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Da 638 PDF Template

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The DA Form 638 serves as a vital tool within the U.S. Army for recognizing the achievements of soldiers through awards and decorations. This form is primarily used to recommend individuals for honors based on their exemplary service, valor, or heroism, particularly during wartime. It is crucial for maintaining accurate records of nominations, final decisions, and individual award case files. The form encompasses several sections, each designed to capture specific information about the soldier being nominated, including their name, rank, organization, and the reason for the award. Additionally, the form requires details about previous awards and the proposed presentation date. The recommendation process involves multiple layers of approval, ensuring that each nomination is thoroughly vetted. The DA Form 638 also emphasizes the importance of privacy, outlining how personal information may be disclosed in accordance with the Privacy Act. Understanding the purpose and structure of this form is essential for those involved in the awards process, as it not only facilitates recognition of outstanding service but also upholds the integrity and transparency of the military awards system.

Common mistakes

  1. Incorrect Personal Information: Failing to accurately fill out the soldier's name, SSN, or rank can lead to significant processing delays.

  2. Missing Signatures: Omitting required signatures from recommenders or authorities can result in automatic disapproval of the application.

  3. Incomplete Justification: Not providing specific examples of achievements or meritorious acts can weaken the nomination's impact.

  4. Incorrect Dates: Entering wrong dates for the award period or proposed presentation can create confusion and hinder approval.

  5. Neglecting Previous Awards: Failing to list any previous awards may lead to questions about the soldier's qualifications and achievements.

  6. Improper Award Recommendation: Recommending an award that does not align with the soldier's actions or achievements can lead to disapproval.

  7. Ignoring Privacy Act Statement: Not understanding the implications of the Privacy Act may result in overlooking important information that needs to be disclosed.

Misconceptions

Here are six common misconceptions about the DA Form 638, which is used for recommending military awards:

  • It is only for valor awards. Many people believe the DA Form 638 is exclusively for valor or heroism awards. In reality, it can be used for various types of awards and decorations, not just those related to acts of bravery.
  • Anyone can submit a nomination. While the form is accessible, only certain individuals, such as commanders or supervisors, are typically authorized to submit nominations for awards on behalf of service members.
  • It guarantees an award will be granted. Completing the DA Form 638 does not ensure that an award will be approved. The recommendation goes through multiple levels of review and approval, and each authority can choose to disapprove it.
  • Personal information is not important. Some may think that filling out personal details like the Social Security Number (SSN) or rank is unnecessary. However, this information is crucial for verifying eligibility and processing the award correctly.
  • All achievements must be extraordinary. There is a belief that only exceptional acts can be recognized. However, the form allows for a range of achievements to be documented, including consistent performance and dedication to duty.
  • Once submitted, the process is quick. Many assume that once the form is submitted, the award will be processed quickly. In fact, the approval process can take time due to the necessary reviews and potential delays at various levels of command.

Da 638 - Usage Guide

Filling out the DA Form 638 is an essential step in the process of nominating someone for an award. It requires careful attention to detail to ensure that all necessary information is provided accurately. After completing the form, it will need to be submitted through the appropriate channels for review and approval.

  1. Begin with Part I - Soldier Data. Fill in the following fields:
    • 1. Name (Last, First, Middle Initial)
    • 2. Date (YYYYMMDD)
    • 3. Rank
    • 4. Social Security Number (SSN)
    • 5. Organization
    • 6. Branch of Service
    • 7. Previous Awards
    • 8. Recommended Award
    • 9. Period of Award (From and To)
    • 10. Indicate reason for award and whether it is an interim or posthumous award.
    • 11. Proposed presentation date, if applicable.
  2. Proceed to Part II - Recommender Data:
    • 12. Name (Last, First, Middle Initial)
    • 13. Title/Position
    • 14. Address
    • 15. Rank
    • 16. Relationship to awardee
    • 17. Signature
  3. In Part III - Justification and Citation Data, provide detailed achievements:
    • 18. List specific bullet examples of meritorious acts or service (up to four achievements).
    • 19. Proposed citation for the award.
  4. Complete Part IV - Recommendations/Approval/Disapproval:
    • 20. Signature and date for intermediate authority, indicating approval or disapproval.
    • 21. Additional signatures and comments as required for further authorities.
  5. Finally, fill out Part V - Orders Data:
    • 22. Orders issuing HQ
    • 23. Name of orders approval authority
    • 24. Signature and date for orders approval.

Dos and Don'ts

When filling out the DA Form 638, it’s essential to approach the task with care and attention to detail. Here are some important do's and don'ts to guide you through the process:

  • Do ensure all names are written in the correct format: Last, First, Middle Initial.
  • Do double-check the dates, especially the award period, to avoid any discrepancies.
  • Do provide a clear and concise reason for the award, highlighting specific achievements.
  • Do include any previous awards the individual has received, as this can strengthen the nomination.
  • Do use bullet points for achievements to enhance readability and clarity.
  • Don't leave any sections blank; incomplete forms can lead to delays in processing.
  • Don't use vague language or generalizations; specific examples are crucial.
  • Don't forget to sign the form; an unsigned document is not valid.
  • Don't submit the form without reviewing it for errors or omissions.

By following these guidelines, you can help ensure that the DA Form 638 is filled out accurately and effectively, increasing the likelihood of a successful award nomination.

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Key takeaways

Filling out the DA 638 form requires careful attention to detail. Here are some key takeaways to consider:

  • The form is used to recommend individuals for awards and decorations.
  • Ensure that all personal information, such as name, rank, and SSN, is accurate and complete.
  • Clearly state the reason for the award in section 12, providing specific examples of achievements.
  • Be aware of the different types of awards and ensure the recommended award is appropriate for the achievements listed.
  • Use bullet points in the justification section to highlight specific acts of merit or service.
  • Disclosures of personal information are voluntary, but omitting them may delay processing.
  • Approval from intermediate authorities is required, and their signatures must be obtained in the designated sections.
  • Keep a copy of the completed form for your records, as it serves as documentation for the award process.

By following these guidelines, the process of completing the DA 638 form can be streamlined, ensuring that deserving individuals receive the recognition they have earned.