Fill Out a Valid Da 638 Form

Da 638 - Usage Guide

Filling out the DA Form 638, the Recommendation for Award, is a process that requires close attention to detail. This form is used in the Army to recommend personnel for awards and decorations based on their service and achievements. Ensuring that every section is completed accurately is crucial for the timely and proper recognition of service members’ accomplishments. The guide below is designed to navigate you through each step of filling out this form comprehensively.

1. Start by entering the full name of the individual being recommended for an award (Last, First, Middle Initial) in the sections labeled 1 to 4.
2. Under the section marked "SOLDIER DATA", input the individual’s rank in section 5 and Social Security Number (SSN) in section 6.
3. In section 3, provide the date (YYYYMMDD format) when the form is being filled out.
4. Enter the organization name in section 7 where the individual serves.
5. For section 8, list any previous awards the individual has received.
6. In section 9, specify the branch of service (e.g., Army, Navy).
7. Indicate the recommended award in section 10.
8. For the "PERIOD OF AWARD" section 11a and 11b, input the start and end dates (YYYYMMDD format) related to the period for which the award is recommended.
9. Under section 12, mark the reason for the award, check if it's an interim award and if it’s a posthumous recommendation, if applicable.
10. Set a proposed presentation date for the award in section 13 (YYYYMMDD).
11. In "PART II – RECOMMENDER DATA" provide the recommender's full name, address, title/position, rank, and their relationship to the awardee in sections 14 to 18.
12. Ensure the recommender signs in section 19 to validate the recommendation.
13. In "PART III – JUSTIFICATION AND CITATION DATA", describe specific achievements or meritorious acts that justify the award recommendation, listed as bullet points under achievements and proposed citation in sections 20 and 21.
14. Complete "PART IV – RECOMMENDATIONS/APPROVAL/DISAPPROVAL" by certifying the individual’s eligibility for the award, adding any necessary comments, and obtaining signatures from the required authorities outlined in sections 22 to 27.
15. For "PART V – ORDERS DATA", fill in the details regarding the orders issuing headquarters, the order number, and the name and position of the orders approval authority in sections 27a to 28d.
16. Lastly, document the approved award, date, and distribution information in sections 29 to 31.

After completing the form, review all sections for accuracy. The completed DA Form 638 should then be submitted to the appropriate department or individual responsible for processing military awards within your organization. Timely and correct submission ensures that deserving individuals are recognized for their exemplary service and contributions.

What is the DA Form 638?

DA Form 638 is a document used by the United States Army for the recommendation of awards. It is designed to recognize Army personnel for valor, heroism, wartime achievements, and service above and beyond the call of duty. The form provides a structured way to nominate individuals for various military decorations and record the final decision regarding the award.

Who can recommend someone for an award using the DA Form 638?

Individuals within the recommender's chain of command typically use the DA Form 638. This includes superiors or others in a position of authority who can attest to the achievements and conduct of the person being recommended. The form requires information both about the soldier being recommended and the individual making the recommendation, ensuring accountability and authenticity in the nomination process.

What information is required on the DA Form 638?

The form requires detailed information about the soldier being recommended for an award, including their name, rank, social security number (SSN), branch of service, and specific achievements or acts of service justifying the award. It also asks for the recommender's information, including their relationship to the awardee, to ensure that nominations are made thoughtfully and with proper judgment.

Are there different types of awards that can be recommended using the DA Form 638?

Yes, the DA Form 638 can be used to recommend individuals for various levels of awards, except for valor/heroism/wartime and awards higher than the M8M (Meritorious Service Medal). For such high-level awards, specific instructions and additional criteria outlined in Chapter 3 of AR 600-8-22 need to be followed.

What happens if I do not disclose all the required information on the DA Form 638?

Failure to provide all the necessary information or incomplete disclosures may result in processing delays. It's crucial to complete the form accurately and comprehensively to ensure that the nomination is considered without unnecessary hold-ups.

How is the DA Form 638 processed?

After completion, the DA Form 638 is submitted through the chain of command for review. It includes stages of recommendation, approval, and potential disapproval, with comments and decisions recorded at each level. This structured process ensures that each nomination is carefully considered and that the decision-making is transparent and accountable.

Can the DA Form 638 be used for posthumous awards?

Yes, the DA Form 638 allows for the recommendation of posthumous awards. It includes a specific section to indicate whether the nomination is posthumous, ensuring that the bravery and service of soldiers who have made the ultimate sacrifice are honored and recognized.

Filling out the DA Form 638, a document used for recommending military awards, demands attention to detail and a thorough understanding of its requirements. One common mistake is overlooking the importance of accurately completing the soldier data section (Part I). This includes the soldier's name, rank, and service number. Such inaccuracies can delay or even invalidate the recommendation process.

Another error occurs in the recommendations/approval/disapproval section (Part IV), where recommenders sometimes fail to verify the nominee's eligibility for the award as per AR 600-8-22 regulations. Assurance of eligibility is crucial for the integrity of the recommendation.

Many also stumble when detailing the justification and citation data (Part III). Specific bullet examples of meritorious acts or service should be provided here. Vague or generic descriptions do not effectively communicate the nominee's achievements, potentially undermining the strength of their candidacy for the award.

Leaving the proposed presentation date (item 13) blank is another oversight. This date is vital for planning purposes and ensures that the award ceremony can be appropriately scheduled and executed.

Underestimating the significance of the previous awards section (item 8) is also common. This information provides context for the current recommendation and helps in recognizing the nominee’s history of service and valor. Without this, the evaluation of the nominee's career achievements may be incomplete.

A crucial yet often skipped step is the indication of the award period (item 11a and 11b). This timeframe specifies the exact period during which the actions justifying the award took place. Omitting this can lead to confusion regarding the relevance of the nominee's actions.

An additional mistake involves the incorrect or incomplete filling of the recommender data part (Part II), particularly the relationship to the awardee (item 18). This information establishes the credibility of the recommendation and its context within the military hierarchy.

Failure to decide and appropriately mark whether the award is posthumous (item 12c) is another oversight. This detail affects how the award process is handled and ensures respect and sensitivity towards the nominee’s family and memory if applicable.

Last but not least, individuals often neglect to provide a proposed citation (item 21). This citation is meant to concisely summarize the achievements warranting recognition, acting as the formal statement of the award. Omitting this leaves a crucial part of the award's narrative incomplete.

When submitting a DA Form 638 for the recommendation of an award, several other forms and documents might need to be included or considered in the process. These forms and documents ensure the recommendation is well-supported, properly documented, and aligns with the requirements and regulations of military awards.

• DA Form 67-10 Series: These are Officer Evaluation Reports (OERs) that provide detailed information about an officer's performance and potential. They are often used to support award recommendations by evidencing the individual’s accomplishments and leadership qualities.
• DA Form 2166-9 Series: Enlisted Record Briefs or Noncommissioned Officer Evaluation Reports (NCOERs) that assess an enlisted soldier's performance and potential. These are critical in substantiating the justification for an award.
• DA Form 4187: Personnel Action form. This form is used for a wide range of personnel actions, including reassignments, transfers, changes in duty, and more. It may accompany a DA 638 to process any personnel actions related to or resulting from the award recommendation.
• DA Form 1059: Service School Academic Evaluation Report. This document could support an award recommendation by showing the service member's exemplary performance in a Service School, showcasing their dedication and expertise.
• DA Form 4856: Developmental Counseling Form. This form records counseling sessions through which significant achievements or behaviors warranting an award might have been identified and discussed.
• Letters of Recommendation: These can supplement a DA Form 638 by providing personal accounts of the nominee's actions and character from those who have witnessed them firsthand, such as supervisors, peers, or subordinates.
• Service Member’s Official Military Personnel File (OMPF): This comprehensive record contains administrative data, awards and decorations, qualification records, and other documentation. Parts of the OMPF may be referenced or included to substantiate the award recommendation.
• Certificate of Achievement: While not a part of the official process, certificates recognizing specific achievements can accompany a DA Form 638 to highlight past recognitions that support the current recommendation.

Each document plays a unique role in building a complete and persuasive case for why a service member deserves a specific award. Collecting, preparing, and reviewing these documents carefully can significantly impact the outcome of the DA Form 638 submission. Whether showcasing leadership abilities, professional development, or personal achievements, these forms and documents together create a narrative of dedication and excellence worthy of formal recognition.

The DA Form 638, known for its role in recognizing military personnel for their valor, performance, and service achievements, shares similarities with civilian awards and recognition forms across varied sectors. One such document is the civilian employee performance evaluation form often used within government agencies and private sector companies. These performance evaluations, similar to the DA Form 638, collect detailed information on the contributions of an individual, facilitating a formal review process that can lead to recognition through raises, promotions, or specific awards. Both forms serve the purpose of acknowledging individual excellence and contributions, albeit in different contexts, with the DA Form 638 focusing on military achievements while civilian performance evaluations focus on job performance and contributions to organizational goals.

Another comparable document is the nomination form for civilian service awards, which is utilized by various organizations, including non-profits and governmental bodies, to recognize volunteers or employees for exceptional service or achievements. These forms, like the DA Form 638, require detailed accounts of the nominee’s actions or contributions, recommendations from peers or supervisors, and often a review or approval process. While the DA Form 638 focuses on military decorations, civilian service award nomination forms also emphasize individual excellence, altruism, and impact on the community or organization, highlighting the universal value of formally recognizing contributions across fields.

Academic scholarship applications also bear resemblance to the DA Form 638, primarily in their function to recognize and reward individual achievements, merits, or leadership abilities. Scholarship applications require applicants to outline their accomplishments, often supported by recommendations and transcripts, to a reviewing body or committee, similar to the procedural steps outlined in the DA Form 638 for military awards. Though one is focused on academic and extracurricular achievements and the other on military service, both documents facilitate a formalized process to acknowledge and incentivize individual excellence.

Lastly, professional certification applications within various fields, including medicine, law, and engineering, share commonalities with the DA Form 638. These applications often require detailed narratives of professional experience, competency demonstrations, and peer or supervisory recommendations. Comparable to the process detailed in the DA Form 638, these applications undergo rigorous review by boards or committees to determine eligibility for certification or recognition. Both sets of documents serve to formally acknowledge the capabilities, achievements, and professional standings of individuals within their respective fields, furthering career development and personal recognition.

When preparing the DA Form 638, Recommendation for Award, individuals aiming to nominate service members for military awards must adhere to specific guidelines. Ensuring accuracy and completeness in this process is crucial for the recognition of meritorious service or acts of valor. Below are essential do's and don'ts to follow when completing this form:

• Do thoroughly review Army Regulation 600-8-22 to understand the criteria and requirements for the specific award for which you are making a nomination.
• Do ensure that all personal information of the nominee, such as their name, rank, and service number, is accurate and matches the military records.
• Do provide clear and specific bullet examples of the nominee's achievements that justify the award, keeping in line with the guidelines set forth in the form's instructions.
• Do double-check the dates and other details for accuracy in the period of award and the proposed presentation date, ensuring they are entered in the correct format (YYYYMMDD).
• Do ensure that the justifications and the proposed citation are written in a manner that clearly articulates the nominee's meritorious acts or service, directly correlating their actions with the award's criteria.
• Do verify that all parts of the form are completed as required, including the recommendations/approval/disapproval section, to avoid any delays in the approval process.
• Do secure all necessary signatures from the recommending and approving authorities to validate the nomination.

• Don't leave any fields blank that are applicable to your nomination; instead, provide a comprehensive account of the nominee's achievements.
• Don't forget to indicate if the award is posthumous or an interim award if applicable, as this can significantly impact how the nomination is processed.
• Don't overlook the importance of the nominee's previous awards; ensure their history of recognition is accurately reflected in the form.
• Don't use vague or generic language when describing the nominee's achievements; specificity is key in demonstrating the worthiness of the nominee for the award.
• Don't submit the form without proofreading it for errors in spelling, grammar, or military terminology, as this could undermine the credibility of the nomination.
• Don't ignore the importance of privacy; ensure that the disclosure of personally identifiable information is handled in accordance with the Privacy Act Statement included in the form.
• Don't neglect to follow up on the nomination after submission, as maintaining communication with the approving authorities can provide updates on the status of the award.

Understanding the DA Form 638, the official document for recommending military awards, is crucial yet often misconstrued. Let's clarify some common misconceptions to aid in a proper appreciation and usage of this important form:

• Misconception 1: The DA Form 638 is only for high-ranking officers. In reality, this form can be used to recommend an award for any service member, regardless of their rank, recognizing acts of valor, heroism, or meritorious service.
• Misconception 2: Personal information is mandatory for processing. While personal identifiers like SSN are requested for better identification, failure to provide all the information does not automatically preclude the processing but may delay it.
• Misconception 3: Recommendations can only be submitted for wartime acts. Although designed to acknowledge valor or heroism, the DA Form 638 also covers recommendations for peacetime achievements and meritorious service.
• Misconception 4: A recommendation is automatically approved once submitted. Each recommendation undergoes a thorough review process by various authorities, and not all are approved.
• Misconception 5: The recommender must be of higher rank than the nominee. While often the case, peers or immediate supervisors can initiate a recommendation if they provide compelling evidence of the nominee's meritorious acts or services.
• Misconception 6: The form is only for Army personnel. Although issued by the Department of the Army, the DA Form 638 can concern members of different branches if the situation warrants cross-service recognition.
• Misconception 7: One cannot recommend a posthumous award through this form. The DA Form 638 does allow for posthumous award recommendations, with specific sections to indicate such circumstances.
• Misconception 8: The form is lengthy and complex. While comprehensive, the DA Form 638 is designed for clarity. Each section has clear instructions, and guidance is available in AR 600-8-22 for first-time preparers.
• Misconception 9: Awards recommended via DA Form 638 are limited to military decorations. This form covers a range of recognitions, including service medals and badges, broadening the scope of awards beyond just valor or combat decorations.
• Misconception 10: Only one achievement can be listed for consideration. Up to four distinct achievements can be detailed in the justification and citation data section, allowing a comprehensive view of the service member's meritorious acts.

Clear understanding and proper usage of the DA Form 638 ensures deserving individuals are recognized for their service, courage, and contributions, irrespective of the capacity in which they serve. Dispelling these misconceptions empowers both recommenders and nominees, enriching the tradition of military honors.

The DA Form 638 is an essential document for military personnel seeking recognition for their achievements, valor, heroism, and service. Understanding how to correctly fill out and utilize this form is crucial for both the individual being recommended and the recommending authority. Below are key takeaways regarding the completion and use of the DA Form 638:

• Understand the purpose: The DA Form 638 is used to recommend military personnel for awards and decorations, record final action on the recommendation, and maintain an individual award case file.
• Kinds of awards: For valor, heroism, wartime achievements, and all awards higher than the MSM (Meritorious Service Medal), specific instructions provided in Chapter 3 of AR 600-8-22 must be followed closely.
• Privacy Act Statement: Filling out the form requires the provision of personally identifiable information under the authority of specific U.S. codes and Army regulations, with the purpose clearly stated on the form itself.
• Completing Part I – Soldier Data: This section captures the nominee's basic information, including name, rank, organization, service branch, and previous awards, which must be accurately filled out.
• Detailing the Period of Award: The specific period during which the recommended actions took place needs clear definition, including both start and end dates.
• Indicating Reason for Award: It’s crucial to specify the reason for the award, making sure it aligns with the types of achievements recognized by the awards being considered.
• Justification and Citation Data: Providing detailed bullet examples of meritorious acts or service is necessary in Part III. This section is vital as it forms the basis of the evaluation for the award recommendation.
• Recommendation and Approval Process: Parts IV and V of the form deal with the recommendation, approval, or disapproval by authorities at different levels. Each level of recommendation or decision requires signatures and dates, underscoring the importance of proper hierarchical review.
• Ensuring Accuracy and Completeness: The correctness of the information and completeness of the documentation provided directly impacts the processing and final decision on the award recommendation.
• Distribution: Once approved, the distribution section outlines where the form and, ultimately, the orders will be disseminated, ensuring the appropriate recognition of the awarded individual.

Properly filled-out DA Form 638 documents contribute significantly to recognizing and valorizing the achievements of military personnel. Hence, it's imperative to approach this task with diligence, ensuring every section is filled out accurately and completely following the AR 600-8-22 guidelines.