Fill in a Valid Da 638 Form

How to Fill Out Da 638

Filling out the DA Form 638 is an important step in the process of nominating an individual for an award. Completing this form accurately ensures that the nomination is processed smoothly and that the individual receives the recognition they deserve. Below are the steps to guide you through the process of filling out the form.

1. Begin with Part I - Soldier Data. Fill in the following fields:
• Name: Enter the soldier's last name, first name, and middle initial.
• Rank: Provide the soldier's rank.
• SSN: Input the soldier's Social Security Number.
• Date: Enter the date in the format YYYYMMDD.
• Organization: Write the name of the soldier's organization.
• Branch of Service: Specify the branch of the military.
• Previous Awards: List any previous awards received by the soldier.
• Recommended Award: Indicate the award being recommended.
• Period of Award: Fill in the start and end dates for the award period.
• Reason for Award: Provide a brief reason for the award.
• Interim Award: Indicate if this is an interim award (Yes or No).
• Posthumous: Specify if the award is posthumous (Yes or No).
• Proposed Presentation Date: If applicable, state the proposed date for the presentation.
2. Proceed to Part II - Recommender Data. Complete the following:
• Name: Enter your last name, first name, and middle initial.
• Rank: Provide your rank.
• Title/Position: State your title or position.
• Address: Fill in your address.
• Relationship to Awardee: Describe your relationship to the person being nominated.
• Signature: Sign the form to validate your recommendation.
3. In Part III - Justification and Citation Data, provide detailed descriptions of the achievements:
• List up to four specific achievements that justify the award.
• For each achievement, use bullet points to highlight meritorious acts or service.
• Draft a proposed citation summarizing the accomplishments.
4. Move to Part IV - Recommendations/Approval/Disapproval. Complete the following sections:
• Intermediate Authority: Certify eligibility and correctness of information.
• Provide signatures, names, ranks, and dates for all authorities involved in the approval process.
5. Finally, fill out Part V - Orders Data:
• Enter the orders issuing HQ and the name of the orders approval authority.
• Provide the permanent order number, rank, approved award, and date of approval.

Once the form is completed, ensure that all information is accurate and legible. Submitting the form to the appropriate authority will initiate the review process for the award nomination. It is essential to keep a copy of the completed form for your records. This will help you track the progress of the nomination and address any potential questions that may arise during the review process.

• Misconception 1: The DA 638 form is only for awards related to valor or heroism.

This form can be used for various awards, not just those for heroism. It is applicable for all types of military awards, including those for meritorious service.

• Misconception 2: Completing the form is optional for soldiers.

While submission may seem optional, failure to complete the DA 638 can delay or prevent the award process. Proper documentation is crucial for recognition.

• Misconception 3: The form is only relevant during wartime.

The DA 638 form is relevant in both peacetime and wartime. It serves to recognize achievements in various contexts, ensuring that all contributions are acknowledged.

• Misconception 4: Personal information is not necessary on the form.

Personal information, such as the soldier's name and SSN, is essential. This information helps verify eligibility and track the award process accurately.

• Misconception 5: Awards cannot be upgraded or downgraded once submitted.

The DA 638 allows for recommendations to upgrade or downgrade awards. This flexibility is important for accurately reflecting the soldier's achievements.

• Misconception 6: The form does not require specific examples of achievements.

Specific examples of meritorious acts or service are critical. They provide context and justification for the award, making the submission stronger.

• Misconception 7: The DA 638 is a one-time submission.

Multiple submissions may be necessary for different awards or for updates to existing nominations. Each award requires its own DA 638 form to ensure proper processing.

Filling out and using the DA 638 form is an important process for recognizing achievements within the military. Here are some key takeaways to keep in mind:

• Understand the Purpose: The DA 638 form is used to recommend individuals for awards and decorations, and it records the final action taken on those nominations.
• Privacy Matters: Be aware that disclosing personal information is voluntary, but not providing it may delay the processing of the application.
• Complete All Sections: Ensure that all required fields, such as name, rank, organization, and reason for the award, are filled out accurately to avoid any issues.
• Use Specific Examples: When detailing achievements, provide clear and specific bullet points that highlight meritorious acts or services.
• Check for Eligibility: Before submitting, confirm that the individual is eligible for the award according to the guidelines outlined in AR 600-8-22.
• Follow the Chain of Command: The form must be reviewed and approved by the appropriate authorities in the chain of command, so ensure it’s routed correctly.
• Keep Copies: Always retain copies of the completed form and any related documentation for your records, as this can be useful for future reference.

Filling out the DA 638 form can be a straightforward process, but several common mistakes can lead to delays or complications. One frequent error is failing to provide complete and accurate names in the designated sections. The form requires the full name of the individual being nominated, including the last name, first name, and middle initial. Omitting any part of this information can create confusion and may hinder the processing of the award.

Another mistake often seen is not including the correct Social Security Number (SSN). The SSN is crucial for identifying the individual in military records. If the SSN is incorrect or missing, it can result in significant delays in the approval process. Always double-check this number to ensure it matches the official records.

Many people also overlook the importance of clearly stating the reason for the award. In Section 12, the reason must be specific and detailed. Generic statements do not provide enough context for the reviewing authority. Providing concrete examples of achievements or acts of valor can significantly enhance the nomination.

In addition, failing to indicate whether the award is an interim or posthumous award can lead to misunderstandings. Section 12a and 12b must be filled out accurately. If the award is interim, it should be clearly marked as such, and if it is posthumous, that should also be indicated. This information is vital for proper processing and presentation.

Another common oversight is neglecting to obtain the necessary signatures. All required signatures in Parts II and IV must be collected before submission. Missing signatures can result in the form being returned for corrections, which can delay the award process.

Lastly, individuals often forget to provide a proposed presentation date in Section 13. This date helps in planning the award ceremony and ensures that all parties involved are prepared. Providing this information can streamline the process and enhance the overall experience for everyone involved.