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DoD 5110.4-M, “Manual for Written Material”

DESCRIPTION:

This Manual reissues DoD 5110.4-M in accordance with the authority in DoD Directives 5105.53 and 5110.4 to provide guidance for managing the correspondence of the Secretary of Defense (SecDef), Deputy Secretary of Defense (DepSecDef), and Executive Secretary (ExecSec) of the Department of Defense as well as OSD and DoD Component correspondence.

IMPORTANT NOTE:

Guidance for Suspense Requirements has been updated as of 25 February 2016. The most recent guidance is reflected at this link and will differ from the PDF below. The changes will be reflected in the next revision of the Manual for Written Material.

DOWNLOADABLE PDFs:
Title Description PDF
Number 5110.04-M-Vol 1 Dated October 26, 2010 Describes the administrative processes for OSD and DoD correspondence, to include providing procedures for preparing and submitting SecDef, DepSecDef, and ExecSec correspondence. Open PDF
Number 5110.04-M-Vol 2 Dated October 26, 2010 This Volume provides examples and reference material for SecDef, DepSecDef, and ExecSec correspondence and OSD and DoD Component correspondence. Open PDF

Downloadable Templates

See the Templates page for additional templates.

Title Description Word Document
Action Officer Correspondence Checksheet Use when performing action/info memo and/or signature item reviews. Download
DepSec Read Aheads Use to provide the DepSecDef an overview and summary of an event or meeting topic. Download
Multi-Memo Address Listing Shows the correct order and format of organizational titles for the different iterations of the multi-addressee memorandums forwarded for signature to the Secretary of Defense, Deputy Secretary of Defense, and Executive Secretary. Download
Presidential Retirement Letter Shows the correct format when preparing request for presidential retirement letter. Download
Secretary of Defense Action Memo How to prepare an action memo for the Secretary of Defense signature or decision. Download
Secretary of Defense Info Memo How to prepare an info memo for the Secretary of Defense. Download
Secretary of Defense Letter Use this letter for correspondence with individuals outside of the U.S. Government and for officials of other Federal Agencies. Download
Secretary of Defense Read Ahead Use to provide the SecDef an overview and summary of an event or meeting topic. Download
Secretary of Defense Retirement Letter Shows the correct format when preparing request for SecDef retirement letter. Download
Secretary of Defense Signature Memo How to prepare a memorandum for the Secretary of Defense signature. Download

Contact Us With Any Questions, Comments, or Concerns

Correspondence Management Division
Division Chief: (703) 695-9717
Classified Support Branch
Branch Chief: (703) 697-6131
Executive Support Branch
Branch Chief: (703) 693-7965
Records and Logistics Branch
Branch Chief: (703) 697-7473
Public Correspondence: (703) 697-8309
Correspondence Analysis Branch
Branch Chief: (703) 695-3133
Correspondence Management: (703) 695-3133
White House Liaison Office: (703) 695-6152
Correspondence Management: (703) 695-3133
Mailing Address
Washington Headquarters Services
Executive Services Directorate
1155 Defense Pentagon Washington DC 20301-1155