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Document Information

Fact Name Details
Form Purpose This form is used to recommend individuals for military awards and decorations.
Governing Regulation The form is governed by Army Regulation 600-8-22.
Privacy Act Statement Authority for collecting information is based on various U.S. codes and regulations.
Disclosure Policy Disclosure of personal information is voluntary but necessary for processing.
Sections of the Form The form includes sections for soldier data, recommender data, justification, and approvals.
Previous Editions This version replaces previous editions of DA Form 638.
Interim Awards Applicants can indicate if the award is an interim award on the form.
Posthumous Awards The form allows for recommendations for posthumous awards.
Approval Process Multiple levels of authority review and approve or disapprove the recommendations.

Da 638 - Usage Guidelines

Completing the DA Form 638 is an important step in the process of nominating someone for an award. By following the steps outlined below, you can ensure that all necessary information is accurately provided, which will help facilitate the review and approval process.

  1. Section I - Soldier Data: Fill in the personal information of the soldier being nominated. This includes:
    • Name (Last, First, Middle Initial)
    • Rank
    • Social Security Number (SSN)
    • Organization
    • Branch of Service
    • Previous Awards
    • Recommended Award
    • Period of Award (From and To dates)
    • Indicate if it’s an Interim Award and if it’s Posthumous
    • Proposed Presentation Date
  2. Section II - Recommender Data: Enter the information of the person recommending the award. This includes:
    • Name (Last, First, Middle Initial)
    • Address
    • Rank
    • Title/Position
    • Relationship to the Awardee
    • Signature
  3. Section III - Justification and Citation Data: Provide detailed bullet points outlining the achievements of the nominee. Include:
    • Achievement #1
    • Achievement #2
    • Achievement #3
    • Achievement #4
    • Proposed Citation
  4. Section IV - Recommendations/Approval/Disapproval: This section requires signatures and dates from the intermediate authorities. Complete the following:
    • Signatures of intermediate authorities for approval or disapproval
    • Comments, if any
    • Dates of recommendations
  5. Section V - Orders Data: Fill in the orders data, including:
    • Orders Issuing HQ
    • Name of Orders Approval Authority
    • Rank of Approval Authority
    • Signature
    • Approved Award
    • Date of Approval

After completing the form, review all entries for accuracy. Ensure that all required sections are filled out and that signatures are obtained where necessary. Submitting a well-prepared DA Form 638 will help ensure that the award nomination process proceeds smoothly.

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Dos and Don'ts

When filling out the DA 638 form, it's important to follow specific guidelines to ensure a smooth process. Here are ten things to keep in mind:

  • Do provide complete and accurate information in all fields.
  • Don't leave any required fields blank; incomplete forms may delay processing.
  • Do double-check the spelling of names and titles.
  • Don't use abbreviations unless they are widely recognized.
  • Do include specific examples of achievements in the justification section.
  • Don't use vague language; clarity is key in describing the individual's contributions.
  • Do ensure that the dates are formatted correctly (YYYYMMDD).
  • Don't forget to sign the form where required; missing signatures can lead to delays.
  • Do keep a copy of the completed form for your records.
  • Don't submit the form without reviewing it for errors or omissions.

Common mistakes

  1. Incomplete Personal Information: Failing to provide all required details such as full name, rank, or SSN can lead to delays in processing.

  2. Incorrect Dates: Entering the wrong dates for the period of award can cause confusion and may result in disqualification.

  3. Missing Justification: Not including specific examples of achievements or acts of service can weaken the case for the award.

  4. Omitting Previous Awards: Failing to list previous awards can affect the evaluation of the current nomination.

  5. Not Indicating Interim or Posthumous Awards: Neglecting to check the appropriate boxes for interim or posthumous awards can lead to misunderstandings about the nature of the award.

  6. Ignoring Signature Requirements: Not obtaining the necessary signatures from recommenders and approving authorities can halt the process.

  7. Inaccurate Branch of Service: Selecting the wrong branch can create administrative issues and delay processing.

  8. Failure to Follow Formatting Guidelines: Not adhering to the required format for bullet examples or citations can lead to rejection of the application.

  9. Neglecting Privacy Act Compliance: Not understanding the implications of the Privacy Act can result in the unauthorized sharing of personal information.

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