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How to Use Da 638

Filling out the DA 638 form is an important process for those seeking to recommend an individual for an award. Proper completion of this form ensures that all necessary information is accurately recorded, facilitating the review and approval process. The following steps will guide you through the form’s completion.

1. Part I - Soldier Data: Start by entering the soldier's name in the format of Last, First, Middle Initial.
2. Provide the soldier's rank.
3. Fill in the soldier's Social Security Number (SSN).
4. Enter the date in the format YYYYMMDD.
5. Indicate the soldier's organization.
6. List any previous awards the soldier has received.
7. Specify the branch of service.
8. State the recommended award.
9. Document the period of the award by entering the start date (From) and end date (To).
10. Indicate the reason for the award and whether it is an interim award or posthumous.
11. Provide the proposed presentation date if applicable.

12. Part II - Recommender Data: Enter your name in the format of Last, First, Middle Initial.
13. Fill in your title or position.
14. Provide your address.
15. State your rank.
16. Sign the form.

17. Part III - Justification and Citation Data: List achievements with specific bullet examples of meritorious acts or service. Include up to four achievements.
18. Draft a proposed citation that summarizes the soldier's contributions.

21. Part IV - Recommendations/Approval/Disapproval: Ensure that the intermediate authority certifies eligibility for the award.
22. Document the intermediate authority's recommendations, including approval or disapproval, and provide signatures and dates as required.

26. Part V - Orders Data: Complete the orders issuing headquarters and name of orders approval authority.
27. Enter the permanent order number and rank of the approval authority.
28. Document the approved award and the date of approval.

Once all sections are completed, review the form for accuracy and completeness before submission. This careful attention to detail will aid in the smooth processing of the award recommendation.

Completing the DA 638 form can be a straightforward process, but several common mistakes can hinder the nomination for an award. Recognizing these pitfalls is essential for ensuring a successful submission.

One frequent error is incomplete personal information. It is crucial to fill out all sections, including the nominee's name, rank, and social security number. Omitting even one detail can lead to delays in processing or even rejection of the application. Make sure that the information is accurate and matches official records.

Another mistake involves the reason for the award. Many individuals fail to provide a clear and compelling justification. This section requires specific examples of meritorious acts or service. Vague descriptions do not effectively convey the significance of the nominee's contributions. Take time to articulate the nominee’s achievements in a way that highlights their impact.

Additionally, some people neglect to indicate the correct period of award. The form requires a start and end date for the period of service being recognized. Providing incorrect dates can lead to confusion about the timeframe of the nominee's accomplishments, which may weaken the case for the award.

Failing to secure proper signatures is another common oversight. Each section of the form that requires approval must be signed by the appropriate authorities. Missing signatures can stall the approval process, so ensure that all necessary parties have reviewed and signed the document.

Moreover, individuals often overlook the importance of the proposed citation. This section should summarize the nominee’s achievements in a concise manner. A well-crafted citation can significantly enhance the appeal of the award nomination. It should be engaging and reflective of the nominee's contributions.

Another mistake is not adhering to the submission guidelines. Each award has specific criteria and instructions that must be followed. Ignoring these guidelines can result in disqualification. Always review the requirements outlined in AR 600-8-22 to ensure compliance.

Finally, individuals sometimes underestimate the importance of review before submission. A thorough review of the completed form can catch errors and omissions that may have been overlooked initially. Having a colleague or mentor review the form can provide valuable feedback and improve the quality of the submission.

By being aware of these common mistakes, individuals can enhance their chances of successfully completing the DA 638 form and ensuring that deserving nominees receive the recognition they deserve.

The DA Form 638 is a critical document used within the military to recommend individuals for awards and decorations. However, it is often accompanied by several other forms and documents that play essential roles in the nomination and approval process. Below is a list of these forms and a brief description of each.

• DA Form 4187 - This form, also known as the Personnel Action Form, is used to document various personnel actions, including awards and decorations. It provides a formal record of the request and any changes in status related to the service member.
• DA Form 1059 - The Service School Academic Evaluation Report is utilized to evaluate a soldier's performance in training courses. This report can support award recommendations by highlighting the soldier's accomplishments and skills acquired during training.
• DA Form 7000 - This form is a request for a soldier’s records, which may include performance evaluations and previous awards. It ensures that the recommending authority has all necessary information to make an informed decision.
• DA Form 67-9 - The Officer Evaluation Report is a comprehensive assessment of an officer's performance. It can provide context for award recommendations by detailing the officer's achievements and contributions to their unit.
• DA Form 4856 - This is a Developmental Counseling Form used to document counseling sessions between leaders and soldiers. It can serve as evidence of a soldier's growth and achievements, supporting the case for an award.
• DA Form 7500 - The Military Personnel Records Jacket is a compilation of a soldier's service records, including previous awards and commendations. This document provides a historical context for the current award recommendation.
• DA Form 2446 - This form is used for the recommendation of valor awards. It requires a detailed narrative of the actions that warrant the award, making it essential for higher-level awards.
• DA Form 638-1 - This is an obsolete version of the DA Form 638. While it has been replaced, it may still be referenced in some cases for historical context or past records.
• Supporting Letters of Recommendation - These letters are often written by peers or superiors to provide additional context and support for the award nomination. They can emphasize the nominee's contributions and character.

Each of these documents plays a vital role in the overall process of awarding military honors. They ensure that all relevant information is considered, providing a comprehensive view of the service member’s achievements and contributions. By utilizing these forms effectively, the military can uphold its standards of recognition and honor for those who serve.

The DA Form 638 is primarily used for recommending individuals for awards and decorations within the military. Several other documents serve similar purposes in recognizing achievements, documenting qualifications, or facilitating the award process. Here are five documents that share similarities with the DA Form 638:

• DA Form 1256 - Incentive Awards Nomination Form: This form is utilized to nominate military and civilian personnel for monetary awards based on their exceptional service or performance. Like the DA Form 638, it requires detailed justifications for the nomination and is submitted through a chain of command for approval.
• DA Form 4187 - Personnel Action: This document is used to request various personnel actions, including awards and decorations. Similar to the DA Form 638, it collects essential information about the individual and requires endorsements from superiors, ensuring a structured process for recognizing accomplishments.
• DA Form 7000 - Request for Leave: While primarily for leave requests, this form also serves as a record of service and commitment. Both forms require personal information and justification, emphasizing the importance of documenting military service effectively.
• DA Form 2446 - Award Recommendation: This form is specifically for recommending awards for exceptional service. It parallels the DA Form 638 in its purpose and structure, focusing on detailed descriptions of the nominee's achievements and the rationale for the award.
• DA Form 1059 - Academic Evaluation Report: Used for documenting performance in military education courses, this form highlights the achievements of service members. Similar to the DA Form 638, it requires a thorough evaluation and serves as a formal record of accomplishments that can influence future awards and promotions.

When filling out the DA Form 638, there are several important practices to follow and avoid. Here’s a list of dos and don’ts to ensure the process runs smoothly.

• Do provide complete and accurate information in all required fields.
• Do use clear and concise language when describing achievements.
• Do double-check the spelling of names and organizations.
• Do ensure all signatures are obtained before submission.
• Do keep a copy of the completed form for your records.

• Don’t leave any required fields blank; this can delay processing.
• Don’t use jargon or overly technical language in the justification section.
• Don’t submit the form without verifying the dates and ranks are correct.
• Don’t forget to indicate if the award is interim or posthumous, if applicable.
• Don’t rush the completion; take time to ensure all information is accurate.

Understanding the DA Form 638 is essential for those involved in military awards and recognitions. However, several misconceptions can lead to confusion. Here are four common misconceptions:

• It is only for valor awards. Many believe that the DA Form 638 is exclusively used for valor or heroism awards. In reality, this form is utilized for a variety of awards and decorations, including those for meritorious service.
• Submitting the form guarantees an award. Some individuals think that simply submitting the DA Form 638 will result in an award. However, the form is only a recommendation. The final decision rests with the approving authority, who evaluates the merits of each nomination.
• Personal information is not important. There is a misconception that personal information, such as the Social Security Number (SSN), is not critical. In fact, accurate personal details are essential for processing the application. Incomplete information can delay or hinder the award process.
• Only higher-ranking officials can submit the form. Many believe that only high-ranking personnel can recommend awards using the DA Form 638. However, any service member can initiate a nomination. It is important for all ranks to recognize and recommend deserving individuals.

Filling out the DA 638 form is an important step in the process of recommending an individual for an award or decoration in the military. Here are some key takeaways to keep in mind:

• Purpose of the Form: The DA 638 form is used to consider individual nominations for awards and decorations, record final actions, and maintain individual award case files.
• Personal Information: Ensure that all personal information, including the soldier's name, rank, and Social Security Number (SSN), is accurate and complete.
• Reason for Award: Clearly state the reason for the award in the designated section. This helps reviewers understand the significance of the nomination.
• Achievements: Provide specific examples of meritorious acts or service in the justification section. Bullet points can be particularly effective for clarity.
• Interim and Posthumous Awards: If applicable, indicate whether the award is an interim award or if it is posthumous. This information is crucial for proper processing.
• Signature Requirements: The form requires signatures from both the recommender and the approving authority. Make sure these are completed to avoid delays.
• Privacy Act Compliance: Be aware of the Privacy Act, which governs the disclosure of personal information. Providing complete information is essential to prevent processing delays.
• Review Process: Understand that the form goes through several levels of review and approval. Each authority must verify eligibility and the accuracy of the information provided.
• Submission Timeliness: Submit the DA 638 promptly to ensure that the award process moves forward without unnecessary delays.

By following these guidelines, you can help ensure that the DA 638 form is filled out correctly and that the nomination process runs smoothly.