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The DA Form 638 is a crucial document used within the U.S. Army to recommend individuals for various awards and decorations. This form plays a significant role in recognizing the achievements of soldiers, whether for acts of valor, heroism, or exemplary service. It is governed by Army Regulation 600-8-22, which outlines the standards and procedures for military awards. The form collects essential information, including the soldier's name, rank, organization, and the specific reason for the award. Additionally, it captures the period of service being recognized and includes sections for justifying the recommendation with detailed examples of meritorious actions. The DA Form 638 also ensures compliance with privacy regulations, allowing for the disclosure of information only as necessary for processing the award. It is important to note that while providing personal information is voluntary, omitting it can lead to delays in processing. Ultimately, this form serves not only as a record of recognition but also as a means to maintain individual award case files, contributing to the overall morale and motivation within the Army.

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Common mistakes

  1. Incomplete Personal Information: One of the most common mistakes is failing to fill in all required fields, such as the name, rank, or Social Security Number (SSN). Each piece of information is crucial for processing the award.

  2. Incorrect Dates: Entering the wrong dates for the period of award can lead to significant delays. Ensure that the start and end dates are accurate and formatted correctly.

  3. Vague Justifications: Providing vague or generic descriptions in the justification section does not effectively convey the significance of the achievements. Specific examples of actions or services should be included.

  4. Neglecting Previous Awards: Forgetting to mention any previous awards can hinder the evaluation process. This information is essential for context and comparison.

  5. Missing Signatures: Failing to obtain necessary signatures from recommenders or approving authorities can result in an incomplete application. Each signature validates the process.

  6. Ignoring the Privacy Act Statement: Not understanding or acknowledging the Privacy Act Statement can lead to concerns about confidentiality. It's important to be aware of how personal information will be used.

  7. Not Checking Eligibility: Submitting the form without confirming the individual’s eligibility for the award can lead to automatic disqualification. Always verify eligibility against the criteria outlined in AR 600-8-22.

  8. Using Outdated Forms: Submitting an outdated version of the DA Form 638 can cause confusion and delays. Ensure you are using the most current version available.

  9. Overlooking Interim Awards: If an interim award is applicable, failing to indicate this can complicate the recognition process. Be sure to check the appropriate box if it applies.

  10. Not Following Submission Guidelines: Each organization may have specific submission protocols. Ignoring these can result in delays or rejection of the application.

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Dos and Don'ts

When filling out the DA 638 form, it is important to follow specific guidelines to ensure accuracy and efficiency. Here is a list of things to do and not to do:

  • Do: Use clear and legible handwriting or type the information.
  • Do: Double-check all personal information for accuracy, including names, ranks, and SSNs.
  • Do: Provide detailed justifications for the award, using specific examples of achievements.
  • Do: Ensure that the proposed citation reflects the accomplishments accurately.
  • Do: Sign and date the form where required to validate the submission.
  • Don't: Leave any sections blank; fill in all required fields.
  • Don't: Use abbreviations or jargon that may confuse the reviewer.
  • Don't: Submit the form without obtaining necessary approvals from intermediate authorities.
  • Don't: Provide false or misleading information, as this can result in disqualification.
  • Don't: Forget to include the proposed presentation date if applicable.

Misconceptions

There are several misconceptions about the DA Form 638 that can lead to confusion. Understanding these can help ensure that the award process goes smoothly.

  • Misconception 1: The DA Form 638 is only for valor awards.

    • This form is used for all types of awards and decorations, not just those for valor or heroism. It includes recognition for service and achievements as well.

  • Misconception 2: You cannot submit a DA Form 638 for a posthumous award.

    • In fact, the form can be used for posthumous awards. There are specific sections to indicate if the award is being requested posthumously.

  • Misconception 3: The form is only for officers.

    • The DA Form 638 is applicable to all members of the military, regardless of rank. Soldiers from all branches can be nominated.

  • Misconception 4: Completing the form is the only step needed for an award.

    • While the form is crucial, it is just one part of the process. Recommendations must also be reviewed and approved by the appropriate authorities.

  • Misconception 5: Awards are automatically granted once the form is submitted.

    • Submitting the form does not guarantee an award. Each nomination goes through a review process that determines eligibility and merit.

  • Misconception 6: Personal information on the form is not important.

    • Providing accurate personal information is essential. Missing or incorrect details can delay the processing of the application.

Detailed Guide for Using Da 638

Completing the DA 638 form requires careful attention to detail to ensure accurate processing of award nominations. This form is essential for recording individual nominations for military awards and decorations. Below are the steps to successfully fill out the form.

  1. Part I - Soldier Data: Fill in the soldier's name (last, first, middle initial) in box 1. In box 2, enter the date in the format YYYYMMDD. Next, provide the soldier's rank in box 5 and their Social Security Number (SSN) in box 6.
  2. In box 3, indicate the soldier's organization in box 7, followed by their branch of service in box 9. List any previous awards in box 8.
  3. For the reason for the award, fill out box 12, specifying the period of the award in boxes 11a and 11b. Indicate if it is an interim award in box 12b and if the award is posthumous in box 12c.
  4. Provide the proposed presentation date in box 13, and include the name of the recommender in box 14. Fill in the recommender's title/position in box 16 and their relationship to the awardee in box 18.
  5. Part II - Recommender Data: Complete the recommender's address in box 15, rank in box 17, and obtain their signature in box 19.
  6. Part III - Justification and Citation Data: Use specific bullet points to detail the soldier’s achievements in box 20. Include up to four achievements, labeling each one accordingly.
  7. Draft a proposed citation in box 21 that summarizes the soldier's accomplishments and merits.
  8. Part IV - Recommendations/Approval/Disapproval: Ensure that the intermediate authority certifies the soldier's eligibility in box 22. They should sign and date the form in boxes 22a and 22b.
  9. Repeat the recommendation process for subsequent intermediate authorities in boxes 24 and 25, ensuring each authority provides their signature and comments as needed.
  10. Part V - Orders Data: Fill in the orders issuing headquarters in box 27a and the name of the orders approval authority in box 28a. Complete the remaining boxes, including the permanent order number and approved award details.

After filling out the form, ensure that all information is accurate and complete before submission. This will help facilitate the processing of the award and avoid any unnecessary delays.