Outline
The DA Form 638, officially titled "Recommendation for Award," serves a critical role in recognizing the achievements and valor of military personnel. This form is utilized to nominate individuals for various awards and decorations, ensuring that their contributions are formally acknowledged. It encompasses essential information, including the nominee's personal details, rank, and the specific reason for the award. Additionally, the form requires a detailed justification section, where recommenders can provide bullet-point examples of meritorious acts or services that warrant recognition. The DA Form 638 is governed by Army Regulation 600-8-22, which outlines the procedures for military awards, including the necessity for intermediate authority review and approval. Privacy considerations are also paramount, as the form includes a statement regarding the handling of personally identifiable information, emphasizing the voluntary nature of disclosure. By facilitating a structured approach to award nominations, this form not only honors individual accomplishments but also reinforces the values and traditions of military service.
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Form Information
| Fact Name | Description |
|---|---|
| Purpose of the DA 638 Form | This form is used to recommend individuals for military awards and decorations, ensuring that all nominations are properly documented and processed. |
| Governing Law | The DA 638 is governed by Army Regulation 600-8-22, which outlines the policies for military awards and decorations. |
| Privacy Act Statement | Under the Privacy Act, the information collected on this form is voluntary, but failure to provide it may delay the processing of the award application. |
| Special Instructions | For awards related to valor, heroism, or wartime actions, specific instructions are detailed in Chapter 3 of AR 600-8-22. |
Detailed Guide for Filling Out Da 638
Completing the DA 638 form requires attention to detail and accurate information. Each section must be filled out carefully to ensure the nomination process moves forward smoothly.
- Begin with Part I - Soldier Data. Fill in the following fields:
- 1. Name (Last, First, Middle Initial)
- 2. From Date (YYYYMMDD)
- 3. Date (YYYYMMDD)
- 4. Rank
- 5. SSN
- 6. Organization
- 7. Branch of Service
- 8. Previous Awards
- 9. Recommended Award
- 10. Period of Award (From and To dates)
- 11. Indicate Reason for Award and check interim or posthumous if applicable
- 12. Proposed Presentation Date if applicable
- Proceed to Part II - Recommender Data. Enter the following:
- 13. Name (Last, First, Middle Initial)
- 14. Address
- 15. Title/Position
- 16. Rank
- 17. Relationship to Awardee
- 18. Signature
- In Part III - Justification and Citation Data, provide detailed achievements:
- 19. List specific bullet examples of meritorious acts or service (Achievement #1 to #4)
- 20. Write the proposed citation for the award
- Complete Part IV - Recommendations/Approval/Disapproval:
- 21. Intermediate Authority - Fill in the required signatures, names, and dates
- 22. Approval Authority - Complete the necessary fields and provide final approval or disapproval
- Finally, fill out Part V - Orders Data:
- 23. Orders Issuing HQ
- 24. Name of Orders Approval Authority
- 25. Permanent Order Number
- 26. Approved Award and Date (YYYYMMDD)
Obtain Answers on Da 638
-
What is the DA 638 form?
The DA 638 form is used to recommend individuals for military awards and decorations. It serves as a formal record of nominations, detailing the achievements of the nominee and the rationale for the award.
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Who can submit a DA 638 form?
Any member of the U.S. Army, including active duty, reserve, and National Guard personnel, can submit a DA 638 form to recommend someone for an award. Typically, this is done by a supervisor or someone in a leadership position.
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What information is required on the form?
The form requires several key details, including:
- Nominee's name, rank, and service number
- Organization and branch of service
- Reason for the award
- Specific achievements or acts of service
- Recommender's information and signature
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What types of awards can be recommended using the DA 638?
The DA 638 can be used for various awards, including commendation medals, achievement medals, and other decorations. For valor or heroism awards, special instructions apply as outlined in Army Regulation 600-8-22.
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Is there a deadline for submitting the DA 638 form?
While there is no universal deadline, it is advisable to submit the form as soon as possible after the achievements occur. Timely submission can help ensure that the award process is completed without unnecessary delays.
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What happens after the DA 638 form is submitted?
Once submitted, the form goes through a review process. The appropriate authorities will evaluate the recommendation and either approve or disapprove the award. If approved, the award will be formally presented.
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Can I track the status of a DA 638 submission?
Tracking the status of a DA 638 submission can vary by unit. It is best to follow up with the appropriate administrative office or the individual responsible for processing awards in your organization.
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What should I do if my DA 638 form is disapproved?
If your form is disapproved, you can request feedback on the decision. Understanding the reasons for disapproval may help in preparing a stronger case for future submissions.
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Is personal information on the DA 638 form protected?
Yes, the DA 638 form is subject to the Privacy Act. Personal information is protected, and disclosure is voluntary. However, not providing certain information may delay processing.
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Can the DA 638 form be used for posthumous awards?
Yes, the DA 638 can be used to recommend awards for individuals who have passed away. The form includes a specific section to indicate if the award is posthumous.
Common mistakes
Completing the DA 638 form accurately is crucial for ensuring that award nominations are processed smoothly. However, many individuals encounter common pitfalls during this process. One frequent mistake is failing to provide complete and accurate personal information in Part I. This section requires essential details such as the full name, rank, and social security number of the nominee. Omitting any of this information can lead to delays in processing.
Another common error involves the selection of the appropriate award in Part II. Individuals often choose an award that does not align with the achievements being cited. It is essential to match the award with the specific acts of valor or service described. Misalignment can result in disapproval of the nomination.
In Part III, where justification and citation data are provided, individuals sometimes neglect to use specific bullet examples of meritorious acts. General statements lack the impact needed to support the nomination. Providing clear, detailed examples strengthens the case for the award and enhances the likelihood of approval.
Additionally, many people overlook the requirement to indicate whether the award is an interim or posthumous award. This information is crucial and should be clearly marked in section 12. Failing to do so can create confusion and may hinder the processing of the application.
Errors in the proposed presentation date can also lead to complications. If the date is not filled out correctly or is left blank, it may raise questions about the urgency or significance of the award. This oversight can delay the entire process.
Another mistake occurs when individuals do not obtain the necessary signatures in Part IV. Each section of the recommendation process requires approval from various authorities. Missing signatures can lead to a rejection of the application, as it indicates incomplete processing.
Furthermore, individuals sometimes fail to provide a clear rationale for the award in the comments section. This area allows for additional context and justification. A lack of detail here can weaken the overall nomination.
Many nominators also underestimate the importance of reviewing the entire form before submission. Failing to proofread can result in typographical errors or inconsistencies, which can detract from the professionalism of the application.
Finally, submitting the form without ensuring compliance with the latest guidelines can lead to rejection. Regulations may change, and staying updated is essential for a successful nomination. Each of these mistakes can significantly impact the outcome of an award nomination, making attention to detail paramount.
Documents used along the form
The DA Form 638 is a crucial document used in the military for recommending awards. However, it often accompanies several other forms and documents to ensure a comprehensive submission. Below is a list of related forms that may be necessary during the award nomination process. Each of these documents plays a specific role in supporting the overall application and ensuring that all necessary information is accurately captured.
- DA Form 4980-14: This is the Certificate of Achievement. It serves as a formal recognition of accomplishments and can be issued alongside the DA Form 638 to highlight specific achievements of the service member being nominated.
- DA Form 1256: This form is used to recommend a soldier for the Army Achievement Medal. It includes detailed descriptions of the soldier’s achievements and is often required to provide additional context for the award being requested on the DA Form 638.
- DA Form 1059: This is the Academic Evaluation Report. It documents a soldier's performance during training courses and can be included to demonstrate the individual’s qualifications and contributions, supporting the award nomination.
- DA Form 67-9: Known as the NCO Evaluation Report, this form evaluates the performance of non-commissioned officers. It provides an assessment of the soldier's leadership and effectiveness, which can be beneficial in substantiating the award recommendation.
- DA Form 703: This is the Army Physical Fitness Test Scorecard. It records the physical fitness achievements of a soldier. Including this document can reinforce the overall profile of the service member, especially for awards related to physical performance.
- DA Form 4187: The Personnel Action Form is used for various personnel actions, including award nominations. It can be utilized to document changes in a soldier’s status or to initiate a request for an award, complementing the information provided on the DA Form 638.
When preparing to submit a nomination for an award, it’s essential to consider these additional forms and documents. They provide vital information that can enhance the credibility of the nomination and ensure a thorough review process. Each document contributes to a clearer understanding of the service member’s qualifications and achievements.
Similar forms
The DA Form 638 is an important document used in the military for recommending awards. It shares similarities with several other forms that serve related purposes. Here’s a look at six documents that are comparable to the DA Form 638:
- DA Form 4187: This form is used for personnel actions, such as requests for awards or changes in status. Like the DA Form 638, it requires detailed information about the individual and the reason for the action.
- DA Form 2442: This document is utilized for recommending soldiers for special duty assignments or awards. Both forms emphasize the importance of justification and documentation of achievements.
- DA Form 1041: This form is specifically for recommending soldiers for the Army Achievement Medal. It parallels the DA Form 638 in that it captures individual accomplishments and the rationale behind the recommendation.
- DA Form 87: Known as the Certificate of Training, this form is often used to document completion of specific training programs. Similar to the DA Form 638, it acknowledges individual efforts and achievements.
- DA Form 200: This form is for financial accountability and is used in the context of awards related to financial management. Both forms require thorough documentation and verification of the individual’s contributions.
- DA Form 3355: This form is used for the recommendation of promotions based on merit. Like the DA Form 638, it focuses on the individual’s qualifications and achievements, supporting their case for advancement.
Dos and Don'ts
When filling out the DA 638 form, attention to detail is crucial. Here’s a list of things you should and shouldn’t do to ensure a smooth process.
- Do double-check all personal information for accuracy, including names and Social Security Numbers.
- Do provide clear and specific reasons for the award, highlighting significant achievements.
- Do use bullet points to outline achievements in the justification section for clarity.
- Do ensure the recommended award matches the achievements listed.
- Do sign and date the form where required to validate the submission.
- Don't leave any fields blank; incomplete forms may delay processing.
- Don't use vague language; specificity helps convey the merit of the award.
- Don't forget to indicate if the award is for posthumous recognition, if applicable.
- Don't submit the form without reviewing it for typos or errors.
- Don't overlook the required signatures from all relevant authorities before submission.
Misconceptions
Misconceptions about the DA Form 638 can lead to confusion and errors in the award nomination process. Here are seven common misconceptions explained:
- It is only for valor awards. The DA Form 638 is used for various types of awards, not just those for valor or heroism. It can be utilized for any award or decoration as outlined in Army Regulation 600-8-22.
- Only high-ranking officials can submit this form. Any individual who meets the criteria can recommend someone for an award using the DA Form 638. It is not limited to those in leadership positions.
- Personal information is mandatory. While providing personal information, such as the Social Security Number (SSN), is encouraged for processing, it is not mandatory. However, omitting this information may delay the application.
- All awards require extensive documentation. The level of documentation required varies depending on the type of award. Some may require detailed justification, while others may not need as much supporting information.
- The form can only be submitted electronically. While electronic submissions are encouraged for efficiency, the DA Form 638 can also be submitted in paper format, depending on the unit’s policy.
- Once submitted, the form cannot be changed. Changes can be made to the DA Form 638 after submission, but it may require additional approvals and could slow down the process.
- Submission guarantees an award. Completing and submitting the DA Form 638 does not guarantee that an award will be granted. The recommendation must still be reviewed and approved by the appropriate authorities.
Key takeaways
When filling out and using the DA Form 638, several important considerations can enhance the process. Here are key takeaways to keep in mind:
- Understand the Purpose: The DA Form 638 is primarily used to recommend individuals for awards and decorations based on their achievements.
- Privacy Considerations: Be aware that the form collects personally identifiable information. Disclosure is voluntary, but omitting information may delay processing.
- Accurate Information: Ensure that all details, such as names, ranks, and service branches, are filled out accurately to avoid complications.
- Specific Achievements: In the justification section, provide specific examples of meritorious acts or services to strengthen the nomination.
- Interim and Posthumous Awards: Indicate if the award is an interim or posthumous award. This information is crucial for the processing of the application.
- Signature Requirements: Multiple signatures are required throughout the form. Ensure that all necessary parties sign and date the document to validate the recommendation.
- Approval Process: Understand that the form goes through several levels of authority for approval. Each level may require additional comments or modifications.
- Keep Copies: Retain copies of the completed form and any correspondence related to the award for future reference and tracking.