Issuance Process

Issuance Process Graphic

Processing DoD Issuances - for OSD Components (not ODA&M) (updated 6/1/2023)

General Information
You will follow the procedures on this page and in DoD Instruction (DoDI) 5025.01, "DoD Issuances Program," to process all DoD issuances, whether you are creating a new issuance, reissuing an existing one, or changing or cancelling an issuance. More detailed processing procedures are available in Processing DoD Issuances. Training on processing issuances is offered bimonthly; for schedules and registration, click here.

The procedures on this page apply to issuances originating in OSD Components other than the Office of the Director of Administration and Management (DA&M). If you are in an DA&M office, including the Washington Headquarters Services, click here.

Issuance Submissions

Issuances and their supporting material must be submitted electronically by your focal point to the Directives Division for review through the DoD Issuances Portal (DoD PKI certificate required).
Stage 1A: Draft the Issuance
What You'll Do
- -- Determine if your issuance is a directive, instruction, manual, or directive-type memorandum.
- -- For new issuances, assign a number using our guidelines. You won’t need to assign a number if your issuance is a change or reissuance
- -- If you are reissuing or changing an existing issuance, contact the Directives Division at whs.mc-alex.esd.mbx.dod-directives@mail.mil for the current MS Word version of the issuance to work with.
- -- Follow the standards and use the DoD Issuance Style Guide and the Special Considerations Checklist while drafting your issuance.
- -- If you have information collections or forms in your issuance (see the Special Considerations Checklist), review the DoD Information Collections and DoD Forms Management Program websites for help.
- -- Prepare a draft (unsigned) DD Form 106.
Documents You'll Use
- -- A completed but unsigned DD Form 106
- -- Issuance Template (for new issuances or converting issuances in the old format)
- -- Charter Template (for Organizational and Management Policy Directorate, DA&M use only)
Resources You'll Need
- -- DoD Issuances Defined
- -- DoD Issuance Style Guide (Best practices for writing issuances and detailed formatting guide)
- -- DoD Issuance Style Guide, Addendum A
- -- DoD Issuance Numbering System
- -- Special Considerations Checklist (Guidance for Federal Register, Labor Relations, Privacy Act, Forms, etc.)
- -- DoD Forms Website
- -- Information Collections Website
- -- Using the Issuance Template's MS Word Features
- -- List of Signature Authorities (Guidance for who can initiate coordination, coordinate on issuances, and approve issuances)
- -- Authorized Component Coordinators (Includes specific designations about who can sign the DD Form 106 – DoD PKI certificate required)
Related Training / Additional Info
- -- Plain Writing Act of 2010
- -- Plain Language Online Training
- -- DoD Issuances Template Training
- -- Timelines for Coordination and Completion of DoD Issuances
- -- Action Officer Timeline Tool (right click to download Microsoft Excel document)
- -- Security and Classification Information:
  - -- DoDI 5230.09, “Clearance of DoD Information for Public Release”
  - -- DoDI 5230.29, “Security and Policy Review of DoD Information for Public Release"
- -- Information Security/Website Alert
Stage 1B: Coordinate Internally
What You'll Do

-- Using your Component's procedures, coordinate your issuance with any offices in your OSD Component and subordinate Defense Agencies or DoD Field Activities that have equity in your issuance. Your focal point can help you. Please Contact the Directives Division at whs.mc-alex.esd.mbx.dod-directives@mail.mil, if you are unsure who your focal point is.
-- Adjudicate and document comments using your Component's guidelines. You may use the DD Form 818-1 to collect comments.
-- Revise the issuance as appropriate.

Documents You'll Use

-- DD Form 818-1 (optional)
-- A revised clean copy (i.e., no track changes or comments) of your issuance

Resources You'll Need

-- DoD Issuance Style Guide (Best practices for writing issuances and detailed formatting guide)

-- DoD Issuance Style Guide, Addendum A

-- Using the Issuance Template's MS Word Features

Related Training / Additional Info
-- Plain Writing Act of 2010
-- Plain Language Online Training
-- DoD Issuances Template Training
-- Security and Classification Information:
-- DoDI 5230.09, "Clearance of DoD Information for Public Release"
-- DoDI 5230.29, "Security and Policy Review of DoD Information for Public Release"
-- Information Security/Website Alert
Stage 2A: Precoordination Review
What You'll Do

-- Send your issuance and DD Form 106 to your focal point for posting to either the classified or unclassified DoD Issuances Portal.
-- We'll assign your issuance to a compliance analyst and inform you by email of the suspense date.
-- Your compliance analyst will review your package to make sure it is complete and conforms to DoD issuance standards.
-- We'll return your edited package to you through the DoD Issuances Portal for necessary revisions. Contact your compliance analyst to discuss any questions or concerns.

Documents You'll Use

-- Your completed but unsigned DD Form 106

-- A clean copy (i.e., no track changes or comments) of your issuance

Related Training / Additional Info

-- Timeliness for Coordination and Completion of DoD Issuances

-- Action Officer Timeline Tool (right click to download Microsoft Excel document)
Stage 2B: Precoordination Revision
What You'll Do

-- Revise your issuance and DD Form 106 as directed by your compliance analyst. Contact your compliance analyst to discuss any questions or concerns
-- If we tell you a second precoordination review is required, send the revised package to your focal point for posting to either the classified or unclassified DoD Issuances Portal.
-- The next stage, legal objection review, is optional for non-Federal Register issuances. If you are requesting a legal objection review from the Office of the General Counsel (OGC), go to Stage 2C. If not, go to Stage 2D.

Documents You'll Use

-- Your completed but unsigned DD Form 106
-- Your edited issuance

Resources You'll Need

-- DoD Issuance Style Guide (Best practices for writing issuances and detailed formatting guide)

-- DoD Issuance Style Guide, Addendum A

-- Using the Issuance Template's MS Word Features

Related Training / Additional Info

-- Plain Writing Act of 2010
-- Plain Language Online Training
-- DoD Issuances Template Training
Stage 2C: Legal Objection Review
What You'll Do

This stage is optional if your issuance isn’t going to be published in the Federal Register.

-- Send your revised issuance and DD Form 106 to your focal point for posting to either the classified or unclassified DoD Issuances Portal.
-- Your compliance analyst will quickly check your material to make sure it meets required standards and will tell the Directives Administrator when it is ready for release.

-- We’ll release the action on the Portal to OGC for review. The Portal will send you an email notifying you of the action, including the  suspense date and a copy of the latest version of the issuance package. Be sure to use that version moving forward.

-- OGC will review your issuance to make sure it complies with the law. Be sure to make the changes that were identified as legal issues. Discuss and resolve any concerns with the attorney assigned to your issuance.


Documents You'll Use

-- Your completed but unsigned DD Form 106
-- A clean copy (i.e., no track changes or comments) of your issuance


Related Training / Additional Info
-- What Do I Do During Legal Review?
Stage 2D: DD Form 106 Signature
What You'll Do

-- If you got a legal objection review:

-- Adjudicate all OGC comments.
-- If possible, don't make additional changes to your issuance or DD Form 106 other than those specified by OGC. If you do need to make changes, talk to the lawyer who reviewed your issuance to make sure your changes don't raise any legal concerns.
-- Follow your component's internal guidelines to get the DD Form 106 signed in accordance with the List of Signature Authorities and Authorize Component Coordinators.

Documents You'll Use

-- Your completed but unsigned DD Form 106

-- A clean copy (i.e., no track changes or comments) of your issuance

Resources You'll Need
-- List of Signature Authorities (Guidance for who can initiate coordination, coordinate on issuances and approve issuances).
-- Authorized Component Coordinators (Includes specific designations about who can sign the DD form 106 - DoD PKI certificate required).
Stage 3A: Coordinate Via Portal
What You'll Do

-- Send your draft issuance, signed DD Form 106, and a blank DD Form 818 (fill out the header info) to your focal point for posting to either the classified or unclassified DoD Issuances Portal.

-- If you're coordinating with anyone who doesn't have access to the Portal (e.g., federal agencies outside DoD), send the Issuance, a copy of the signed DD Form 106, and a blank DD Form 818 directly to them.

-- Your compliance analyst will quickly check your material to make sure it meets required standards and will tell the Directives Administrator when it is ready for release.

-- We’ll release the action on the Portal to the DoD Components concerned for formal coordination. The Portal will send you an email notifying you that coordination has begun and of the suspense date. The email will include a copy of the latest version of the issuance package. Be sure to use that version moving forward.

--You’ll be notified by email each time a DoD Component posts its response to the Portal.

Documents You'll Use

-- Your signed DD Form 106

-- A clean copy (i.e., no track changes or comments) of your issuance

-- DD Form 818 (Coordinating Component response form)

Resources You'll Need

-- Offices with Access to DoD Issuances Portal

Related Training / Additional Info
-- DD Form 818 Online Training Video

-- DD 818 Signature Tips
Stage 3B: Coordination Revision
What You'll Do

-- Confirm the appropriate Component authorities signed the coordinations in accordance with the List of Signature Authorities and Authorized Component Coordinators.

-- Copy comments to a DD Form 818-1 (use this form to consolidate all the comments you receive).

-- Review comments, note how you will adjudicate them in the DD Form 818-1, and adjust your issuance accordingly.

-- If any comments are legal in nature, work with your focal point to find an associate general counsel in OGC to advise you. If you got a legal objection review, contact the attorney that completed it.

-- Follow the dispute resolution guidance in DoDI 5025.01 to address any nonconcurs.

-- Create a List of Coordinating Officials.

-- Create an Action Memo requesting approval of the issuance.

-- Create a DoDD Summary of Changes (only if you're changing or reissuing a DoD directive).

Documents You'll Use

-- Your issuance

-- DD Form 818-1

-- List of Coordinating Officials

-- Action Memo template

-- DoDD Summary of Changes (only if you're changing or issuing a DoD directive)

Resources You'll Need

-- List of Signature Authorities (Guidance for who can initiate coordination, coordinate on issuances, and approve issuances).

-- Authorized Component Coordinators (Includes specific designations about who can sign the DD Form 106 --DoD PKI Certificate required)

-- DoD Issuance Style Guide

-- DoD Issuance Style Guide, Addendum A

-- Using the Issuance Template's MS Word Features

Related Training / Additional Info
-- DoDI 5025.01, "DoD Issuances Program"

-- DD Form 818 Online Training Video
Stage 4A: Presignature Review
What You'll Do

-- Send the presignature package to your focal point for posting to either the classified or unclassified DoD Issuances Portal.

-- We'll assign you package to a compliance analyst and inform you by email of the suspense date.

-- Your compliance analyst will review your package to make sure it is complete and conforms to DoD issuance standards.

-- We'll return the edited package to you through the Portal for necessary revisions.

Documents You'll Use
-- Your presignature package will include:
-- A clean copy (i.e., no track changes or comments) of your issuance
-- Consolidated DD Form 818-1
-- Draft Action Memo
-- List of Coordinating Officials
-- Any Component coordinations not posted to the Portal
-- DoDD Summary of Changes (only if you're changing or reissuing a DoD directive)

Related Training / Additional Info
-- Timeliness for Coordination and Completion of DoD Issuances

-- Action Officer Timeline Tool (right click to download Microsoft Excel document)
Stage 4B: Presignature Revision

What You'll Do

-- Revise your issuance package as directed by your compliance analyst.
-- Contact your compliance analyst to discuss any questions or concerns.
-- If we tell you a second presignature review is required, send the revised package to your focal point for posting to either the classified or unclassified DoD Issuances Portal.

Documents You'll Use

-- Your issuance
-- Consolidated DD Form 818-1
-- Draft Action Memo
-- List of Coordinating Officials
-- DoDD Summary of Changes (only if you're changing or reissuing a DoD directive)
Stage 4C: Legal Sufficiency Review
What You'll Do

-- Send your issuance package to your focal point to post to either the classified or unclassified DoD Issuances Portal.
-- Your compliance analyst will quickly check your material to make sure it meets required standards and will tell the Directives Administrator when it's ready for release.

-- We'll release the action on the Portal to OGC for review, and the Portal will send you an email notifying you of the action, including the suspense date and a copy of the latest version of the issuance package. Be sure to use that version moving forward.

-- OCG will review your issuance to make sure it complies with the law and send you their response through the DoD Issuances Portal.

-- Be sure to make the changes that OGC identifies as legal issues. Discuss and resolve any concerns with the attorney assigned to your issuance. Consult your Directives Division compliance analyst if any OGC changes are contrary to issuance standards.

Documents You'll Use

-- A revised clean copy (i.e., no track changes or comments) of your issuance

-- Consolidated DD Form 818-1
-- Draft Action Memo
-- List of Coordinating Officials
-- DoDD Summary of Changes (only if you're changing or reissuing a DoD directive)

Related Training / Additional Info

-- What Do I Do During Legal Review?
Stage 4D: Security Review

What You'll Do

-- Any issuance that will be publicly accessible on the DoD Issuance Website must be cleared for release by the Defense Office of Publication and Security Review (DOPSR).
-- Email the materials in “Documents You’ll Use” to the SECREV inbox at whs.pentagon.esd.mbx.secrev@mail.mil. Direct any questions about the DOPSR review process to them.
-- After you receive your review, send a copy to the Directives Division at whs.mc-alex.esd.mbx.dod-directives@mail.mil.

Documents You'll Use

-- A clean copy (i.e., no track changes or comments) of your issuance
-- List of Coordinating Officials
-- PDF of your Legal Sufficiency Review
-- Signed DD Form 1910
Stage 5A: Approval
What You'll Do
For OSD Component Approval:
-- Follow you Component's internal guidelines to get the issuance approved.

For Deputy Secretary Approval (e.g., DoD directives):

In accordance with Paragraph 2.2.d(1) of DoDI 5025.01 and the processes on this Website, you will:

-- Follow internal guidelines to get the Action Memo to the Secretary or Deputy Secretary signed by your leadership.

-- Post the MS Word electronic files of the issuance, DD Form 818-1, and list of coordinating officials and a scanned PDF of the approval package to the Portal. Be sure that the PDF contains all material mentioned in the signed action memo as an attachment and that the attachments are complete and in the correct order.

Directives Division will:

-- Review and forward a hard copy for approval to the correspondence Management Division (CMD).
-- Once notified by CMD of approval, publish to the Website and notify you.
Any material sent directly to the Secretary or Deputy Secretary’s office will be returned for correct processing.

Documents You'll Use
-- Action Memo
-- A clean copy (i.e., no track changes or comments) of your issuance
-- Consolidated DD Form 818-1
-- PDF of Legal Sufficiency Review
-- List of Coordinating Officials
-- DoDD Summary of Changes (only if you're changing or reissuing a DoD directive)
-- PDF scan of the approval package your OSD Component initialed (only for issuances that the Deputy Secretary will approve)
Stage 5B: Publication

What You'll Do

For Issuances Approved by Your OSD Component Head:

-- Send the MS Word electronic file of the approved issuance and a PDF scan of the complete hardcopy package to your focal point for posting to either the classified or unclassified DoD Issuances Portal.

For Issuances Approved by the Deputy Secretary:

-- Once we received the Deputy Secretary-approved package, we will process the issuance for publication.

For All Issuances
-- The approving authority may send the hard copy package directly to us. If they return it to you instead, send it to us at the Mark Center, Suite 03F09-02, via OSD mailroom or courier. Do not send via the U.S. Postal Service.
-- We'll publish the issuance on the website within 4 work days of receiving the complete approval package.
-- You'll receive an email from the Directives Division Webmaster once the issuance is published.

Documents You'll Use
-- Signed Action Memo
-- Your Issuance
-- Consolidated DD Form 818-1
-- Legal Sufficiency Review
-- List of Coordinating Officials
-- DoDD Summary of Changes (only if you're changing or reissuing a DoD directive)
-- PDF scan of the hardcopy package (for OSD Component head-approved issuances only)

Additional Info
-- Unclassified issuances with general releasability will be published on the DoD Directives Website.
-- Unclassified issuances with limited release will be protected by a CAC-enabled firewall.
-- Classified issuances whose distribution is restricted will be published on the classified DoD Directives Website.
-- Classified issuances whose distribution is controlled will be returned to the OSD Component.
Special Procedures for Changes
Types of Changes

A change amends no more than 25% of an existing DoD issuance and has the full authority of the issuance. A changed issuance keeps its original publication date and signature. The two types of changes to DoD issuances are:

Administrative. Changes only nonsubstantive portions of an issuance such as titles and dates of references and organizational names and symbols.

Substantive. Changes an essential section of an issuance such as purpose, applicability, policy, responsibilities, procedures, information requirements, and releasability.

What You'll Do

-- Review the Change Standards. More detailed procedures are located in Section 6 of Processing DoD Issuances.
-- If the issuance has been changed before, consult the Clearing Changes in DoD Issuances guidance.
-- Contact us for the official MS Word version of the issuance (federal employees/focal points only). If the issuance is still in the pre-2015 standards, do not convert it to our current standards.
-- Determine what type of change you need to do (administrative or substantive). See DoDI 5025.01 for definitions.

For Administrative Changes:

-- Prepare a draft (unsigned) Administrative Change Action Memo and make the changes to the issuance following the Change Standards (Stage 1A). Note that the DA&M has been delegated authority to approve admin changes to DoDDs on behalf of the Deputy Secretary.
-- Coordinate your changes internally within your OSD Component (Stage 1B).
-- Send your issuance and draft Action Memo to your focal point for posting to the classified or unclassified DoD Issuances Portal. You will not formally coordinate your issuance.
-- We'll assign your issuance to a compliance analyst and inform you by email of the suspense date.
-- Your compliance analyst will review your package to make sure it is complete and conforms to DoD issuance standards (equivalent to Stage 4A).

-- After our review, make any necessary changes.
-- If your change is to a DoDI or DoDM, send the signed Action Memo to your Component head for approval. Return the hard copy and MS Word version of the issuance to us following the process in Stage 5B.
-- If your change is to a DoDD, follow the process in Stage 4C to obtain a legal sufficiency review. Make any necessary changes, get your Component head to sign the Action Memo to the DA&M and send the package to us to route for approval.

For Substantive Changes:

-- Make the changes to the issuances using the formatting instructions in the Change Standards.
-- Follow the procedures in Stages 1A through 5B.

Documents You'll Use
For Administrative Changes:

-- Administrative Change Action Memo
-- Your Issuance

For Substantive changes:
-- Documents listed in Stages 1A through 5B.

Resources You'll Need

-- DoD Issuance Style Guide
-- Clearing Changes in DoD Issuances (only if issuance has been changed before)
-- Processing DoD Issuances
Special Procedures for Cancellations
An issuance will be cancelled when the owning OSD Component determines that it has served the purpose for which it was intended; is no longer needed; and is not appropriate for incorporation into a new, revised, or existing issuance.

What You'll Do

Review Section 7: Special Procedures for Cancellations in Processing DoD Issuances.

- If you want to handle the cancellation yourself, follow the guidance in Paragraph 7.2.a.

- If you want the Directives Division to cancel the issuance for you, follow the guidance in Paragraph 7.2.b.

Documents You'll Use

For Precoordination Review:

-- DD Form 106

-- PDF version of your issuance

After Formal Coordination (if processing the cancellation yourself):

-- Cancellation Action Memo

-- DD Form 818-1 (do not include if you do not receive any comments)

-- List of Coordinating Officials

-- Any Component coordinations not provided on the Portal

Resources You'll Need

-- Processing DoD Issuances

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