Written Communication
The following information is adapted from CAP Pamphlet 1-2. This webpage is not meant to be exhaustive, but rather to give you some useful pointers, especially for email communication. Please read the CAPP 1-2 for a full discussion of this topic.
Email Communication
Appropriate address
- Appropriate address in an email is "Good morning," "Good afternoon," or "Good evening," followed by the person's grade and full or just last name.
- For example: "Good afternoon Lt Jones,"
- You could skip the "Good morning," "Good afternoon," or "Good evening," and just have the person's grade and full or just last name.
- For example: "Capt Jones,"
- It is not appropriate to start an email with "Hey Lt Jones," or "Hi Capt Jones,"
- CAP grades should be abbreviated in official Air Force style with no periods:
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Senior Members
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Staff Sergeant.................. SSgt
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Technical Sergeant.......... TSgt
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Master Sergeant............... MSgt
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Senior Master Sergeant... SMSgt
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Chief Master Sergeant..... CMSgt
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Second Lieutenant........... 2d Lt
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First Lieutenant................ 1st Lt
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Captain............................. Capt
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Major................................. Maj
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Lieutenant Colonel........... Lt Col
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Colonel.............................. Col
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Brigadier General............. Brig Gen
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Major General................... Maj Gen
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Cadet Members
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Cadet Airman Basic...................... C/AB
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Cadet Airman................................ C/Amn
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Cadet Airman First Class.............. C/A1C
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Cadet Senior Airman..................... C/SrA
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Cadet Staff Sergeant..................... C/SSgt
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Cadet Technical Sergeant..............C/TSgt
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Cadet Master Sergeant.................. C/MSgt
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Cadet Senior Master Sergeant..... C/SMSgt
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Cadet Chief Master Sergeant........ C/CMSgt
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Cadet Second Lieutenant.............. C/2d Lt
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Cadet First Lieutenant................... C/1st Lt
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Cadet Captain................................ C/Capt
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Cadet Major................................... C/Maj
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Cadet Lieutenant Colonel........... C/Lt Col
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Cadet Colonel............................. C/Col
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Email Signature Block
The following is taken from the GoCivlAirPatrol.com website on Signature Block:
Cadets should get in the habit of using the appropriate signature block.
Many email programs (such as gmail) allow you to create a signature block. For example, for gmail, click on the Gear Symbol in the top right hand corner, click on See All Settings, and scroll down to Signature. You can default not to have a signature and then just add it to your CAP emails. It is likely that other email programs have similar functions.
If your email does not allow you to save a signature block, you can create a signature block that you cut and paste into your emails. If you do not do this, you should at least sign your emails with the mobile template (see below) of your grade, name and, on the next line, Civil Air Patrol. Note that phone numbers use periods and not dashes: 555.555.5555 vs (555) 555-5555.
Preferred Signature Block (works with rich text email and not plain text email due to the graphics):
ftsnelling.cap.gov
Office Symbols
Office symbols may be used alone (CC) or with the organization designation (CAP/CC). Some office symbols apply to specific command levels or organizations. For example, GLR/XX for Great Lakes Region, MIWG/XX for Michigan Wing, MI248/XX for Kellogg Senior Squadron, or CAP-USAF/XX for Headquarters CAP-USAF. Shown on the next page are commonly used CAP office symbols.
Commander .......................................... CC
Vice Commander ................................... CV
Deputy Commander .............................. CD
Deputy Commander for Cadets ...... CDC
Deputy Commander for Seniors ..... CDS
Chief Operating Officer (NHQ only) ... COO
Chief of Staff ...........................................CS
Deputy Chief of Staff ....................... DCS
Command Chief Master Sgt ................. CCC
Executive Officer ................................... XO
First Sergeant ...................................... CCF (Cadet or Composite Squadrons only)
Administration ...................................... DA
Aerospace Education ............................ AE
Cadet Programs ..................................... CP
Chaplain ................................................. HC
Communications (Director) ................... DC
e-Learning (NHQ only) ............................ EL
Finance ................................................. FM
Wing Financial Analysts .................. FMA
General Counsel (NHQ only) ................. GC
Government Relations Advisor .............. GR
Government Relations (NHQ only) .....GVR
Health Services ...................................... HS
Historian ............................................... HO
Human Resources (NHQ only) ............... HR
Information Technology...........................IT
Inspector General ................................... IG
Legal Officer ........................................... JA
Logistics ................................................. LG
A/C Maintenance Officer ...............LGM
Supply Officer ................................. LGS
Transportation Officer .................... LGT
National Operations Center ................ NOC
Operations ............................................ DO
Communications (NHQ only).......... DOK
Counterdrug ................................... DOC
Emergency Services ........................DOS
Homeland Security ......................... DOH
Operations Training ........................ DOT
Standardization & Evaluation ........ DOV
Personnel .............................................. DP
Plans and Programs ............................... XP
Professional Development .................... PD
Public Affairs ......................................... PA
Safety .....................................................SE
Wing Administrator (NHQ employee) ..WA
