Fill a Valid Da 638 Form

How to Use Da 638

Filling out the DA Form 638, a recommendation for award, is a process that involves providing detailed information about the individual being recommended for an award, the justifications for the award, and the approval from authorities. This form is used within the United States Army to recognize individuals for their valor, heroism, wartime achievements, and other significant contributions. The details provided must adhere to the guidelines set forth by Army Regulation 600-8-22. The steps below guide through the process of completing the form.

1. Begin with Part I - Soldier Data. Enter the soldier's full name (Last, First, Middle Initial) in box 1, date (YYYYMMDD) in box 3, rank in box 5, and Social Security Number (SSN) in box 6.
2. Fill in the soldier’s organization in box 7 and branch of service in box 9.
3. List any previous awards in box 8.
4. In box 10, indicate the recommended award.
5. Specify the period of the award by entering a from and to date (YYYYMMDD) in box 11a and 11b.
6. For box 12, indicate the reason for the award. Additionally, mark if this is an interim award (box 12b) and/or posthumous (box 12c), providing details if applicable.
7. Propose a presentation date for the award in box 13.
8. Move to Part II - Recommender Data. Fill in the name (Last, First, Middle Initial) in box 14, address in box 15, title/position in box 16, rank in box 17, and relationship to the awardee in box 18. The recommender must sign in box 19.
9. In Part III - Justification and Citation Data, provide specific bullet examples of meritorious acts or service that justify the recommendation for each achievement (boxes 20, achievement #1 through #4).
10. Compose the proposed citation in box 21, summarizing the achievements and reason for the nomination.
11. Proceed to Part IV - Recommendations/Approval/Disapproval. The approving authority should verify the eligibility of the individual for an award as per AR 600-8-22 and certify the accuracy of the information in Part 1 (box 22).
12. Intermediate and approval authorities should fill in their recommendations, approvals, or disapprovals, including any directives for upgrade or downgrade of the award, in boxes 23 through 26. This includes signatures and dates (YYYYMMDD).
13. In Part V - Orders Data, enter the details of the orders issuing headquarters (box 27a), permanent order number (box 27b), and the name, rank, title/position, and the signature of the orders approval authority (boxes 28a to 28d).
14. Lastly, fill in the approved award in box 29, including the date (YYYYMMDD) in box 30, and distribution instructions in box 31.

After completing all relevant sections, review the form for accuracy and completeness. Ensure all required signatures are obtained before submitting the form for final processing.

What is the DA 638 form used for?

The DA 638 form is used for recommending military personnel for awards and decorations. It serves as a formal proposal to recognize individuals for acts of valor, heroism, wartime achievements, and other meritorious service. The form plays a critical role in the process of considering, recording, and finalizing the awards to be bestowed upon members of the armed forces.

Who can initiate a DA 638 form?

Typically, a DA 638 form can be initiated by a member of the military who holds a position of leadership or command over the individual being recommended for an award. This includes direct supervisors, commanding officers, and other military personnel who can attest to the achievements and character of the nominee.

What are the key sections of the DA 638 form?

The DA 638 form contains several sections that need to be carefully completed. The key sections include:

• Part I - Soldier Data: Information about the nominee, including name, rank, and service details.
• Part II - Recommender Data: Details of the individual initiating the recommendation, including their relationship to the nominee.
• Part III - Justification and Citation Data: Specific achievements or service acts that justify the recommendation, along with a proposed citation for the award.
• Part IV - Recommendations/Approval/Disapproval: Sections for various levels of command to either recommend, approve, downgrade, or disapprove the nomination.
• Part V - Orders Data: For final processing and issuing of the award if approved.

How is a DA 638 form processed?

After the DA 638 form is fully completed and signed by the recommender, it undergoes a series of approvals or disapprovals by intermediate and final authorities within the military chain of command. Each authority reviews the nomination's merits and the justification provided and then makes a decision. If approved at all levels, the final approval authority endorses the award, and orders are issued for the presentation of the award.

Can a DA 638 nomination be for a posthumous award?

Yes, the DA 638 form can be used to recommend an individual for a posthumous award. There is a specific section within the form where the recommender can indicate if the award is being recommended posthumously. The form follows the same process for approval as other nominations, and if approved, the award is usually presented to the next of kin or a close family member of the deceased.

Where can one find instructions for completing the DA 638 form?

Detailed instructions for completing the DA 638 form can be found in Army Regulation 600-8-22, Military Awards. This regulation provides guidance on the criteria for each award, the documentation required, and the process for submission, review, and approval of the DA 638 form. It's crucial for the recommender to review AR 600-8-22 to ensure all nomination procedures are properly followed.

When it comes to filling out the DA 638 form, which is used to recommend individuals for awards within the military, accuracy and attention to detail are crucial. However, several common mistakes can hinder the processing of this form and potentially delay the recognition of deserving individuals. Let's explore seven of these mistakes to ensure smooth sailing in the recommendation process.

1. Incorrect or Incomplete Soldier Data: One of the primary mistakes is not providing complete information in PART I - SOLDIER DATA. This includes inaccuracies or missing entries in fields such as Name, Rank, SSN, and Organization. Every detail matters to ensure the nominee is correctly identified.
2. Failing to Provide Specific Bullet Examples of Achievements: PART III - JUSTIFICATION AND CITATION DATA requires specific instances of meritorious service or achievements. A vague or generalized description does not convey the exemplary actions that warrant an award.
3. Not Indicating the Type of Award Correctly: In Section 10, RECOMMENDED AWARD must be clearly specified. This mistake can lead to administrative delays and confusion regarding what honor the individual is being considered for.
4. Misunderstanding the Award Period: The period of the award (Section 11) needs precise dates indicating FROM and TO. Incorrectly recording this timeframe can lead to misunderstandings about the context of the achievements.
5. Forgetting to Indicate if an Award is Posthumous: In Section 12c, it's crucial to specify if an award is Posthumous. Failing to do so disregards the sensitive nature of awards given after a soldier has passed away.
6. Omitting Recommender Data: PART II often gets incomplete entries. Every field from the Recommender's Name to their Signature must be filled accurately to validate the recommendation.
7. Overlooking the Approval Process: The sections under PART IV concerning Recommendations/Approval/Disapproval require careful completion. Neglecting to indicate approval authority or misrepresenting the chain of command can invalidate the form.

In summary, due diligence in filling out each part of the DA 638 form precisely and thoroughly ensures that deserving individuals receive timely and appropriate recognition for their service. Paying attention to detail and avoiding these common mistakes emphasizes the respect and gratitude we hold for those who serve.

When a member of the military is recommended for an award, the DA Form 638 is a crucial document in this process. However, it's not the only document involved. Several other forms and documents often complement the DA Form 638 to ensure a thorough and comprehensive evaluation for the award recommendation. Here is a list of such documents that frequently accompany the DA Form 638, each playing a vital role in the nomination process.

• DD Form 214: Certificate of Release or Discharge from Active Duty, documenting the service member's release from military service, including their performance, awards, and honors received.
• DA Form 705: Army Physical Fitness Test Scorecard, used to report a service member's physical fitness test scores, which can be a consideration in some awards.
• DA Form 1059: Service School Academic Evaluation Report, which details the service member's performance during military training and education, reflecting their dedication and capabilities.
• DA Form 5500/5501: Body Fat Content Worksheet, used for males and females, respectively, to document physical fitness and adherence to the Army's body composition program.
• NCO Evaluation Report (NCOER) or Officer Evaluation Report (OER): These reports evaluate the service member's performance and potential, critical for recommendations for awards recognizing exceptional service.
• Letters of Recommendation: Written endorsements from superiors or peers that provide personal insights into the service member's character and achievements, supporting the award nomination.
• DA Form 4187: Personnel Action, which can include requests for awards, and thus might accompany the DA 638 to provide further procedural context.
• Unit Citations and Commendations: Documentation of any unit awards may complement an individual's award nomination to highlight their participation in commendable unit operations.
• Citation or Certificate of Achievement: Recognizes specific achievements or contributions that may be pertinent to the award nomination detailed in the DA Form 638.
• Service Member’s Medical Records: While not always required, medical records can be relevant for awards related to injuries sustained in the line of duty.

In sum, the journey of an award nomination is detailed and requires the support of various documents to paint a full picture of the service member's accomplishments. The DA Form 638 acts as the foundation for this process, with other documents providing the necessary context, evidence, and validation of the service member's meritorious service. Understanding each of these documents and their purpose is essential for anyone preparing or contributing to a military award nomination.

The SF-50, or Notification of Personnel Action, bears similarity to the DA Form 638 in its function of documenting significant events in an individual's career. Both forms are used within federal service — the SF-50 primarily within civilian federal employment to record appointments, separations, and changes in employment status, while the DA Form 638 is used to document recommendations for military awards. Each form serves as an official record that impacts the individual's career trajectory and benefits.

DD Form 214, Certificate of Release or Discharge from Active Duty, is another document that parallels the DA Form 638. While the DD Form 214 provides a comprehensive summary of a service member's time in the military, including awards, decorations, and service dates, the DA Form 638 is specifically focused on the recommendation for awards. Both documents are crucial for recognizing the achievements and service of military personnel and can impact benefits and opportunities after separation from the military.

The OPM Form 71, Request for Leave or Approved Absence, shares a commonality with the DA Form 638 in its administrative use for personal record-keeping within government service. The OPM Form 71 is utilized by federal civilian employees to request leave, while the DA Form 638 is used by military personnel to recommend awards. Each form plays a vital role in the administrative processes of federal employment and military service, ensuring accurate record-keeping of significant events.

The Performance Appraisal forms used across various federal agencies similarly capture the assessment and recognition of an individual's contributions, much like the DA Form 638 identifies meritorious acts worthy of awards in the military. Performance appraisals evaluate an employee's work performance over a period, leading to potential rewards or advancements, mirroring the purpose of DA Form 638 to recognize and recommend military personnel for their achievements.

The NGB Form 22, Report of Separation and Record of Service, for National Guard members, also serves a similar purpose to the DA Form 638 by documenting an individual's military service details, including awards and decorations received. Both forms are integral to maintaining accurate and comprehensive records of military service and achievements, which are essential for accessing veterans' benefits and other entitlements.

The I-9, Employment Eligibility Verification form, though primarily for civilian employment within the United States, shares the fundamental intent of documentation with the DA Form 638 — to record and verify important information. The I-9 confirms the legal eligibility of employees to work in the U.S., akin to how the DA Form 638 documents the recognition of service members' eligibility for awards based on their achievements.

The VA Form 21-526, Veterans Application for Compensation and/or Pension, parallels the DA Form 638 as both forms are pivotal for veterans to claim benefits rightfully owed to them. Where the DA Form 638 ensures military personnel are recommended for and can receive awards for their service, the VA Form 21-526 allows veterans to apply for compensation or pension benefits, acknowledging their service and sacrifices.

The LS-203, Employee's Claim for Compensation form, used within federal workers' compensation programs, is akin to the DA Form 638 in its role of recognizing and acting upon events affecting an individual's career due to work-related injuries. Both forms are instrumental in ensuring individuals are acknowledged for their service or suffering and receive appropriate compensation or recognition.

The Award Recommendation Forms found in various capacities across military and civilian sectors, designed to nominate individuals for specific awards or recognitions, directly align with the DA Form 638's purpose. These forms collectively support the infrastructure of recognizing excellence and valor within organizations, ensuring individuals' accomplishments are formally acknowledged.

The Military Personnel Records Jacket, or MPRJ, contains all the records pertinent to a service member's career, including forms like the DA Form 638. While the MPRJ is a comprehensive folder, the DA Form 638 contributes to the documentation within the MPRJ by offering evidence of nominations for awards. Both are critical for maintaining a detailed account of military service and recognitions received.

When filling out the DA Form 638 for a recommendation for an award, it is essential to pay careful attention to every detail. This document plays a critical role in recognizing the achievements and valor of military personnel. To assist in this process, here are several dos and don'ts to keep in mind:

• Do thoroughly review the instructions provided in Army Regulation 600-8-22 to ensure you understand the criteria and requirements for the award being recommended.
• Do ensure all personal information (e.g., name, rank, and SSN) is accurate to prevent any delays or issues in processing the form.
• Do use specific bullet points to outline the achievements or actions that justify the award, as detailed and clear examples strengthen the nomination.
• Do indicate clearly if the award is recommended for valor/heroism/wartime actions, and follow the special instructions for such awards as outlined in Chapter 3 of AR 600-8-22.
• Do check the box appropriately if the award recommendation is for a posthumous recognition, ensuring the correct processing of such sensitive nominations.
• Do include a proposed citation that succinctly and effectively summarizes the reason for the award, as this text may be used officially.
• Do ensure the form is reviewed and signed by the appropriate recommending and approving authorities to validate the recommendation.

• Don't leave any required fields blank. If a section does not apply, make sure to indicate this appropriately, usually with "N/A" or "None."
• Don't underestimate the importance of proofreading the form to check for any spelling or grammatical errors, especially in the proposed citation and justification sections.
• Don't forget to check for the latest version of DA Form 638 (as of June 2017) to ensure that the submission meets current standards and requirements.
• Don't include irrelevant or non-specific achievements; focus on meritorious acts or service directly related to the award recommendation.
• Don't skip the part of indicating whether an interim award has been given, as this information is crucial for processing the recommendation.
• Don't neglect to include a detailed address and contact information for the recommender in Part II, as this may be necessary for follow-up or clarification.
• Don't overlook the significance of a well-prepared, thoughtful recommendation, as this document significantly impacts the recognition of service members' dedication and valor.

Understanding the DA Form 638, used for recommending military awards, can sometimes be confusing. Here are six common misconceptions about this form and clarifications for each.

• Any military member can submit a DA 638. Actually, while any service member can recommend another for an award, the submission process usually requires endorsement by the individual's direct superior or chain of command.
• The DA 638 is only for combat-related awards. This is not true. The DA 638 is utilized for a variety of awards, including those for valor, heroism, meritorious service, and achievement that are not necessarily related to combat situations.
• Personal information is not necessary on the form. Contrary to this belief, personal information is crucial for the DA 638. The form requires detailed soldier data, including name, rank, and SSN, to accurately record and maintain individual award case files.
• All sections of the DA 638 must be filled out for the award to be considered. While thorough completion of the form is important, some sections are specific to certain circumstances, such as posthumous awards or interim awards. Not all sections may be applicable to every nomination.
• Once submitted, the DA 638 guarantees an award will be issued. Submission of the form is just the beginning of the process. The nomination must be reviewed and approved through various levels of command. An award is not guaranteed simply by submitting the DA 638.
• Digital signatures are not permitted on the DA 638. This is outdated information. As processes modernize, digital signatures are becoming more accepted, though it's essential to follow the current guidelines of the specific military branch regarding signature requirements.

Clarifying these misconceptions helps in understanding the purpose and correct use of the DA 638 form for recommending deserving individuals for military awards.

When filling out and using the DA 638 form, which is the Recommendation for Award in the military, there are several key points to remember. This form is essential for nominating individuals for military awards, recognizing their valor, heroism, service, or achievements. It is governed by specific guidelines laid out in the Army Regulation (AR) 600-8-22. Understanding these points ensures accurate completion and submission of the form.

• Understanding the purpose - The DA 638 form is used for recommending Army personnel for awards. It records nominations, final actions, and maintains individual award case files.
• Privacy considerations - It's important to note the privacy act statement, which outlines the authority and routine uses of the information provided on the form. Disclosure of personal information is voluntary but crucial for processing.
• Specific instructions for valor and higher awards - For awards related to valor, heroism, wartime, and those higher than the MSM, special instructions in Chapter 3 of AR 600-8-22 must be followed.
• Completeness of Soldier Data - Sections covering soldier data require thorough attention to ensure accurate recording of names, rank, SSN, and other personal details.
• Detailing the period and reason for the award - Clearly indicate the period of achievement and specific reasons for the award. This helps in evaluating the appropriateness of the nomination.
• Importance of achievements - List and detail the achievements that form the basis of the award recommendation. Specific bullet examples help in providing a clear justification for the award.
• Proposed Citation - A draft citation must be provided, summarizing the meritorious acts or service that justifies the recommendation.
• Recommendation and approval process - Understand the roles of recommending and approving authorities. Sections for recommendations/approval/disapproval must be filled out meticulously.
• Intermediate authority recommendations - There may be multiple levels of review by intermediate authorities. Their recommendations and any potential upgrade or downgrade of the award must be documented.
• Submission and follow-up - After completing the form, it should be submitted through the proper channels. Keep a copy and follow up as necessary to track the progress of the award recommendation.

Accuracy and attention to detail are paramount when filling out the DA 638 form. Each section serves an important role in the recommendation process, and understanding these key takeaways ensures that deserving individuals are recognized appropriately for their achievements and service.