Free Da 638 PDF Form

What is the DA Form 638 and what is its purpose?

The DA Form 638 is an official document used by the United States Army to recommend service members for awards and decorations. Its primary purpose is to consider individual nominations for awards, record final actions, and maintain award case files. This form enables the structured and formal recognition of soldiers' valor, heroism, wartime achievements, and meritorious service. It is guided by the Army Regulation 600-8-22 which offers detailed instructions on its use, including for awards higher than the Meritorious Service Medal.

Who can initiate a DA Form 638 recommendation?

Any service member or civilian who has direct knowledge of another service member's meritorious conduct or service can initiate a recommendation using DA Form 638. This includes peers, superiors, or subordinates within the chain of command. The recommender is responsible for detailing the achievements or acts of heroism that warrant recognition, adhering to the specifications outlined in Army Regulation 600-8-22. It is then processed through, and subject to approval by, the chain of command, ensuring that the recommended awards are deserved and substantiated.

What types of awards can be recommended with the DA Form 638?

The DA Form 638 is versatile and can be utilized to recommend service members for a wide range of military awards and decorations, excluding nominations for valor/heroism/wartime and all awards higher than the Meritorious Service Medal (MSM), which require additional considerations as outlined in Chapter 3 of the AR 600-8-22. This form is used for awards such as the Army Commendation Medal, Army Achievement Medal, and other decorations recognizing service, achievements, or gallantry that do not directly involve combat operations or heroism under fire.

How is privacy protected in the DA Form 638 process?

The DA Form 638 adheres to the Privacy Act of 1974, ensuring that the submission and handling of personal identifiable information (PII) are done with confidentiality and integrity. Disclosure of PII on the form is voluntary, but necessary for processing the application. The information may be disclosed to public and private organizations, including news media, for the purpose of granting or publicizing awards or honors. However, such disclosures are governed by strict rules that align with federal law, safeguarding the individual's privacy throughout the awards process.

Filling out the DA Form 638 for a recommendation for an award requires attention to detail and an understanding of specific instructions. However, common mistakes can delay or undermine the submission process. Here are ten errors to avoid:

1. Not verifying eligibility for the award according to AR 600-8-22 before beginning the application process, leading to submissions for candidates who may not qualify.
2. Incorrectly filling in Section 1 to 4, particularly with the name (Last, First, Middle Initial) and SSN, which is crucial for the identification of the awardee.
3. Leaving the period of the award (fields 11a. FROM and b. TO) blank or incorrectly stated, which can result in unclear award coverage.
4. Neglecting to indicate whether the award is for valor/heroism/wartime by omitting the necessary check in fields 12a. INDICATE REASON, 12b. INTERIM AWARD, and 12c. POSTHUMOUS, thus failing to highlight the significance of the award.
5. Failing to provide detailed bullet examples of meritorious acts or service in the justification section (Part III), which weakens the nomination.
6. Incorrectly filling out the recommender data (Part II), especially the relationship to the awardee, signature, and rank, which can call into question the recommendation's legitimacy.
7. Omitting or inaccurately specifying the proposed presentation date (field 13), which is essential for planning the award ceremony.
8. Not ensuring that all necessary approvals and recommendations have been noted in Parts IV and V, including signatures, dates, and the authority’s rank and position.
9. Forgetting to check if an interim award was given (field 12b) and if so, failing to state which award it was, leading to potential duplication or confusion.
10. Misunderstanding the purpose of the Privacy Act Statement at the beginning of the form and incorrectly handling the optional disclosure of personally identifiable information, which can impact the processing of the application.

Pay careful attention to each section of the DA Form 638 to ensure that your submission is accurate and complete, reflecting the candidate's achievements and meritorious service fully and accurately.

When preparing to submit the DA 638 form, which is the Recommendation for Award, several additional documents and forms often play a crucial role in supporting the nomination. These documents provide the necessary context, justification, and administrative data to ensure the recommendation is processed smoothly and effectively.

• Service Member’s Service Record: This comprehensive record includes the entire history of the service member's military career, documenting assignments, training, qualifications, and previously awarded decorations and medals. It provides a context for their current nomination.
• Nominator’s Statement: A detailed written statement from the individual recommending the award, outlining the specific actions or achievements that warrant recognition. This personal testimony adds depth to the application and emphasizes the nominee's merit.
• Witness Statements: Written accounts from individuals who witnessed the meritorious acts or service provide corroborating evidence that supports the nomination. These statements help to paint a fuller picture of the nominee’s actions.
• Performance Reports: Recent evaluations or performance reports of the nominee can offer insights into their overall conduct, leadership qualities, and effectiveness in their role. This information can strengthen the case for awarding the decoration.
• Certificates of Completion for Relevant Training or Courses: Documentation of specialized training or courses completed by the nominee that are relevant to the actions leading to their nomination. This underscores their preparedness and professionalism.

Collecting these documents, alongside the DA 638 form, forms a comprehensive nomination package that highlights the nominee's accomplishments and their eligibility for the award. Ensuring that all relevant information and supporting documentation are included enhances the likelihood of a positive outcome.

• The DD Form 214, Certificate of Release or Discharge from Active Duty, shares similarities with the DA Form 638, as both are integral to a service member's career. The DD Form 214 is used upon a service member’s separation or discharge from active duty, summarizing their service, including any awards or decorations received, akin to how the DA Form 638 is used to recommend awards for military personnel. Both documents essentially contribute to the service member’s official military record and can impact post-military benefits and opportunities.

• The OPM Form 1203-FX, used for applying to Federal jobs and assessing qualifications, is similar in its nature of personal data collection related to the individual's career, as seen in DA Form 638. While OPM Form 1203-FX gathers information to evaluate a candidate’s eligibility and qualifications for a job, the DA Form 638 collects detailed information about a service member's actions to determine their eligibility for awards, documenting personal achievements and merits.

• The NCO Evaluation Report (DA Form 2166-9 Series) shares similarities with DA Form 638 in its focus on documenting performance and achievements. While the DA Form 638 is used for recommending awards based on specific acts or service, the NCO Evaluation Report is designed to evaluate a non-commissioned officer's performance over a period, which can also lead to recommendations for awards or promotions based on documented merit.

• The Service Member’s Civil Relief Act (SCRA) Certificate is a document that, like the DA Form 638, affects service members' lives and careers, albeit in a different domain. The SCRA Certificate offers protections for military members as it pertains to financial obligations and legal matters, demonstrating a concern for the individual’s welfare paralleling how DA 638 acknowledges and rewards their achievements and valor.

• Request for Medical/Dental Records (DD Form 877) is another form with a significant impact on a service member's career, similar to the DA Form 638 in terms of its potential effects on an individual's military life. While the Request for Medical/Dental Records facilitates access to crucial health information necessary for treatment or benefits claims, the DA Form 638 plays a critical role in recognizing and rewarding service members' accomplishments, which can also influence their career and benefits.

Filling out DA Form 638, the Recommendation for Award, is an important process that requires attention to detail and an understanding of the form's requirements. The form is used to recognize the meritorious acts or service of members of the military. Ensuring that it is filled out correctly and thoroughly is crucial for the commendation to be considered valid. Here are some dos and don'ts that one should follow when completing the DA Form 638.

• Verify eligibility: Before starting, ensure the individual is eligible for the award according to AR 600-8-22.
• Provide accurate information: Double-check all the details you enter, especially personal information like names, rank, and service number.
• Use specific examples: When detailing reasons for the award, use specific examples of the individual's meritorious acts or service.
• Follow privacy guidelines: Be mindful of personal information and follow appropriate protocols to protect privacy as outlined in the form's instructions.
• Review the form: Before submitting, review the form thoroughly to ensure all sections are completed correctly.
• Refer to instructions: For any sections that are unclear, refer back to the AR 600-8-22 for guidance.

• Leave sections blank: Complete all sections of the form. If a section does not apply, mark it as "N/A" instead of leaving it empty.
• Use vague language: Avoid general statements. Be as specific as possible when describing the achievements or service that warrants the award.
• Overlook the signature: Ensure that all required signatures are obtained before submission. Missing signatures can delay or invalidate the recommendation.
• Ignore deadlines: Pay attention to deadlines for submission, especially if the award needs to be presented by a specific date.
• Forget to check for updates: Ensure you are using the most current version of DA Form 638 as forms and requirements can change.
• Rush the process: Take your time filling out the form to avoid errors and ensure the recommendation is well-supported and clearly articulated.

Understanding the DA Form 638, the official document used for recommending military personnel for awards and decorations, is crucial. Misconceptions can lead to confusion and delays. Here, we aim to clear up some common misunderstandings about this form:

• Only for Combat Recognition: A widespread misconception is that the DA Form 638 is exclusively for recognizing acts of valor in combat. In reality, it covers a broad spectrum of awards, including those for meritorious service, achievement, and retirement, encompassing both wartime and peacetime actions.
• Recommendation Form Is for Army Only: While it's true the DA Form 638 is a U.S. Army document, its structure and the process it represents are similar to those used in other branches of the military for award recommendations. However, each branch has its specific forms and protocols.
• Personal Information Is Mandatory: The form requests personally identifiable information, like the Social Security Number (SSN), to ensure accurate processing. Nevertheless, not providing this information might cause delays but doesn't outright disqualify a candidate from being recommended for an award.
• Only Immediate Superiors Can Initiate: It's often thought that only an individual's direct superior can recommend them for an award using DA Form 638. However, recommendations can come from a broader range of personnel who have direct knowledge of the actions justifying an award.
• Used for Top-Tier Awards Only: There's a belief that this form is reserved for high-level awards. While it is used for valor, heroism, and wartime awards, it's also applicable for lower-level recognitions such as the Army Achievement Medal.
• Recommendations Automatically Approved: Submitting a DA Form 638 doesn't guarantee approval. The recommendation undergoes a review process and can be approved, disapproved, or downgraded by the appropriate authority.
• Form Is Complex and Inaccessible: Some might think the DA Form 638 is difficult to access and complete. However, it's readily available online and comes with instructions for each section, making the process as clear as possible.
• No Deadline for Submission: The misconception that recommendations can be submitted at any time leads to procrastination. There are specific time frames for submitting these forms after the meritorious act to ensure timely recognition.
• Only for Enlisted Personnel: Another misconception is that DA Form 638 is exclusively for enlisted ranks. Officers and warrant officers are also eligible for awards and can be recommended using this form.
• One Achievement per Form: A common misunderstanding is that a separate DA Form 638 is needed for each achievement. The form actually allows for multiple achievements to be listed, supporting a single award recommendation.

Clarifying these misconceptions ensures that qualified individuals are appropriately recommended and recognized for their contributions, fostering morale and encouraging excellence within the military community.

Filling out the DA Form 638, the Recommendation for Award, is a structured approach to nominating individuals for military awards and decorations. Understanding its sections and requirements ensures accurate submissions and recognition of deserving service members. Here are six key takeaways for users of the DA 638 form:

• Authority and Purpose: The form is governed by Army Regulation 600-8-22, which outlines the criteria and procedures for military awards. It is used to recommend individuals for recognition, record actions taken, and maintain award case files.
• Privacy Act Statement: The form contains a Privacy Act Statement, which clarifies the authority under which the information is collected and the purposes for its use. Disclosure of personal information is voluntary but essential for the processing of the award nomination.
• Structured Sections: The DA 638 form is divided into several parts, each requiring specific information. These include soldier data, recommender data, justification and citation data, recommendations/approval/disapproval, and orders data. Accurate and complete entries in each section are critical.
• Justification: A crucial part of the form is the justification and citation data, where specific bullet examples of meritorious acts or services must be listed. This section is vital for providing a clear and compelling rationale for the award recommendation.
• Process of Approval: The form outlines a process for obtaining recommendations and approvals at various levels. This includes intermediate authority and approval authority sections, which play a crucial role in the decision-making for award issuance.
• Special Instructions for Valor/Heroism/Wartime Awards: For awards higher than the M8M involving valor, heroism, or wartime actions, special instructions in Chapter 3 of AR 600-8-22 must be referred to. This ensures that nominations for such prestigious awards are handled with the required attention to detail and procedure.

Proper completion and understanding of the DA 638 form fosters a fair and systematic process for recognizing and awarding service members. Whether for routine awards or those of higher distinction, the form serves as a fundamental tool in the military's tradition of honor and recognition.