Fill Out Your Da 638 Template

What is the DA Form 638 used for?

The DA Form 638 is a document utilized by the United States Army for recommending military personnel for awards and decorations. Its primary purpose is to recognize individuals for their valor, heroism, wartime service, and other meritorious acts or service that go above and beyond the call of duty. The form outlines the nominee's achievements and provides a structured way to submit a recommendation for various military awards, ensuring the individual's accomplishments are officially acknowledged and rewarded.

Who can initiate a DA Form 638?

Typically, a DA Form 638 can be initiated by any military personnel who has direct knowledge of the nominee's meritorious act or service. However, it's common for the immediate supervisor or commanding officer of the nominee to initiate the form, as they are often most familiar with the individual's achievements. The process involves detailing the nominee's accomplishments, justifying why the nominee deserves the award, and obtaining the necessary approvals from intermediate and final approving authorities within the military's chain of command.

What are the steps to fill out the DA Form 638?

To properly complete the DA Form 638, the following steps should be taken:

1. Part I - Soldier Data: Fill in the soldier's personal information, including name, rank, social security number (if applicable), organization, and branch of service, as well as the recommended award and reason for it.
2. Part II - Recommender Data: This section should be filled out by the person recommending the award, including their name, title/position, relationship to the awardee, and their signature.
3. Part III - Justification and Citation Data: Provide detailed bullet examples of the achievements or service that justify the recommendation for the award. This section is crucial as it highlights the specific acts that warrant recognition.
4. Part IV - Recommendations/Approval/Disapproval: This section is for use by the chain of command to indicate their recommendations, approvals, or disapprovals, and includes signatures from the necessary authorities.

Finally, ensure the form is reviewed for accuracy and completeness before submission through the proper military channels.

Can the DA Form 638 be submitted for posthumous awards?

Yes, the DA Form 638 can be submitted for posthumous awards. When a soldier has exhibited acts of valor, heroism, or meritorious service but has passed away, this form allows for the recognition of their contributions even after their death. In such cases, it is important to mark the appropriate section on the form indicating that the award is posthumous. Additionally, the recommender should provide detailed information on the reasons for the award and the proposed presentation date, ensuring the soldier's family receives the honor on behalf of the service member.

One common mistake when filling out the DA Form 638 is failing to include complete identification information in Part I, including the correct Social Security Number (SSN). Incomplete or incorrect identification details can cause significant delays in the processing of the application, impacting the timely recognition of deserving individuals.

Another area often overlooked is the accurate specification of the award period in section 11. Applicants sometimes incorrectly enter dates or fail to specify an accurate timespan for the award period, leading to confusion regarding the timeframe of the service or achievement being recognized.

In section 12, individuals often neglect to clearly indicate the reason for the award or fail to select the correct option for interim awards and posthumous recognition. This oversight can lead to incorrect categorization of the award, potentially disqualifying the nominee for the intended recognition.

Moreover, a significant error occurs when applicants provide insufficient or vague justification in Part III. Not using specific bullet examples of meritorious acts or services can weaken the nomination, as the evaluation board relies heavily on detailed and concrete achievements to assess the award's merit.

In the section regarding recommender data (Part II), a common mistake is not properly detailing the relationship to the awardee, and the rank or title of the recommender is often omitted or incorrectly stated. This information is crucial for establishing the credibility and perspective of the recommender in the evaluation process.

A frequent oversight is also found in Part IV, where the certification of eligibility section is left incomplete. Failing to verify that the information contained in Part I is correct, or neglecting to certify the individual’s eligibility based on AR 600-8-22, undermines the entire nomination.

Another pitfall is inaccurately completing or entirely skipping the recommendations/approval/disapproval sections in Part IV and V, including the improper signing by intermediate and approval authorities. This mistake can nullify the nomination due to procedural noncompliance.

Last but not least, an often-overlooked step is the accurate completion of the orders data in Part V, especially the orders issuing headquarters and permanent order number. This error can complicate the formal recognition process and delay the issuance of the award.

When working with the DA Form 638, which is utilized for recommending military awards, several other forms and documents are often used in conjunction to ensure a comprehensive submission. These documents play a vital role in providing additional information, verifying details, or supporting the recommendation. Understanding these documents can greatly enhance the preparation process for submitting a recommendation for an award.

• DA Form 705 (Army Physical Fitness Test Scorecard): This form records an individual's physical fitness test scores. It may be used to support an award recommendation by demonstrating the physical prowess or dedication of the service member.
• DA Form 5500 (Body Fat Content Worksheet): For awards that consider physical fitness or appearance as part of the criteria, this form can provide evidence of the service member's commitment to maintaining Army standards.
• DA Form 2166-9 Series (NCO Evaluation Report): This series of forms evaluates the performance of non-commissioned officers (NCOs) and can offer detailed insights into the leadership, performance, and achievements of an NCO being recommended for an award.
• DA Form 1059 (Service School Academic Evaluation Report): This document evaluates a service member’s performance during formal training or education. It can support an award recommendation by highlighting exemplary academic achievement or leadership in a learning environment.

These forms, when used alongside DA Form 638, provide a robust framework for recommending military awards. They help in painting a full picture of the service member's achievements, character, and dedication, thus supporting a strong case for the award recommendation. Familiarity with these documents and how they complement the DA Form 638 can significantly benefit those involved in the recommendation process.

The Standard Form 50 (SF-50), also known as the Notification of Personnel Action, bears similarity to the DA Form 638 since both are utilized within government sectors to document important employee actions. The SF-50 is primarily used within federal civilian employment to record appointments, separations, and changes in job status, akin to how the DA Form 638 documents recommendations for military awards and decorations. Both forms are essential for maintaining accurate personnel records and tracking career progressions.

Like the DA Form 638, the Officer Evaluation Report (OER) serves the purpose of evaluating an officer's performance and potential within the military. While the DA Form 638 is used for award nominations, the OER provides a comprehensive review of an officer's duties, responsibilities, leadership qualities, and achievements. Both documents are critical for career development and recognition within the military hierarchy.

The DA Form 4187, known as the Personnel Action form, is akin to the DA Form 638 in its function of documenting requests and administrative actions for military personnel. Where the DA Form 638 is specific to award recommendations, the DA Form 4187 covers a broader spectrum of personnel actions, such as reassignments, special duty assignments, and reclassifications. Both forms are instrumental in navigating and recording career milestones within the armed services.

The Military Outstanding Volunteer Service Medal (MOVSM) recommendation form is closely related to the DA Form 638, as both are dedicated to recognizing exceptional service and achievements. The MOVSM form is specifically used to nominate military members for outstanding volunteer service to the local community, paralleling how the DA Form 638 nominates individuals for various military awards and decorations based on meritorious service or achievement.

The NCO Evaluation Report (NCOER) is another document that shares similarities with the DA Form 638. It focuses on evaluating the performance and potential of non-commissioned officers (NCOs) within the Army. Much like the DA Form 638 highlights specific achievements for award nominations, the NCOER assesses an NCO's leadership, responsibilities, and overall contributions to the mission. Both are pivotal for career progression and recognition.

Letter of Recommendation forms play a complementary role to the DA Form 638 by providing narrative support for various applications, including award nominations. A Letter of Recommendation can bolster the case for an award by offering detailed anecdotes and evaluations of the candidate's qualifications and accomplishments, thereby enhancing the information provided on the DA Form 638.

The Joint Service Commendation Medal (JSCM) recommendation form is used across multiple branches of the U.S. military to nominate service members for commendation medals, akin to the DA Form 638's purpose in the Army. While the JSCM form pertains specifically to commendation medals, the DA Form 638 encompasses a broader range of awards, capturing the spirit of rewarding service and achievement within military operations.

When completing the DA Form 638, which is used for recommending military awards, it is crucial to pay attention to detail and follow specific guidelines. To ensure accuracy and compliance with the Army Regulation 600-8-22, here are ten things you should and shouldn't do.

Do's:

1. Ensure all personal information including full name, rank, and social security number is accurately filled in to prevent any delays.
2. Refer to AR 600-8-22 for guidance on valor/heroism/wartime awards if the recommended award falls into these categories.
3. Provide a detailed justification for the award, using specific bullet examples of meritorious acts or service that highlight the nominee's achievements.
4. Include the period of the award accurately, specifying the start and end dates to clearly define the time frame for the commendable service.
5. Verify that all previous awards are listed to give a complete picture of the nominee's history of recognition and prevent redundancy.
6. Ensure the proposed citation is well-written, clearly articulating the reasons for the award recommendation in a concise manner.
7. Check that the recommender's information is complete, including name, title/position, address, and signature, to authenticate the recommendation.
8. Review the entire form for accuracy and completeness before submission, ensuring that no required fields are left blank.
9. Maintain a copy of the completed form for record-keeping purposes and future reference.
10. Follow privacy act statements and ensure the nominee's personal information is handled with confidentiality and care.

Don'ts:

• Do not leave mandatory fields blank, as this may lead to processing delays or rejection of the application.
• Avoid including unverified or inaccurate information, as this could discredit the nomination.
• Do not ignore the specific instructions provided in Chapter 3 of AR 600-8-22 for certain types of awards, as failure to comply can result in disqualification.
• Avoid being vague in the justification section; specific examples are necessary to substantiate the award recommendation.
• Do not overlook the need to sign and date the form, as an unsigned application is incomplete and will not be processed.
• Avoid using informal or ambiguous language in the proposed citation; clarity and formality are key.
• Do not forget to check the accuracy of the dates entered, especially in the period of the award, to ensure they reflect the nominee's deserving period.
• Avoid submitting the form without a review by a second set of eyes, as this can help catch errors or omissions.
• Do not neglect the importance of maintaining confidentiality with the nominee's personal information, respecting privacy acts.
• Avoid rushing through the process; take the necessary time to fill out the form accurately and thoroughly.

Misunderstandings about the DA Form 638, a document used for recommending military awards, can lead to confusion. Here’s a correction to some common misconceptions:

• Only combat achievements qualify. While the DA Form 638 is used for valor, heroism, or wartime awards, it also recognizes achievements in non-combat situations.
• It's a lengthy and complicated process. While the form requires attention to detail, understanding the instructions and preparing documentation carefully can simplify the process.
• Personal information is at risk. The Privacy Act Statement on the form outlines the use and protection of personal data, ensuring it's handled securely.
• Recommendations can only be made by high-ranking officials. While recommendations often come from superiors, individuals across different levels can initiate a recommendation, subject to regulations.
• All sections of the form must be filled out. Some parts of the form are applicable only for certain types of awards or situations, such as posthumous awards.
• The recommender must be in the same unit. Recommendations can come from individuals outside the nominee's immediate unit, provided they are familiar with the nominee’s achievements.
• Electronic submission isn’t allowed. Electronic submissions can be made, depending on the guidelines by the specific branch and unit.
• It’s only for Army personnel. While it is an Army form, its structure and purpose serve as a model that can be adapted for use in other branches, subject to their specific regulations and procedures.
• Previous awards affect the chances of getting new awards. Each nomination is considered on its own merits, although previous awards are documented in the form.
• Award recommendations are rarely approved. With thorough preparation and proper justification, many recommendations are favorably considered and approved.

Understanding the correct use and process of the DA Form 638 is crucial for accurately recognizing and honoring military personnel’s achievements and contributions.

Filling out and using the DA Form 638, the form for Recommendation for Award, is essential for recognizing the accomplishments and valor of military personnel. Here are key takeaways to ensure the process is accurately handled:

• Understand the Purpose: The DA Form 638 is used to recommend individuals for awards and decorations, record final actions, and maintain individual award case files.
• Follow Specific Instructions: For valor, heroism, wartime, and awards higher than the MSM, special instructions in Chapter 3, AR 600-8-22 must be referred to.
• Be Aware of Privacy Considerations: The form requires personal information under the authority of various U.S. codes and regulations; disclosure is voluntary but necessary for processing.
• Complete All Required Sections Accurately: Essential sections include soldier data (Part I), recommender data (Part II), justification and citation data (Part III), recommendations/approval/disapproval (Part IV), and orders data (Part V).
• Justify the Award Thoroughly: Provide specific bullet examples of meritorious acts or service in the justification and citation data section to support the recommendation.
• Include Previous Awards: Documenting previous awards in the soldier data section can provide context for the recommended award.
• Check Eligibility: Certify the individual’s eligibility for the award in accordance with AR 600-8-22.
• Obtain Necessary Approvals: The form requires signatures from intermediate and approval authorities to process the recommendation.
• Indicate Type of Award: Clearly specify whether the award is posthumous, an interim award, and the period the award covers.
• Ensure Correct Presentation Date: Propose a presentation date for the award to be officially given to the awardee.

Correctly completing and submitting the DA Form 638 is crucial for the formal recognition of service members' contributions to their mission and the United States Army. Following these guidelines will help streamline the process and ensure deserving individuals receive the honors they’ve earned.