filling out the DA 638 form can be a straightforward process, but many make common mistakes that can delay approvals or even lead to a disqualification. One frequent error is leaving out essential personal information. Fields such as the full name, Social Security Number (SSN), and branch of service must be filled in completely. Omitting even one detail can result in processing delays. Make sure to double-check the accuracy and completeness of this information.

Another common mistake involves the reason for the award. People often list generic achievements rather than providing specific examples. The section asking for meritorious acts or service should be as detailed as possible. Use bullet points to succinctly outline accomplishments. This clarity helps those reviewing the form easily understand the significance of the award being recommended.

Additionally, some applicants fail to verify the eligibility of the individual for the award being sought. Each type of award has specific requirements outlined in AR 600-8-22. Ignoring these guidelines might lead to automatic disapproval. Prior to submitting, ensure the individual meets all criteria for the recommended award.

Signatures create another area of confusion. It's crucial to ensure that all necessary parties sign the form before submission. This includes the recommender, intermediate authorities, and the approval authority. Missing a signature can hold up the process significantly. Always keep track of who needs to sign and in what order.

Lastly, the proposed presentation date often gets overlooked. Individuals can mistakenly leave this section blank or not provide a realistic date. This date can affect scheduling and planning for any formal award ceremonies. Always provide a specific date and confirm it aligns with the availability of the recipient and the approving authority.

The DA Form 638 is essential for recommending awards within the military. However, it is often accompanied by other forms and documents that help facilitate the process, ensuring that all necessary information is available for proper evaluation. Here are six commonly used forms and documents related to the DA Form 638:

• DA Form 4856: This is a development form known as the Sexual Assault Prevention & Response (SAPR) Counseling Form. It documents a soldier's performance and is often used to provide feedback and guidance on career development, performance, and personal conduct, which can support award nominations.
• DA Form 705: This form is used for recording the results of the Army Physical Fitness Test (APFT). Performance in physical fitness can be a critical metric when justifying an award or decoration, showcasing a soldier’s commitment and discipline.
• DA Form 2-1: The Personnel Qualification Record is a comprehensive summary of a soldier’s personal data, military service, and qualifications. It provides relevant background information that helps in assessing eligibility and merit for awards.
• DA Form 201: This is the Army Personnel Record Jacket, which contains a soldier's entire career documentation. It can include previous awards, evaluations, and disciplinary records useful for understanding a soldier's history while considering an award nomination.
• Narrative Statements: Often required alongside the DA Form 638, these documents provide detailed accounts of the specific actions or achievements that warrant recognition. They should highlight how the soldier went above and beyond their duties.
• Memorandum for Record: This internal document can be used to summarize the context of the award nomination or to provide additional explanations regarding the recommendations made in the DA Form 638, offering a clearer picture for the review authorities.

Utilizing these documents in conjunction with the DA Form 638 can greatly enhance the strength of an award nomination. Clarity, thoroughness, and attention to detail in the submission can lead to a more favorable outcome in recognizing deserving service members.

• DD Form 214: This form serves as a Certificate of Release or Discharge from Active Duty. Like the DA 638, it officially documents a service member's time, achievements, and overall service record.

• DA Form 3349: This is used to document medical profiles, similar to how the DA 638 documents achievements. Both forms record important information related to a soldier's status and capabilities.

• DA Form 1059: This form records academic achievements in military schools, akin to how the DA 638 captures significant achievements for awards. Both highlight accomplishments within the military.

• DA Form 6: This is a duty rosters form, used to keep track of assignments. Like the DA 638, it is used to maintain a detailed record of a soldier's responsibilities and honors.

• NDA (Non-Disclosure Agreement): While it focuses on confidentiality, it also reinforces the importance of trust and recognition, similar to how the DA 638 focuses on honoring service.

• AR 600-8-22: This regulation establishes the Army's military awards policy. It is similar in content and purpose to the DA 638, as both aim to standardize and document the process of awarding service members.

• DA Form 638-1: The predecessor to the DA 638, it served a very similar purpose in documenting award recommendations prior to updates and changes to the form.

• DA Form 5590: This form documents the movement of a soldier due to reassignment, similar to how the DA 638 reflects changes in recognition and honorable statuses.

• SF 180: The Standard Form 180 is used to request military records. Like the DA 638, it centers around service history and recognitions but from a transparency perspective.

• DA Form 870: Used to evaluate a soldier’s performance or character, it shares the goal of documentation found in the DA 638 to represent an individual’s merits and achievements.

When filling out the DA 638 form for award recommendations, clarity and accuracy are paramount. Here’s a collection of actions to consider, both what to do and what to avoid.

• Ensure accuracy: Double-check all personal information, including names and Social Security numbers, for correct spelling and numbers.
• Be specific: In the justification and citation sections, provide clear and detailed examples of achievements. This helps convey the significance of the award.
• Use complete names: Fill out names in full (Last, First, Middle Initial) to avoid confusion.
• Include the correct dates: Make sure to accurately list the dates for the period of the award.
• Seek input: Collaborate with colleagues for additional insights on the nominee’s achievements; collective input can strengthen the case.

• Avoid guesswork: Never leave fields blank. If information isn't available, write "N/A" instead of omitting it.
• Don’t generalize: Avoid vague descriptions. Specific examples of actions that led to the award help paint a clearer picture.
• Refrain from overstating qualifications: Always represent the nominee’s achievements truthfully without embellishments.
• Neglecting deadlines: Be mindful of submission timelines to prevent delays in processing the application.
• Underestimating review: Before finalizing the form, have someone review it for any typos or mistakes.

By following these guidelines, you can enhance the effectiveness of the DA 638 form and contribute to a successful award recommendation process.

There are several misconceptions regarding the DA Form 638, which is used for recommendations for awards in the military. Below are some common misunderstandings about this form:

• Misconception 1: The DA Form 638 is only for valor or heroic acts.

This is incorrect. The form is used for various types of awards, not solely for acts of valor or heroism. It covers all awards and decorations, including those for meritorious service.

• Misconception 2: Completing the form is unnecessary for awards below the Meritorious Service Medal.

This statement is false. The DA Form 638 is required for any type of award nomination, irrespective of the award's level.

• Misconception 3: Submission of the form is automatic, and no follow-up is necessary.

Submitting the form does not guarantee that the award will be processed. Following up is crucial to ensure that the nomination is reviewed.

• Misconception 4: There is no need to provide specific examples in the justification section.

It is essential to include specific bullet points detailing meritorious acts or services. This information strengthens the recommendation.

• Misconception 5: The form must be filled out by the nominee.

While nominees may provide input, the recommenders, who have knowledge of the contributions of the nominee, typically complete the form.

• Misconception 6: Public disclosure of information is not a concern with this form.

This is misleading. The Privacy Act allows certain disclosures, which may include information to public organizations, so confidentiality is an important consideration.

• Misconception 7: All awards change with the same process, regardless of rank.

Different awards and ranks have unique processing requirements. It is crucial to follow guidelines based on the specific award being recommended.

• Misconception 8: The process is similar for all branches of the military.

Each branch has its own procedures and policies governing the use of the DA Form 638. It is important to consult the relevant regulations for specific requirements.

• Misconception 9: The DA 638 form is obsolete and no longer in use.

This is incorrect. The form is current as of June 2017 and continues to be an essential tool for award nominations in the military.

• The DA Form 638 is essential for nominating individuals for military awards and decorations. Make sure to fill it out accurately to ensure proper consideration.

• Clear and specific bullet examples of achievements are crucial in justifying the nomination. Highlight relevant and significant acts of service to strengthen the case.

• Double-check the personal information, such as names, ranks, and Social Security Numbers. Any inaccuracies could delay processing.

• Submitting the form promptly is vital. Delays in paperwork can hinder timely recognition of deserving service members.

• Always include the reason for the award in Part I. This section sets the tone for the entire nomination and gives context to the achievements listed.

• Lastly, ensure that all involved parties review and sign the form before submission. This not only legitimizes the recommendation but also ensures all aspects of the nomination are agreed upon.