Da 638 Template

Guidelines on Filling in Da 638

Filling out the DA Form 638 for recommending an award requires thorough attention to detail to ensure that all information is accurately entered. This form plays a critical role in recognizing the achievements and valor of military personnel, by outlining the reasons and justifications for their nomination for military awards. The process involves several sections that must be completed correctly to facilitate the consideration and eventual granting of the award.

1. Begin by filling out the Soldier Data portion (PART I) of the form:
   • Enter the name of the individual being recommended for an award, starting with the last name, followed by the first name, and middle initial.
   • Fill in the date using the YYYYMMDD format.
   • Proceed to enter the rank, social security number (SSN), and branch of service of the individual.
   • Include information about the organization, previous awards, the recommended award, and the period of award from and to dates.
   • Indicate whether the award is for valor/heroism/wartime, if it is an interim award, and if it should be considered for a posthumous award.
2. In PART II - RECOMMENDER DATA, provide details of the individual recommending the award:
   • Enter the name (last, first, middle initial), address, title/position, rank, and relationship to the awardee.
   • The recommender must sign the form, indicating their endorsement of the recommendation.
3. For PART III - JUSTIFICATION AND CITATION DATA, articulate the specific achievements that warrant the award. Utilize bullet points to detail each meritorious act or service, then draft the proposed citation that succinctly summarizes these achievements.
4. In PART IV - RECOMMENDATIONS/APPROVAL/DISAPPROVAL, certifiers and authorities involved in the approval process must fill in their sections. This includes:
   • Validation of the nominee's eligibility for the award.
   • Signatures, dates, and recommendations from intermediate authorities and approval authority indicating their concurrence or non-concurrence with the recommendation, along with any comments they may have.
5. The PART V - ORDERS DATA section involves details of the orders issuing headquarters, the name and rank of the orders approval authority, along with their signature. Also, enter the approved award name, the date of approval, and distribution details.
6. Ensure all addendum sections relating to intermediate authority recommendations are filled in if applicable, following the guidance provided in the parts above.

After completing all the required sections, review the form for accuracy and completeness. Submit the completed DA Form 638 to the designated processing authority for further action. This submission initiates the formal consideration process, where the recommendation will be evaluated, and the award decision finalized.

What is the DA Form 638 used for?

The DA Form 638 is primarily used to recommend individuals for awards and decorations within the Army. It serves as a formal record for nominating soldiers for recognition of their valor, heroism, wartime service, and achievements beyond the call of duty. This form plays a crucial role in the evaluation and documentation process for military awards, aligning with the guidelines stated in the Army Regulation 600-8-22.

Who has the authority to submit a DA Form 638?

Submission of the DA Form 638 is typically initiated by a member of the military who holds a supervisory or command position over the individual being recommended. This can include a wide range of ranks and positions, from team leaders and supervisors to commanding officers. The key requirement is that the submitter has direct knowledge or testimony of the nominee's meritorious acts or service that justifies the award.

What information is required to complete the DA Form 638?

Completing the DA Form 638 requires several pieces of critical information, organized into different parts:

1. Soldier Data: This includes the nominee's name, rank, social security number (SSN), organization, and branch of service. Previous awards and the period of the award are also noted here.
2. Recommender Data: Information about the individual recommending the award, including their name, title/position, rank, address, and their relationship to the awardee.
3. Justification and Citation Data: This section is dedicated to describing specific achievements that justify the award. It includes detailed bullet examples of the nominee's meritorious acts or service.
4. Recommendations/Approval/Disapproval: This part records the certification of eligibility, intermediate authority's recommendation, and the final approval or disapproval, including any upgrades or downgrades to the recommended award.

Additional sections include the proposed presentation date, interim and posthumous awards, and orders data for approved awards.

Can DA Form 638 be used for posthumous awards?

Yes, the DA Form 638 can be used to recommend individuals for posthumous awards. There is a specific section on the form to indicate whether the nomination is for a posthumous award. This allows the Army to honor the valor and service of soldiers who have made the ultimate sacrifice, ensuring their legacy is acknowledged and remembered.

What happens after a DA Form 638 is submitted?

After submission, the DA Form 638 undergoes a multi-level review process for consideration and approval. This process includes:

• Evaluation by the nominee's commanding officers and superiors, who make initial recommendations and approvals.
• Further review by intermediate and higher authorities, who assess the justification and verify eligibility according to Army Regulation 600-8-22.
• If approved, the award is formally authorized, and arrangements for the presentation ceremony are made. The decision, along with the award details, is recorded in the individual's military personnel file.

This structured process ensures that each nomination is thoroughly vetted and that awards are given in recognition of truly meritorious service.

Filling out the DA Form 638, a form used for recommending military awards, requires attention to detail and an understanding of specific instructions. However, mistakes can happen. Here are five common errors made when filling out this form:

1. Incorrect or incomplete personal information: The form requires detailed personal information including the service member's full name, rank, and Social Security Number (SSN). Often individuals may skip details or input incorrect information, leading to processing delays or identification issues.
2. Failing to reference the correct regulations: DA Form 638 instructions mention specific chapters and paragraphs of the Army Regulation 600-8-22. Overlooking these references can result in misunderstanding the criteria for the award, which can lead to incorrect or inadequate justification being provided.
3. Inaccurate description of achievements: The form has a section for listing specific achievements that justify the award. Sometimes, the achievements are either too vague, not directly related to the criteria of the award, or exaggerated, which can undermine the credibility of the recommendation.
4. Omitting supporting documentation: Recommendations for awards often require evidence or supporting documentation. A common mistake is not attaching these documents or citing them in the justification and citation data section, which makes it challenging to verify the achievements listed.
5. Improper formatting of the proposed citation: The proposed citation must be concise, accurate, and formatted according to the guidelines. Mistakes often include excessive length, grammatical errors, or failing to highlight the key achievements that warrant the award.

Avoiding these mistakes requires careful review of the form's instructions, attention to detail, and thorough preparation of the justification and supporting documents. Doing so not only honors the achievements of the individual but also ensures the integrity of the awards process.

When processing the DA Form 638, which is a recommendation for an award, several other forms and documents are often used in conjunction to provide a comprehensive view of the candidate's eligibility and achievements. These documents support the recommendation by offering detailed evidence, verification of service, and endorsement from commanding officers or other pertinent authorities.

• DA Form 705: Physical Fitness Test Scorecard - This form records the physical fitness test results of the service member, demonstrating their physical capabilities and readiness.
• DA Form 1059: Service School Academic Evaluation Report - It evaluates the service member’s performance during formal military training, reflecting their academic achievements, leadership, and potential for future service.
• DA Form 2142: Pay Inquiry - Although primarily used for pay issues, it can sometimes provide necessary information regarding a service member's financial responsibilities and stability.
• DA Form 2823: Sworn Statement - This form can be used to collect testimonies or statements from witnesses or individuals who can vouch for the character and actions of the service member being considered for an award.
• DA Form 3355: Promotion Point Worksheet - Shows the account of the service member's promotion points, which can be indicative of their overall performance and achievements within the military.
• DA Form 4856: Developmental Counseling Form - Documents counseling sessions a service member has undergone, showing their development, challenges, and improvements over time.
• NCO Evaluation Report (NCOER) / Officer Evaluation Report (OER) - These evaluation reports provide a comprehensive overview of the service member’s performance, leadership qualities, and contributions to their unit, crucial for award considerations.
• DA Form 5500 / DA Form 5501: Body Fat Content Worksheet (Male/Female) - Records the body fat measurements, ensuring the service member meets the Army's physical fitness and readiness standards.
• Letters of Recommendation: Written by peers, subordinates, or superiors, these letters provide personal accounts of valor, leadership, and dedication, supporting the case for an award.

Together, these documents form a dossier that highlights the service member's qualifications for the recommended award. They offer a holistic view of the candidate's service record, physical fitness, leadership qualities, personal development, and the esteem in which they are held by their peers and superiors. This comprehensive approach ensures that the awarding authorities have all necessary information to make an informed decision regarding the award recommendation.

The DA Form 638 is a document used in the U.S. Army to recommend personnel for awards and decorations, recognizing their service, achievements, or valor. Various other forms and documents, both within military contexts and in civilian sectors, share similarities with the DA Form 638 in terms of their structure, purpose, and use. Here is an overview of eight such documents:

• Navy and Marine Corps Commendation Medal (NAVMC) 11533: This form is used in the Navy and Marine Corps to recommend individuals for commendation medals, mirroring the DA Form 638’s use in the Army for recommendation purposes. Both forms require similar data about the nominee and the details of the meritorious acts.
• Air Force Form 1768, Staff Summary Sheet: While primarily a tool for summarizing information for staff review, the Air Force Form 1768 shares the DA Form 638's aspect of facilitating decisions on commendations by compiling pertinent details for approval authorities.
• OPM Form 1300, Recommendation for Award: Utilized in civilian federal employment, the OPM Form 1300 is analogous to DA Form 638 in its function of recommending individuals for awards, albeit in a non-military context, demonstrating the broader application of such recognition practices.
• Coast Guard Medal Recommendation Form: This document serves a similar purpose within the U.S. Coast Guard, recommending personnel for various medals and awards. Its structure and the required information closely resemble that of the DA Form 638.
• DD Form 214, Certificate of Release or Discharge from Active Duty: Though it serves as a record of service rather than a recommendation, the DD Form 214 shares the feature of documenting achievements and commendations, akin to how the DA Form 638 recommends awards for service and valor.
• DD Form 1556, Request, Authorization, Agreement, Certification of Training and Reimbursement: This form is used for requesting authorization for training within the Department of Defense. Its similarities to the DA Form 638 lie in the procedural aspects of applying for benefits based on service and achievements.
• Performance Appraisal Forms (Various Agencies): Generic performance appraisal forms across military and civilian sectors share the DA Form 638's objective of evaluating and documenting the performance and achievements of individuals, often leading to recommendations for awards or other recognitions.
• Joint Service Achievement Medal (JSAM) Recommendation Form: This form is utilized across different branches of the U.S. military for recommending service members for the Joint Service Achievement Medal. It embodies principles similar to the DA Form 638, focusing on recognizing meritorious service that benefits the Department of Defense as a whole.

Each of these documents, in their respective domains, plays a crucial role in acknowledging and rewarding the contributions and achievements of individuals, highlighting the universal importance of formal recognition in fostering excellence and dedication.

Filling out the DA Form 638, a recommendation for award document, requires careful attention to detail and thoroughness. The importance of correct and concise information cannot be overstated, as it greatly influences the consideration of nominations for awards and decorations in the military. Below are some critical dos and don'ts to keep in mind when completing this form:

• Do thoroughly review the instructions outlined in AR 600-8-22 before beginning to fill out the form to ensure compliance with the specific requirements for valor/heroism/wartime and all awards higher than the M8M.
• Do provide comprehensive and precise details for each section, ensuring all information about the nominee and recommender is accurate and complete.
• Do use specific bullet examples of meritorious acts or service in the justification and citation data section to clearly demonstrate the individual's achievements.
• Do double-check the nominee’s personal information, including the correct spelling of names, rank, and service numbers, to avoid any discrepancies or delays in processing.
• Don't forget to indicate if the award is interim or posthumous where applicable, as failing to do so could result in inaccurate processing of the award.
• Don't include unnecessary or irrelevant information in the citation or justification sections, as this can detract from the main achievements being recognized.
• Don't overlook obtaining the necessary signatures in Part IV from recommending and approval authorities, which are essential for the form’s validity.
• Don't neglect to verify the completeness and correctness of the form before submission, as errors or omissions may lead to delays or rejection of the award recommendation.

Approaching the completion of the DA Form 638 with diligence and attention to the details of both achievements and administrative requirements ensures a smooth process and honors the deserving individuals’ contributions accurately and effectively.

Understanding the DA Form 638 can sometimes be a challenge due to a variety of misconceptions surrounding its use and purpose. Here we aim to clear up some of these common misunderstandings.

• It's only for combat awards: A common misconception is that the DA Form 638 is exclusively for valor or combat-related awards. Although it is used for such awards, the form is actually for recommending a wide range of military awards, including those for meritorious service, achievement, and retirement, not strictly valor or combat.

• Personal information is at risk: Concerns about the privacy of the personal information provided in the DA Form 638 are often exaggerated. The form does indeed require personal details like SSN, but it operates under strict privacy policies as outlined in the Privacy Act Statement on the form itself to protect this information.

• Any military member can initiate the form: It's a common belief that any service member can initiate a DA Form 638 for themselves or others. However, recommendations usually must be initiated by someone in the service member’s chain of command or a superior who has direct knowledge of the individual’s meritorious service or achievements.

• Submission guarantees an award: Submitting a DA Form 638 does not guarantee that the recommended award will be approved. The decision is subject to a thorough review process involving multiple levels of command, and the recommendation can be approved, disapproved, upgraded, or downgraded.

• It is a complicated process: While the form requires attention to detail and specific information, the process is straightforward. Guidance is provided in Army Regulation 600-8-22, and individuals filling out the form can seek assistance from their chain of command or administrative staff.

• Only heroic acts warrant recognition: While acts of valor and heroism are recognized, the DA Form 638 is also used for recognizing service that goes above and beyond in non-combat roles. This can include exemplary performance in administrative duties, outstanding training achievements, and significant improvements to programs or operations.

• There's one standard form for everyone: While the DA Form 638 is standard, the documentation and justification for awards can vary significantly based on the award being recommended. Specific instructions and criteria for different awards are outlined in AR 600-8-22.

• The process is immediate: The belief that awards will be processed and presented immediately after submission is incorrect. The review process, from recommendation to approval and finally to presentation, can take time. Patience is essential as the form makes its way through the necessary channels.

Cleaning up these misconceptions helps demystify the process surrounding military awards and the use of DA Form 638, making it more accessible and understandable for those engaged in military service.

Understanding the DA Form 638, a crucial document for recommending military awards, is essential for both service members and their leaders. Here are seven key takeaways to ensure the form is filled out and used correctly:

• Authority and Purpose: DA Form 638 is governed by Army Regulation 600-8-22, which outlines the criteria for military awards. The form serves to recommend individuals for awards and decorations based on their service and achievements.
• Completeness is Crucial: Every section of the form should be filled out with accurate information. This includes personal data, the reason for the award, and a detailed justification of the merits justifying the recommendation.
• Specificity in Justification: The justification section must include specific examples of achievements or meritorious service. This is where the recommender outlines why the individual deserves the award, with clear, bullet-pointed examples.
• Recommendation Level: For valor, heroism, wartime, and higher-level awards, refer to Chapter 3 of AR 600-8-22 for special instructions. Not all awards require the same level of documentation or approval.
• Privacy Considerations: The form requires personal identifiable information, including the Social Security Number (SSN) of the nominee. It's essential to handle and transmit this form securely, respecting the nominee's privacy throughout the process.
• Approval Chain: The DA Form 638 must be reviewed and signed by intermediate and approval authorities, including recommendations for approval, disapproval, or modification of the award. Pay attention to the hierarchical steps outlined in the form instructions.
• Timeliness: Submission deadlines can vary based on the award type. Ensure that the form is submitted well in advance of any ceremonies or official deadlines to allow adequate time for review and processing.

By adhering to these guidelines and properly completing the DA Form 638, service members can be appropriately honored for their contributions, valor, and service.