Communication Procedures

Bottom line: Squadron communication runs on Microsoft 365. Day-to-day coordination happens in Microsoft Teams. Official announcements are sent by email. Check both regularly. If you do not have access to Teams, inform your element leader so they can accommodate accordingly.

Chain of Command: Who Do You Ask?

The chain of command is the order of authority (who oversees who). Always start your questions at the lowest level. Unless the question relates to a support staff position, begin with your element leader. To find out which element you are in, see the element list attached to every meeting schedule and After Action Report (AAR) email.

If your element leader cannot answer the question, they will escalate it up the chain. Cadet staff, especially officers, are often busy. Resolving simple issues at the lowest level frees senior staff to focus on strategic leadership.

The one exception is your wingman (such as a sibling or friend). A wingman is not part of the chain of command, but you may ask them first. If they cannot answer, it is your responsibility to take the question up the chain.

Message Formatting

All communication, regardless of platform, must be clear, concise, and professional. CAPP 1-2 is a good quick reference for written communication. AFH 33-337, The Tongue and Quill is the detailed reference and is the source for the standards below.

• Use an appropriate greeting (good morning, good afternoon, good evening). Address members by grade or title. Senior officers and cadet officers are addressed as Sir or Ma’am. Senior NCOs, cadet airmen, and cadet NCOs are addressed by their grade. In Teams, an @mention may take the place of the greeting when appropriate.
• Use an appropriate closing. Official email must use the Civil Air Patrol signature block. Build yours with the CAP signature block generator. Do not send official email with a default signature such as “Sent from my iPhone.”
• Follow the chain of command. Treat an email address like a personal phone number. If the matter is important enough that you would call the commander without first speaking to your element leader, send it to the commander. Copying your element leader does not count as following the chain of command.
• Do not send messages late at night. After 2200 (10 p.m.), wait until the next day.
• Write a specific subject line that states your purpose. Five to seven words is optimal and helps others find the message later.
• Be brief and stay on point. Address the issue, the whole issue, and nothing but the issue. Aim for 24 lines or fewer.
• Use bold, italics, or color to emphasize key sentences.
• Spell check every message before sending.
• Use correct grammar, including capitalization.
• Avoid abbreviations. Never use informal shorthand such as “idk,” “nvm,” or “etc.” in place of clear wording.
• Emoticons and emoji have no place in official communication. Restrict them to personal messages.
• Do not write in ALL CAPITAL LETTERS. It is the online equivalent of shouting and is considered rude.
• Be polite. Treat the message as a personal conversation. If you would not say it that way face to face, rewrite it with a more positive tone.
• Be careful with humor, irony, and sarcasm. Written messages are often read more harshly than intended because the reader cannot see body language or hear tone of voice. Capital letters, exclamation points, and strong adjectives can turn enthusiasm into what reads as defiance.
• Use “Reply All” sparingly. In Teams, the equivalent is posting in a channel everyone can see. Send information only to the people who need it.
• Check your attachments. Confirm they are attached, correct, and can be opened before you send.

Subject Line Keywords

Lead the subject line with one of the following keywords when it applies. This helps the recipient prioritize the message.

• ACTION – Action is required (other than a signature)
• SIGN – Signature required
• IMPORTANT – Important information
• URGENT – Time-critical information

Sample subject lines:

• IMPORTANT: Upcoming squadron events
• URGENT: No meeting tomorrow, 17 Aug
• Question regarding uniform order

Microsoft Teams

Post messages in the appropriate channel. You will see the channel for the element you are assigned to. Message your element leader there.

To speak with someone privately, start a chat in Teams. Cadets must include at least two senior members in any private chat, the same standard that applies to email. Do not hold a one-on-one private chat with an adult member.

Turn on notifications for your element channel so you do not miss a tasking.

Your profile photo, display name, and status message must be appropriate and professional. Use your real name. What you intend as a joke may not be received that way.

Email

Official announcements are sent by email. Cadets must copy (CC) at least two senior members on all official email, per CAP policy.

Member email addresses are listed in eServices. Log in to eServices. On the home page, under the Statistics widget, you will see Cadets, Seniors, and All members. Select the number next to the list you want to view. To update your own address, open Settings in the top right, then select Contacts.

Addressing the Person

Cadet airmen are addressed as Airman. NCOs and cadet NCOs are addressed as Sergeant, except Chief Master Sergeants, who are addressed as Chief. Cadet officers, officers, and senior members with no grade are addressed as Sir or Ma’am.

Cadets

Cadet Airmen

Cadet NCOs

Cadet Officers

Senior Members

Senior NCOs

Officers