Memorandum of Understanding Template Usaf

Standard Operating Procedure: USAF Memorandum of Understanding (MOU) Development

Document ID: TR-SOP-AF-901
Effective Date: 2024-05-22
Version: 1.0.0
Review Cadence: Biennial (or upon AFI policy change)

1. Executive Summary & Purpose

This SOP dictates the standardized process for drafting, coordinating, and finalizing a Memorandum of Understanding (MOU) within the United States Air Force (USAF) ecosystem. This document ensures compliance with AFI 33-360 (Publications and Forms Management) and DAFI 90-191 (Interagency/Intergovernmental Agreements). The objective is to define roles, responsibilities, and resource obligations between USAF units and external/internal stakeholders.

2. Scope & Prerequisites

• Scope: Applies to all personnel drafting non-binding agreements where parties share common goals but retain administrative independence.
• Prerequisites:
  • Access to AF Portal / EIM (Enterprise Information Management).
  • Familiarity with AFH 33-337 (The Tongue and Quill).
  • Legal review capability (JA coordination).
• Tools: Microsoft Word (AF Style Guide templates), ARM (Air Force Records Management) system, and Staff Summary Sheet (SSS) templates.

3. Roles & Responsibilities (RACI Matrix)

4. Step-by-Step Procedure

Phase I: Initiation & Preliminary Drafting

• Conduct legal review of statutory authority (identify the "Why" and the "Who").
• Consult AFH 33-337 for standard military formatting (Header, Subject, References, Purpose, Responsibilities, Effective Date).
• Draft the "Responsibilities" section with specific, measurable deliverables.

Phase II: Coordination (The Staffing Process)

• Prepare the Staff Summary Sheet (SSS) (AF Form 1768).
• Route for informal review via internal unit leadership.
• Submit for legal sufficiency review (JA) to prevent OGE (Office of Government Ethics) or fiscal law violations.
• Secure "Concur/Non-Concur" signatures from all relevant functional stakeholders.

Phase III: Finalization & Execution

• Finalize document signatures using digital signature (CAC/PIV).
• Upload signed PDF to the unit’s official records repository.
• Distribute copies to all signatories and relevant base agencies.

5. Quality Assurance & Pro-Tips

• Avoid "Binding" Language: Ensure the MOU does not include language requiring the exchange of funds (Use an MOA for fund transfers).
• The "Sunset" Clause: Always include an expiration date or a "periodic review" clause (typically every 3–5 years).
• Metric: 100% of MOUs must contain a "Termination Clause" allowing any party to exit with 30-60 days' written notice.
• Common Pitfall: Drafting an MOU for tasks that fall under a standard Command/Staff relationship. If you have direct tasking authority, you do not need an MOU.

6. Frequently Asked Questions (FAQ)

Q: What is the primary difference between an MOU and an MOA?
A: An MOU reflects a "handshake" agreement of common goals (non-binding). An MOA (Memorandum of Agreement) usually involves the transfer of resources, services, or funds and is considered a binding commitment.

Q: Do I need to coordinate with the Legal Office for every MOU?
A: Yes. Even non-binding agreements can create political or reputational risk. Legal review is mandatory to ensure the USAF does not inadvertently waive sovereign immunity or violate procurement regulations.

Q: Can I use an electronic signature for an MOU?
A: Yes, provided the signature is CAC-enabled and satisfies DoD PKI requirements. Ensure the final document is flattened into a PDF/A format for long-term archiving.

End of Document. Authored by Julian Vance, Template Registry.