Free Da 638 PDF Form

How to Fill Out Da 638

Filling out the DA Form 638 is a procedural step towards recognizing outstanding service and achievements within the military community. It is vital to handle the form with attention to detail to ensure that deserving individuals receive their due acknowledgment. Below are the step-by-step instructions for completing the DA Form 638 accurately.

1. Begin by entering the nominee's name in the format: Last, First, Middle Initial in section 1 to 4.
2. Insert the date (YYYYMMDD) in section 3.
3. Fill in the rank of the nominee in section 5.
4. Provide the nominee’s Social Security Number (SSN) in section 6.
5. Write the organization of the individual being recommended in section 7.
6. List any previous awards the nominee has received in section 8.
7. Identify the nominee’s branch of service in section 9.
8. Choose the recommended award from the available options in section 10.
9. Specify the period of the award with a start and end date (a. FROM b. TO) in section 11.
10. Indicate the reason for the award, mark if it is an interim award, or if it should be considered for a posthumous award in sections 12, 12b, and 12c.
11. If applicable, provide the proposed presentation date in section 13.
12. Enter the recommender’s name, address, rank, and title/position in sections 14 to 17.
13. Detail the relationship to the awardee in section 18.
14. In part III, write specific bullet examples of meritorious acts or service in section 20.
15. Draft a proposed citation in section 21 based on the achievements listed.
16. Under part IV, the recommender should certify the eligibility of the nominee and that the information is correct in section 22.
17. Fill out details of INTERMEDIATE AUTHORITY and APPROVAL AUTHORITY recommendations, approvals, and disapprovals in sections 23 to 26, including signatures and dates.
18. For orders data in PART V, enter the orders issuing HQ, and the name, rank, and title/position of the orders approval authority in sections 27a to 28d.
19. The last sections (29 to 31) involve the approved award details, including the date and distribution of the approved award.
20. If additional recommendations or approvals are required, use the Addendum in Page 3 to fill out similar information for additional intermediate authorities as needed (sections 25-A1 to 25-A5).

Once these steps are followed meticulously, review the form to ensure all information is accurate and complete. Submitting a thoroughly vetted form is crucial for the timely and proper recognition of the nominee's contributions and achievements.

What is a DA Form 638?

A DA Form 638 is a document used by the United States Army for recommending service members for awards and decorations. It serves the purpose of considering individual nominations, recording final actions, and maintaining individual award case files. This form is guided by Army Regulation 600-8-22 and is utilized for valor, heroism, wartime achievements, and awards that are higher than the Meritorious Service Medal (MSM).

Who can initiate a DA Form 638?

Any person having knowledge of the deeds, achievements, or meritorious services of a military service member can initiate a DA Form 638. However, the recommendation process typically involves a chain of command or a direct supervisor who is familiar with the service member's contributions.

What information is required to complete a DA Form 638?

To complete a DA Form 638, the following information is necessary: the service member's full name, rank, Social Security Number (SSN), organization, branch of service, previous awards, the award being recommended, the period of the award, specific reasons for the award, and proposed presentation date. Part III of the form requires detailed justification and citation data, including specific bullet examples of meritorious acts or service.

How are achievements listed on the DA Form 638?

Achievements must be listed in a concise and specific manner in Part III of the DA Form 638, using bullet points to describe meritorious acts or service. Each achievement should be documented clearly to support the recommendation for the award.

Can a DA Form 638 recommend posthumous awards?

Yes, a DA Form 638 can be used to recommend posthumous awards. The form contains specific sections to indicate if the request is for a posthumous award and, if so, which award was given.

What happens after a DA Form 638 is submitted?

After submission, the DA Form 638 undergoes a review process involving various levels of authority within the service member's chain of command. This includes intermediate and approval authorities who will review the recommendation, provide their endorsements or disapprovals, and finally approve or disapprove the award. The ultimate decision rests with the approval authority designated by Army regulations.

Is the disclosure of information on a DA Form 638 voluntary?

While the disclosure of personally identifiable information on a DA Form 638 is voluntary, failure to provide this information may delay the processing of the application. The form is protected under the Privacy Act of 1974, and information provided can be disclosed to organizations outside the Department of Defense as part of the routine use policy.

When filling out the DA 638 form, which is used for recommending military awards, people often make a range of mistakes. This form, essential for recognizing the valor, heroism, and service of military personnel, requires careful attention to detail. Below are ten common errors to avoid to ensure the recommendation is processed smoothly and efficiently.

1. Not verifying the correct version of the form: The DA 638 form has undergone several updates, and it's crucial to use the latest version, which as of the last update is the JUN 2017 version.

2. Incorrectly filling in personal information: This includes errors in the name, Social Security Number (SSN), and rank. Such inaccuracies can lead to delays or even cause the form to be rejected.

3. Omitting previous awards: Failing to list prior recognitions can provide an incomplete picture of the individual's achievements, potentially impacting the decision on the current award.

4. Inadequate detail in the justification section: The form requires specific examples of meritorious acts or service. Vague or generic descriptions do not provide the necessary evidence of deserving the award.

5. Forgetting to indicate the type of recommended award: This essential detail guides the reviewing authorities in understanding the level of recognition being recommended.

6. Leaving the proposed presentation date blank: Including this date helps in planning the award ceremony and ensures the award is prepared in time for significant events.

7. Errors in the period of the award: Both the 'from' and 'to' dates must accurately reflect the timeframe of the service or act being recognized.

8. Not specifying if the award is posthumous, if applicable: This information is vital for handling the award correctly in solemn circumstances.

9. Mismanagement of the signature sections: Each section that requires a signature must be filled out correctly to validate the form. Missing signatures can invalidate the recommendation.

10. Poorly chosen examples of achievements: Selecting achievements that do not strongly support the award's criteria can undermine the recommendation's effectiveness.

Avoiding these mistakes can significantly enhance the likelihood of a successful award recommendation. By giving attention to accuracy, thoroughness, and the form's requirements, the recognition of deserving individuals can be expedited and honored appropriately.

When filing a DA Form 638 for a Recommendation for Award, it's essential to have a clear understanding of the associated forms and documents that often accompany or are required in tandem with it. These documents are crucial in providing a comprehensive portrait of the nominee's achievements and ensuring the nomination process is thorough and substantiated. From supporting letters that offer personal accounts of valor to official records of prior service and awards, each document plays a vital role in painting a full picture of the nominee's deservingness for an award.

• DA Form 705 (Army Physical Fitness Test Scorecard): Utilized to record physical fitness test results, showcasing the nominee’s physical capabilities and dedication to maintaining military fitness standards.
• DA Form 1059 (Service School Academic Evaluation Report): Documents the nominee's performance in military schooling or training courses, highlighting leadership ability and academic excellence.
• DA Form 2142 (Pay Inquiry): Though not directly related to awards, this form is used for pay-related inquiries, and its accuracy may be relevant in the context of financial entitlements resulting from awards.
• DA Form 2166-9 Series (NCO Evaluation Report): Evaluates the nominee's performance as a non-commissioned officer, offering insights into leadership, responsibility, and professional behavior.
• DA Form 638-1 (Certificate of Achievement): Used for local recognitions and can accompany a recommendation for a higher award by demonstrating a history of consistent performance and recognition.
• DA Form 4187 (Personnel Action): Can document requests for action related to the award, such as issuance of medals or adjustments in personnel records.
• Letters of Recommendation/Support: Personal accounts from superiors, peers, or subordinates that support the nomination, providing detailed instances of valor, leadership, or meritorious service.
• Unit Citations and Commendations: Documentation of any unit-wide recognitions can complement an individual’s award nomination, placing their contributions within the context of broader achievements.
• Service Record: An official record of the nominee’s military career, including previous awards, deployments, and other significant achievements, provides a comprehensive view of the nominee's service.
• Medical Records: Relevant in cases of awards for injuries sustained in the line of duty, providing evidence and details of the incident and subsequent valor or resilience.

In conclusion, while the DA Form 638 serves as the foundation for nominating military personnel for awards, it is the supportive documentation that truly narrates the individual's dedication, bravery, and excellence. The holistic evaluation through various forms and records not only substantiates the nomination but also honors the nominee’s full spectrum of contributions and sacrifices. Understanding and gathering these documents is a testament to the nominee’s worthiness of recognition and ensures a well-deserved spotlight on their commendable achievements.

• DD Form 214 (Certificate of Release or Discharge from Active Duty): Similar to the DA 638 form in its function as an official military document, the DD Form 214 records the service and discharge status of military personnel, providing a comprehensive overview of a service member's career inventory including awards and decorations, which are specifically the focus of the DA 638 form for recommending and recording military awards.

• OPM Form 1203-FX (Assessment Questionnaire): Although primarily used for federal employment eligibility assessment, the OPM Form 1203-FX is similar to the DA 638 in that it collects detailed personal information and qualifications, and it plays a crucial role in decision-making processes that can significantly impact an individual’s career.

• NAVMC 11537 (Meritorious Mast): Used within the Marine Corps, this form bears resemblance to the DA 638 as it's employed to recommend individuals for meritorious recognition based on their achievements. Both forms serve the purpose of officially recording commendations in a service member's military record.

• AF Form 1206 (Nomination for Award): Like the DA 638, the Air Force's AF Form 1206 is used to nominate individuals for various awards, focusing on the individuals' achievements and justifying the nomination through detailed descriptions of their actions and impacts.

• Coast Guard Medal Nomination Form: Although specific form numbers may vary, the Coast Guard uses a structured form similar to the DA 638 for nominating individuals for awards and decorations. These forms capture key achievements and the rationale for nomination, underscoring the cross-branch importance of recognizing meritorious service.

• NOAA Form 56-19 (Award Recommendation): Employed by the National Oceanic and Atmospheric Administration, this form parallels the DA 638 in its purpose to recommend awards for individuals. It highlights exemplary achievements and supports the organization's mission by acknowledging outstanding contributions.

• USPHS Commissioned Corps Awards Nomination Form: Similar to the DA 638, this form is used within the U.S. Public Health Service Commissioned Corps for nominating officers for various awards and decorations, focusing on meritorious service and achievements.

• NSA Civilian Award Nomination Form: This form is used within the National Security Agency to nominate civilians for awards, paralleling the DA 638's use in the military context but adapted for recognizing civilian contributions to national security.

• DOE Outstanding Service Award Nomination Form: The Department of Energy uses this form to acknowledge employees' exceptional contributions, similar to the DA 638, it emphasizes individual achievements and the positive impact on the department's mission.

When filling out the DA Form 638, a Recommendation for Award, attention to detail and thoroughness are crucial to accurately and effectively recommend individuals for military awards. Understanding the do's and don'ts of this process ensures that the form is completed correctly and enhances the nominee's chances of receiving the deserved recognition. Here is a guide to follow:

• Do ensure that all required sections of the form are filled out. Incomplete forms may delay or even prevent consideration.
• Do verify the accuracy of personal information, including the nominee's name, rank, and service number, to avoid any confusion.
• Do provide specific examples of meritorious acts or service in Part III, as detailed accounts strengthen the nomination.
• Do refer to Army Regulation 600-8-22 for guidance on eligibility, types of awards, and the nomination process to ensure compliance.
• Don't leave the reason for the award (item 12) vague or generic; clearly state how the nominee's actions align with award criteria.
• Don't overlook the importance of obtaining the necessary signatures in PART IV from recommending and approving authorities.
• Don't submit the form without reviewing it for errors or omissions, as this can impact the nominee's chances of receiving an award.
• Don't forget to consider the privacy implications of the information provided, especially in light of the Privacy Act Statement outlined in the form.

By adhering to these guidelines, those filling out the DA Form 638 can effectively contribute to the recognition of deserving individuals within the military community. Their efforts not only honor the nominees but also uphold the prestige and significance of military awards.

When discussing the DA Form 638, several misconceptions often arise, clouding the understanding and the process associated with military awards and decorations. Let's clarify some of these misunderstandings:

• Misconception 1: The DA Form 638 is used exclusively for valor awards and wartime decorations. In reality, while it is indeed utilized for recommending individuals for valor, heroism, wartime decorations, and all awards higher than the Army Achievement Medal (AAM), it also serves for a wide array of service and achievement awards within the military.
• Misconception 2: Personal information is mandatory for the DA Form 638 to be processed. Although the form requests personally identifiable information, such as the Social Security Number (SSN), disclosure is voluntary. However, omitting this information may result in processing delays, as this information helps in correctly identifying the individual being recommended for an award.
• Misconception 3: The recommendation process is solely for the living. The form does indeed cater to recommendations for posthumous awards, evidenced by the section asking if the award is posthumous and requiring the details of the award given if the answer is yes. This ensures that the valor and sacrifice of servicemembers can be honored, even after they have passed away.
• Misconception 4: The form is final and cannot be amended. As with many official documents, there is room for amendments and additional endorsements through addenda, as seen in the latter sections of the form. Recommendations can be upgraded or downgraded, based on further review by intermediate and approval authorities, allowing flexibility in the recommendation process.
• Misconception 5: Only direct commanders can recommend an award. While it's common for direct commanders to initiate recommendations, anyone familiar with the individual's meritorious service or achievement can fill out Part II of the form, which deals with recommender data. This includes specifying their relationship to the awardee, which does not need to be a direct command relationship.
• Misconception 6: The DA Form 638 is an outdated and obsolete form of recognition. On the contrary, the form had its most recent revision in June 2017, indicating that it is an up-to-date and actively used tool for recognizing military personnel's achievements and contributions.

Understanding the complexities and correcting misconceptions surrounding the DA Form 638 is crucial for a fair and precise commendation process. It ensures that the valor, sacrifices, and achievements of servicemembers are accurately recognized and appropriately honored.

Filling out the DA Form 638, the Recommendation for Award, correctly is crucial for recognizing the exceptional service and achievements of military personnel. Here are key takeaways to ensure accuracy and compliance with Army regulations:

• It's essential to refer to AR 600-8-22 for guidance on the form's use, especially when the award is for valor, heroism, wartime acts, or is higher than the Meritorious Service Medal (M8M).
• The Privacy Act Statement on the form emphasizes that while providing personally identifiable information is voluntary, not doing so may delay processing.
• Parts I, II, and III of the form are dedicated to nominee information, recommender data, and justification for the award, respectively. Providing specific bullet examples of achievements is crucial for Part III.
• In Part IV, the form requires certification that the nominee is eligible for the award, underscoring the importance of verifying eligibility in accordance with AR 600-8-22 before submission.
• Approval, disapproval, or recommendation for a different award is indicated in the later sections of the form, highlighting the need for recommendations to pass through various levels of command for consideration.
• The Orders Data part of the form, including issuing headquarters and the approving authority's information, underscores the formal nature of the award process and its culmination into formal military orders.
• Completing the DA Form 638 accurately and thoroughly is essential for ensuring the proper recognition of military personnel, requiring attention to detail and an understanding of the related military regulations and procedures.

Being meticulous in filling out each part of the DA Form 638 is not only a matter of following protocol but also honors the achievements and service of military personnel by ensuring their actions are appropriately recognized.