United States Army

SOLDIER SUPPORT

INSTITUTE

PREPARE CORRESPONDENCE

SOLUTION KEY (PROOF

READING)

LESSON PLAN # CAA2A153

TASK NO # 805C-42A-1002

1

INSTRUCTOR GUIDANCE FOR PRACTICAL EXERCISE

1. This practical exercise is to be completed after the Soldiers have typed the first PE for Type a Memorandum and before they turn it in for grading.

2. Make sure all Soldiers have finished typing the memorandum for PE 1. Have them hold their completed product until after completing PE 2.

3. Distribute the handout, Some Suggestions for Proofreading, and have the Soldiers read it. Also distribute the worksheet for PE 2.

4. Go over each point in the handout and, where applicable, point out where in AR 25-50 it is discussed.

5. Have the Soldiers complete the PE. Allow them 15 minutes to mark the errors.

6. After the Soldiers have marked the errors, go over the exercise in such a manner that they recognize all the errors and how to correct these errors. We suggest that you have a Soldier describe an error and the correction one at a time. Have different Soldiers discuss different errors. Continue this process until all the errors and corrections have been reviewed. DO NOT HAVE THE SOLDIERS TYPE A CORRECTED COPY OF THIS MEMORANDUM. However, you may want to have this memorandum typed as corrected as a supplemental exercise later in the course.

7. At the conclusion of this PE have the Soldiers apply the proofreading techniques practiced to their completed first PE for Type a Memorandum and correct all the errors before turning in that PE for grading. Subsequently, require all Soldiers to practice and apply proofreading for all the correspondence PEs and tests before they turn in their products for grading. This process is also applicable to any task that requires typing.

2

ERROR IDENTIFICATION FOR

PROOFREAD A MEMORANDUM

The margins at the top, right, and left are correct.

The letterhead should contain a four line address.

LINE ERROR

1 none 2 none

3 “g” in “georgia” should be capitalized.

4 none

5 none

6 none

7 Should have “:” after “S” and should have the year

"2016" 8 none

9 “AUGUST” should not be in all caps and date should

end at the right margin 10 none

11 Should be on third line below the office symbol.

Should not have “:” after “THRU” and should have a single space between “THRU” and “Commander.” Should have a comma after “Commander.”

12 none

13 none

14 Should be double-spaced between State name and zip

code.

3

Error Identification (Cont.)

LINE ERROR 15 none

16 none

17 Should start on 2d line below “FOR” address.

Should have the first “p” in “preparing” capitalized. No period at the end.

18 none

19 The first paragraph should start on the third line

below the subject line. Should not have “of AR 25-50” but include comma after “2-2.”

20 none

21 “test” should be “text” and “spaceing” should read

“Double-space.” 22 none

23 “consecutivvely” should be “consecutively”

24 none

25 none

26 none

27 “pragraph” should be “paragraph”. Should have “,”

after “subdivided.” 28 none

29 “a”, should be “a,”

30 none

4

Error Identification (Cont.)

LINE ERROR 31 Should have 2 spaces between “(1)” and

“Designate.” Need a semicolon after “parentheses” 32 none

33 Should have 2 spaces between “(2)” and “Do.”

34 none

35 Incorrect indenting: “(a)” should be directly below

“(2).” (Do not further indent third subdivision.) 36 none

37 Incorrect indenting.

38 none

39 none

40 Authority line should be on the second line below

the last line of the body of the memorandum. Authority line should be typed in all caps.

41 none

42 none

43 none

44 Should be on the fifth line below the authority

line (line 45). “e” in “encl” should be capitalized. No “:” needed after “encl.” Signature block should start at the center. Name should be in all caps.

5

Error Identification (Cont.)

LINE ERROR 45 “gs” should be in all caps

46 none

47 none

48 “CF” should be followed by a colon

49 Should include indication of “w/encl”

or “wo/encl.”

6

1 DEPARTMENT OF THE ARMY 2 Headquarters, 55

th Mechanized Infantry Division

3 Fort Stewart, Georgia 31314-9000 4 5 6 7 8

S: 18 September 2016

9 ATZI-DTI-R 10 August 2016 10 11 12 MEMORANDUM THRU Commander, 4

th Battalion, 80

th Infantry Division, Fort Stewart, Georgia

13 31314-9000 14 15 FOR Commander, Soldier Support Center, ATTN: ATZI-TI, Fort Stewart, Georgia 31314-9000 16 17 SUBJECT: Using and Preparing a Memorandum 18 19 20 1. Paragraph 2-2 defines the use of a memorandum. 21 22 2. Single-space the text of the memorandum; Double-space between paragraphs. 23 24 3. When a memorandum has more than one paragraph, number the paragraphs consecutively. 25 When paragraphs are subdivided, designate first subdivisions by the letters of the alphabet and 26 indent them as shown below. 27 28 a. When a paragraph is subdivided, there must be at least two subparagraphs. 29 30 b. If there is a subparagraph “a,” there must be a subparagraph “b”. 31 32 (1) Designate second subdivisions by numbers in parentheses; for example, (1), (2), and (3). 33 34 (2) Do not subdivide beyond the third subdivision. 35 36 (a) However, do not indent any further than for the second subdivision. 37 38 (b) This is an example of the proper indentation procedure for a third subdivision. 39 40 FOR THE COMMANDER: 41 42 43 44 45 Encl JOHN W. SMITH 46 COL, GS 47 Deputy Chief of Staff for Operations 48 49 CF: (w/encl)

Comdt, NCO Academy

SOLUTION KEY TO PE 2 – PROOFREAD A MEMORANDUM