Fill Out Your Da 638 Form

What is the purpose of the DA Form 638?

The DA Form 638 is used to recommend individuals for military awards and decorations. It helps in documenting nominations, recording the final action taken, and maintaining individual award case files. This process ensures that deserving service members are acknowledged for their achievements and contributions.

Who needs to fill out the DA Form 638?

The form must be completed by a recommender who has knowledge of the service member's accomplishments. This individual is typically a superior officer, but it could also be a peer. The recommender plays a crucial role in gathering information about the service member’s qualifications for the award.

What information is required to complete the DA Form 638?

Essential details on the form include the service member's full name, Social Security Number (SSN), rank, organization, and branch of service. Additionally, it requires information about previous awards, the specific award being recommended, and a justification for the award, including bullet points highlighting specific achievements or acts of merit.

Are all awards processed using DA Form 638?

No, the DA Form 638 is primarily for non-valorous awards and recognition. For valor, heroism, or wartime awards, there are specific instructions provided in Chapter 3 of Army Regulation 600-8-22. Those recommendations may require different forms or additional documentation.

What happens if I do not provide personal information on the DA Form 638?

While providing personal and identifying information is voluntary, not including essential details may delay the processing of the award. The form relies on accurate identifying information to ensure proper handling and acknowledgment of the award.

Is the information on the DA Form 638 confidential?

Yes, the form is subject to the Privacy Act, which protects personally identifiable information. However, part of the information can be disclosed to public and private organizations, including media outlets that publicize awards or honors if it benefits the recognition process.

What is the role of the intermediate authority in the recommendation process?

Intermediate authorities review the recommendations made in the DA Form 638. They evaluate the validity of the claims and make a recommendation to approve or disapprove the award. Their signatures and comments are vital to the decision-making process.

Can the DA Form 638 be used for posthumous awards?

Yes, the DA Form 638 can indicate that an award is being recommended posthumously. The form contains a specific section where this can be marked, which is important for honoring the memory of a service member who has passed away.

How can I check the status of an award after submitting the DA Form 638?

To check the status of an award after submitting the form, it's best to contact the appropriate administrative office or personnel office within the service member's organization. They can provide updates and information regarding the processing timeline and any potential issues that may arise.

Filling out the DA 638 form can feel overwhelming, yet it is essential for recognizing meritorious service. Mistakes in this process can lead to delays or even denial of awards. One common mistake is incomplete information. Applicants often forget to fill in sections such as the Branch of Service or Social Security Number (SSN). Omissions of this type can hinder the processing of nominations and cause unnecessary back-and-forth communication.

Another frequent error is vague or insufficient justification. In the section for achievements, some applicants fail to provide specific examples of the individual’s accomplishments. When the justification lacks detail, it diminishes the chances that the award will be approved. The use of bullet points to highlight clear achievements brings significant clarity to the nomination.

Additionally, participants sometimes overlook the required signature from the recommending authority. This crucial step ensures that the nomination has the proper backing and authority. Missing this signature can result in an incomplete submission, causing delays in an already intricate process.

Lastly, people often neglect to confirm the eligibility of the award. The eligibility must align with Army Regulation 600-8-22. If the recommendation is not supported by a valid reason, it can lead to disapproval. Double-checking qualifications against regulatory guidance ensures a much smoother experience in securing the desired recognition.

When working with the DA 638 form, various other documents may be necessary for processing and support. The following list outlines these related documents, providing essential details about their role in the awards nomination process.

• DA Form 4187: This is the personnel action request form used to document a variety of personnel actions, including awards and decorations. It helps in tracking changes in a soldier's status.
• DA Form 3349: This form certifies a soldier's physical profile and indicates any limitations affecting eligibility for certain awards or duties.
• DA Form 1059: Acknowledgement for professional development courses. Awards or achievements during training may influence recommendations for decorations.
• DD Form 214: The Certificate of Release or Discharge from Active Duty. It contains vital information about a service member's military service necessary for validating awards.
• DA Form 7500: This document is for documenting incidents, exercises, or events that may be relevant to achievement awards or commendations.
• AR 600-8-22: This regulation outlines policies for military awards and decorations. It serves as a reference guide for eligibility and criteria.
• DA Form 638-1: An older variant of the DA 638 which has been made obsolete. However, it may still be encountered in certain administrative situations.
• Letters of Recommendation: Personal letters that can support a nomination by detailing specific accomplishments and attributes of the service member under consideration for an award.
• Supplemental Documentation: Various forms of additional materials, such as photos or official communications, that enhance the justification for the recommended award.

Each of these documents plays a significant role in the overall awards process, ensuring that nominations are well-supported and accurately reviewed. Properly completing and submitting them along with the DA 638 will facilitate effective processing of award recommendations.

• DA Form 1650: This form is utilized for recommendations for good conduct medals. Like Form 638, it requires specific identification of the individual being nominated, and it collects information about their accomplishments and conduct during a specific service period.

• DA Form 4187: This form serves to request personnel actions. It shares similarities with Form 638 in that both are formal requests related to military personnel, involving validations of achievements and organizational recommendations.

• NDAA Form 181: Used for awards under the National Defense Authorization Act, this document is comparable to DA Form 638 as it also seeks justification for awarding honors, including detailed descriptions of meritorious acts.

• SF 180: The Standard Form 180 is used for requesting military records. Much like Form 638, it encompasses the personal identification of service members and necessitates justification for the requested action.

• DA Form 2406: This form covers the performance evaluation for enlisted soldiers. Its similarity to Form 638 lies in the appraisal of actions and achievements of personnel, making it essential for assessing qualifications for awards.

• DA Form 87: A certificate of training, this form records completion of training courses. Just as DA Form 638, it documents personal achievements and can be integral for recognition and awards.

• DD Form 214: The Certificate of Release or Discharge from Active Duty provides a summary of a service member's military service. Similar to Form 638, it reflects accomplishments and honors that can impact future award considerations.

• NAVCOMPT 10000: This form is used by the Navy for requesting commendations and awards. It parallels DA Form 638 through its requirement of detailed justification for the awards being sought based on individual contributions.

When filling out the DA 638 form, there are several best practices to follow, as well as common pitfalls to avoid. This form is essential for recommending an individual for military awards and decorations. Here are the recommendations:

• Do ensure that all personal information is accurate and complete. This includes names, social security numbers, and ranks.
• Don't forget to provide the correct time frame for the award period, as inaccuracies can lead to delays.
• Do clearly articulate the reasons for the award. Use specific examples of achievements or acts of service.
• Don't use vague language or generalized statements. Focus on detailed, concrete acts that justify the award.
• Do have multiple people review the completed form for errors or omissions before submitting it.
• Don't submit the form without signatures from the required authorities, as this will result in immediate disqualification.
• Do keep a copy of the form for your records, as it may be necessary to reference later.

Careful attention to these points can streamline the award process and improve the chances of successful recognition for meritorious service.

• Misconception 1: The DA 638 form is only used for special occasions or events.

This form serves as a standard recommendation for awards across various situations, not just special events. It is utilized in everyday military operations.

• Misconception 2: Filling out the DA 638 form guarantees that an award will be received.

Completion of the form does not guarantee approval. The process involves review and validation by appropriate authorities, and several factors influence the final decision.

• Misconception 3: Personal information on the DA 638 is not protected.

The Privacy Act safeguards your information. Disclosure is voluntary, but omitting details may result in processing delays.

• Misconception 4: The form is complicated and difficult to fill out.

While it may seem daunting, the form includes specific sections that guide the user on what information is needed. With a bit of attention, it becomes manageable.

• Misconception 5: Only high-ranking officers can recommend awards.

Any military personnel can recommend an award using the DA 638. Rank does not limit who can acknowledge excellence in service.

• Misconception 6: The recommendations are based solely on performance metrics.

While performance plays a significant role, personal acts of heroism or service also weigh heavily. Concrete examples enhance the recommendation.

• Misconception 7: A prior award is a requirement for consideration on the DA 638 form.

Previous awards are not mandatory. New nominations can be made without prior recognition, as each recommendation is evaluated on its own merits.

• Misconception 8: The DA 638 is not relevant for posthumous awards.

Posthumous awards can be recommended through this form. Special considerations are given to ensure those who have served honorably receive recognition even after their passing.

• Misconception 9: Awards granted through the DA 638 are not official.

Recommendations made with this form go through formal approval processes, making any awarded recognized and official within military and veteran communities.

Filling out the DA 638 form is a critical process for recommending awards in the military. Here are key takeaways to keep in mind:

• Accurate Information: Ensure all fields are filled out correctly. This includes the nominee's name, organization, and details of the award.
• Service Specifics: Clearly specify the branch of service and any previous awards the nominee has received.
• Reason for Award: Provide a detailed justification for the award in the achievements section. Use specific examples.
• Privacy Considerations: Understand that personally identifiable information is required. Omitting details may delay processing.
• Chain of Command: The form must be approved by the appropriate authorities at various levels. Ensure signatures are obtained accordingly.
• Interim Awards: If the award is interim or posthumous, indicate this clearly on the form to avoid confusion.
• Timely Submission: Submit the completed form as soon as possible. This helps to facilitate quick processing of the award.

Following these guidelines can lead to a smoother experience when completing and submitting the DA 638 form.