Da 638 PDF Form

Detailed Instructions for Filling Out Da 638

Filling out the DA Form 638 involves a detailed process aimed at recommending an individual for a military award. This form is crucial for formally acknowledging the achievements and valor of service members. By following these instructions, the process is streamlined, ensuring all necessary information is accurately captured to support the nomination.

1. Start with Part I - Soldier Data. Fill in the service member's name (last, first, middle initial) in the provided space under "TO" and "FROM".
2. Enter the date in the format YYYYMMDD under "DATE".
3. Include the service member’s rank under "RANK" and their Social Security Number (SSN) without dashes.
4. Specify the organization under "ORGANIZATION".
5. List any previous awards received by the individual under "PREVIOUS AWARDS".
6. For "BRANCH OF SERVICE", specify the branch in which the service member serves.
7. Indicate the recommended award under "RECOMMENDED AWARD".
8. Define the period of the award with a starting date (a. FROM) and an ending date (b. TO).
9. In sections 12a, 12b, and 12c, mark the appropriate boxes to indicate the reason for the award, if it’s an interim award, and if the award is posthumous.
10. Set a proposed presentation date under "PROPOSED PRESENTATION DATE", if applicable.
11. Move to Part II - Recommender Data. Enter the recommender’s name, title/position, address, rank, and their relationship to the awardee.
12. The recommender must sign under "SIGNATURE" to validate the recommendation.
13. In Part III - Justification and Citation Data, use bullet points to detail specific achievements that justify the award. Each achievement should be listed under "ACHIEVEMENT #" with respective details.
14. Under "PROPOSED CITATION", draft a concise summary that encapsulates the reason for the award.
15. In Part IV - Recommendations/Approval/Disapproval, the certifying authority must affirm the eligibility of the nominee by signing and dating the form.
16. This part also accommodates the assessment by intermediate and approval authorities, including their decisions to approve, disapprove, upgrade, or downgrade the award recommendation. Each authority must fill in their name, title/position, rank, and provide a signature alongside their decision.
17. Finally, Part V - Orders Data is meant for administrative use, to be filled by the issuing headquarters with relevant orders and distribution details following approval.

Upon completing these steps, review the form for accuracy and completeness. Ensure all necessary signatures are obtained before submission. This meticulous approach facilitates a smooth review and approval process, significantly supporting the service member's commendation for their distinguished service.

1. What is a DA Form 638 and when is it used?

DA Form 638 is a document utilized by the United States Army for recommending service members for awards and decorations. It serves the purpose of considering individual nominations for honors, recording the final action on these nominations, and maintaining individual award case files. This form is used for valor, heroism, wartime awards, and all recognitions higher than the Meritorious Service Medal, with specific instructions provided in Chapter 3 of Army Regulation 600-8-22.

2. Who has the authority to issue a DA Form 638?

The authority to issue a DA Form 638 comes under the purview of the Department of the Army, guided by Army Regulation 600-8-22. The authority originates from federal statutes, including 10 U.S.C. Chapters 57 and 357, and the executive order 9397, as amended. The Secretary of the Army, under 10 U.S.C. 3013, oversees the administration of military awards, ensuring the process aligns with established criteria and standards.

3. What information is required to fill out a DA Form 638?

To complete a DA Form 638, several pieces of information are necessary. These include:

• The nominee's name, rank, and service number.
• The organization and branch of service to which the nominee belongs.
• Details about the recommended award and the period it covers.
• Justification for the award, including specific bullet examples of meritorious acts or service.
• Information regarding previous awards the nominee has received.
• Data pertaining to the recommender, including their name, rank, title, and relationship to the awardee.
• Approval and disapproval authorities' recommendations.

4. How are recommendations for awards made on a DA Form 638 processed?

Recommendations made on a DA Form 638 undergo a multi-step process for review and approval. Initially, the form, filled with detailed justification for the award, is submitted through the nominee's chain of command. Subsequent reviews and endorsements are provided by intermediate and approval authorities, who consider the merits of the nomination based on the achievements documented in the form. Final approval comes from the designated authority, which may vary depending on the level of the award recommended.

5. Can awards recommended on a DA Form 638 be downgraded or upgraded?

Yes, during the review process, the awards recommended on a DA Form 638 can be downgraded or upgraded by the reviewing authorities. This decision is based on the assessment of the nominee’s achievements and the specific criteria for each award. Recommendations for downgrading or upgrading are made in parts IV and V of the form, where intermediate and approval authorities record their decisions.

6. What happens if a DA Form 638 is approved?

Once a DA Form 638 is approved, the final action is recorded, and the award is officially sanctioned. Necessary documentation and orders for the presentation of the award are prepared and issued. The approval authority’s signature and issuing headquarters are documented, finalizing the process. The recipient may then be formally recognized in a presentation ceremony, where the achievements leading to the award are highlighted.

Filling out the DA 638 form, a vital document for nominating individuals for military awards, requires attention to detail and understanding of the process. However, errors often occur that can delay or hinder the approval of the nomination. One common mistake is the incorrect or incomplete filling of personal information, including name, Social Security Number (SSN), and rank. This information is foundational to the application and errors here can cause confusion and delays.

Another frequent oversight is not clearly stating the reason for the award in section 12. This part of the form is crucial for conveying the nominee's achievements or acts of valor, heroism, or merit. Without a clear, concise explanation, the nomination lacks the compelling evidence needed for approval.

Many applicants forget to include previous awards in section 8, which provides essential background on the nominee's history of recognition. This oversight can impact the evaluation process, as it presents an incomplete picture of the nominee's contributions and achievements.

The period of the award, detailed in parts a and b of section 11, is often incorrectly filled or left blank. This section is essential for establishing the timeframe of the nominee's actions, which is critical for assessing the nomination's relevance and timeliness.

In the justification and citation data section, nominators sometimes fail to use specific bullet examples of meritorious acts or service. Vague or generalized statements here weaken the nomination by not providing clear, tangible evidence of why the award is deserved.

Another mistake occurs in section 22, where nominators must certify the individual's eligibility for the award. Errors or omissions in this section can question the nominee's qualification for the award, leading to delays or rejection of the nomination.

Sections dedicated to recommending, approving, or disapproving authorities, such as sections 23, 24, and 26, are sometimes incorrectly filled or overlooked. The proper completion of these sections is crucial for the nomination's progression through the chain of command and its ultimate approval or disapproval.

Lastly, incorrect or incomplete entries in the final part of the form, related to orders data and intermediate authority recommendations, can also hamper the nomination process. This information is essential for the final stages of award approval and issuance, and mistakes here can lead to administrative delays.

When preparing a recommendation for an award within the military, specifically using the DA Form 638, various supplementary documents and forms are often required to complete the process effectively. These documents play a crucial role in ensuring the recommendation is well-supported, thoroughly documented, and complies with the necessary regulations and guidelines.

• DA Form 1059 - Service School Academic Evaluation Report: This form evaluates a service member's performance during military schooling. It documents their grades, conduct, and overall performance, which can support a recommendation for an award.
• DA Form 705 - Army Physical Fitness Test Scorecard: This form records a soldier's physical fitness test scores. Exceptional physical fitness performance can be a supporting factor for certain awards.
• DA Form 2166-9 Series - NCO Evaluation Report: For non-commissioned officers, this series of reports evaluates their performance in their assigned duties, leadership qualities, and professional development, serving as a vital component of award nominations.
• DD Form 214 - Certificate of Release or Discharge from Active Duty: This document summarizes a service member's military career, including decorations, medals, badges, and campaign ribbons awarded, useful as historical data to support further recognitions.
• DA Form 4187 - Personnel Action: This form requests specific personnel actions within the Army and can be used to document achievements or request awards.
• Letters of Recommendation: Letters from commanding officers or peers that provide qualitative evidence of the service member's achievements and character can strengthen an award recommendation.
• Narrative Summary or Citation: Although not a standard form, a narrative summary or draft citation detailing the specific actions, valor, or service of the individual provides context and substantiates why they deserve the award. While the DA 638 includes a section for justification and citation, a more detailed narrative can be attached to provide depth.

In the process of nominating individuals for military awards, it's important that the documentation is thorough and accurate. Each supporting document plays a pivotal role in painting a complete picture of the nominee's contributions and achievements. The combination of these forms and documents works synergistically to ensure that the award recommendation is compelling and merits attention and approval.

• The OPM Form 71, used for requesting leave or approved absences in various United States federal agencies, shares similarities with the DA 638 form in its procedural nature, focusing on individual request processing and recording. Both forms play key roles in formally documenting personal matters - be it leave in the case of the OPM Form 71 or award nominations with DA 638.

• The DD Form 214, Certificate of Release or Discharge from Active Duty, although fundamentally different in purpose, shares a similarity with the DA 638 in terms of its importance in a service member's career. Both forms have significant implications for a military person's record and benefits, underlining achievements or transitions in their service.

• The DD Form 1351-2, Travel Voucher or Subvoucher, is similar to the DA 638 form in that it involves detailed documentation for processing personal entitlements, in this case, travel reimbursements. Both forms require precise information and supporting documentation to ensure accurate and justified processing.

• The NCOER (Noncommissioned Officer Evaluation Report) parallels the DA 638 form in its focus on evaluating performance, albeit in a broader sense. While the DA 638 form recommends individuals for awards based on specific achievements, the NCOER provides a comprehensive review of an NCO's performance and potential for broader career implications.

• The SF 50, Notification of Personnel Action, is similar to the DA 638 form because it documents essential personnel actions within federal employment, from appointments to adjustments in grade. Both forms are critical to recognizing and recording key milestones in a service member’s or federal employee's career trajectory.

• AF Form 910, used for Enlisted Performance Reports in the Air Force, shares a commonality with the DA 638 in its function to assess and document merit. Whereas the DA 638 focuses on singular acts deserving of awards, the AF Form 910 encapsulates performance over time, emphasizing career progression and achievements.

• The Service-Specific Achievement Certificates across different military branches, while not standardized forms like the DA 638, serve a parallel purpose in recognizing service members' accomplishments. These certificates, akin to the DA 638, formalize acknowledgment of valor, service, and professional excellence on both a personal and institutional level.

When filling out the DA 638 form, there are important dos and don'ts to consider:

Do:

• Ensure all personal information provided, like names, ranks, and service numbers, is accurate and up to date. Misinformation can lead to processing delays or outright disqualification.
• Refer to AR 600-8-22 for specific instructions on valor, heroism, wartime, and higher awards than the MSM to avoid errors in recommendation.
• Use specific, bullet-point examples in the Justification and Citation Data section. Clear and concise examples strengthen the case for the award.
• Review the privacy act statement carefully to understand the implications of disclosure and the routine uses of the information provided on the form.

Don't:

• Leave fields blank unless they are explicitly optional. Incomplete forms may lead to rejection or significant delays in the processing time.
• Forget to check the accuracy of the proposed presentation date and ensure it aligns with the awarding authority's schedule.
• Overlook the need for signatures and dates in all relevant sections, including parts involving intermediate and approval authority. Unsigned forms are not processed.
• Ignore the instructions for specific categories of awards as laid out in the AR 600-8-22. Each category may have unique requirements or documentation that need to be fulfilled.

When it comes to filling out military forms, accuracy and a deep understanding are crucial. The DA Form 638, used for recommending service members for awards, is no exception. However, several misconceptions surround this form, leading to confusion and errors. Let's clarify ten common misunderstandings:

• It's only for combat awards: This is not true. While the DA Form 638 is used for valor/heroism/wartime awards, it's also utilized for other military awards not directly related to combat, as outlined in Army Regulation 600-8-22.

• Personal information is optional: Some might think that providing personal information is not mandatory. However, failure to provide necessary personal details such as SSN can delay the processing of the application.

• Any service member can fill it out: Actually, a recommendation for an award must be initiated by someone other than the nominee, typically their superior or a fellow service member familiar with the nominee's achievements.

• No specific examples of achievements are needed: Contrary to this belief, part III of the form asks for specific bullet examples of meritorious acts or service.

• The form is self-explanatory and requires no instruction: While the DA Form 638 provides detailed sections, referring to AR 600-8-22 for special instructions, especially for higher awards, is essential.

• Electronic signatures are not allowed: This misconception can lead to unnecessary paper use. Electronic signatures are acceptable, as long as they follow the Department of Defense's guidelines.

• It can be processed immediately: The approval process for awards is thorough, involving various levels of command. This process cannot be rushed simply by submitting the form.

• All awards require the same level of authorization: The level of authority required for approval varies depending on the award. Some require higher echelons of command for authorization than others.

• Only one deed per form is necessary: While you can highlight a single outstanding act, the form allows for multiple achievements (up to four) to be documented, showcasing a pattern of excellence.

• The form is final once submitted: Recommendations can be upgraded, downgraded, or disapproved by intermediate and approval authorities, making the finalization of the form a part of a broader evaluative process.

Clarifying these misconceptions encourages a more streamlined, accurate approach to acknowledging the commendable service of military personnel. Understanding the form's purpose, requirements, and process ensures deserving individuals are recognized properly for their contributions and achievements.

Filling out the DA Form 638, also known as the Recommendation for Award, is an important process within the U.S. Army's procedures for recognizing the valor, heroism, or service of its personnel. It is vital to understand the process, requirements, and implications of this form to ensure accurate and deserving award recommendations. Here are seven key takeaways:

• Understand the Authorized Use: DA Form 638 is specifically designed for recommending U.S. Army personnel for awards and decorations based on their service, valor, or heroism. Knowing when and how to use this form is crucial for proper recognition within military protocols.
• Follow the Specific Instructions: For certain awards, especially those for valor/heroism/wartime and all awards higher than the Meritorious Service Medal (MSM), specific instructions outlined in Chapter 3 of AR 600-8-22 must be followed vigilantly to ensure compliance.
• Privacy Act Compliance: The form requires personal information, including the Social Security Number (SSN) of the nominee. Disclosures are governed by the Privacy Act of 1974, ensuring personal information is protected, yet highlighting the importance of voluntary, accurate completion for processing.
• Detailed Justification is Critical: Part III of the form demands specific bullet examples of the nominee's achievements. This underlines the necessity for detailed, compelling evidence of meritorious acts or services that justify the recommendation for an award.
• Multiple Levels of Approval: Beyond the initial recommendation, the form passes through various stages of approval, including intermediate and final authority assessments. This layered approach underscores the thoroughness of the award vetting process.
• Eligibility Check is Mandatory: Recommenders must certify the nominee’s eligibility for the award as per AR 600-8-22. This certification process ensures that all award recommendations adhere to established criteria and regulations.
• Record Keeping and Publicity: Completed forms not only serve as a nomination for awards but also as official records within the individual's military file. Moreover, the information might be disclosed to public and private entities for the purpose of granting or publicizing the award, highlighting the form’s role beyond mere recommendation.

Completing the DA Form 638 with accuracy and due respect to the guidelines ensures deserving personnel are recognized in a manner consistent with military values and regulations. It rightfully honors the individuals whose actions stand out, encouraging a culture of excellence and recognition within the U.S. Army.