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13.3 Electronic Messaging

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Air Force PFE Promotion Fitness Examination

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1 Introduction & Exam Overview

1.1 PFE Exam Facts & Format 1.2 The WAPS Scoring System 1.3 The Tested AFH 1 Chapters & Study Strategy

2 Professionalism (AFH 1, Chapter 1)

2.1 The USAF Professional & the Profession of Arms 2.2 The Air Force Core Values & Their Virtues 2.3 Ethical Standards & the Airman's Creed

3 Military Organization & Command (AFH 1, Chapter 5)

3.1 The United States Armed Forces 3.2 The Military Departments & Services 3.3 Military Command Structure & Combatant Commands 3.4 The Air Force Total Force 3.5 Air Force Organizational Structure

4 Enlisted Force Development I (AFH 1, Chapter 7A–7D)

4.1 Leadership Levels 4.2 The Enlisted Force Structure & Tiers 4.3 Duty Titles & Special Positions 4.4 Force Development & the Competency Framework

5 Enlisted Force Development II (AFH 1, Chapter 7E–7H)

5.1 Training Responsibilities & Upgrade Training 5.2 Professional Military Education 5.3 The Community College of the Air Force 5.4 Continuing Education & Voluntary Programs

6 Assessments & Recognition (AFH 1, Chapter 8)

6.1 The Airman Comprehensive Assessment 6.2 Performance Evaluations & the EPB 6.3 Reenlistments, Retention & Continuation 6.4 Awards & Decorations

7 Enlisted Promotions (AFH 1, Chapter 9)

7.1 Promotion Systems & Programs 7.2 Promotion Cycles & Eligibility 7.3 Preparation & Individual Responsibilities 7.4 Promotion Testing & Test Control 7.5 Evaluation Boards & Central Selection

8 Personnel Programs & Benefits (AFH 1, Chapter 11)

8.1 Benefits & Services 8.2 Leave & Authorized Absences 8.3 Military Associations & Civilian Programs

9 Finance, Manpower & Resources (AFH 1, Chapter 12)

9.1 Individual Finances & Allowances 9.2 Official Travel Expenses & Allowances 9.3 Manpower Management 9.4 Resource Management & Stewardship 9.5 Environmental Commitment

10 Developing Organizations (AFH 1, Chapter 13)

10.1 Strategic Thinking & Results Focus 10.2 Resources & Organizational Structure 10.3 Change Management & Problem Solving

11 Developing Others (AFH 1, Chapter 14)

11.1 Teamwork & Team Dynamics 11.2 Develops People: Mentoring, Coaching & Feedback 11.3 Service Mindset & Fostering Effective Relationships 11.4 Leadership: Styles, Power & Influence

12 Developing Self I (AFH 1, Chapter 15A–15C)

12.1 Accountability & Self-Management 12.2 Military Communication 12.3 Preparing to Communicate

13 Developing Self II (AFH 1, Chapter 15D–15F)

13.1 Written Communication 13.2 Spoken Communication 13.3 Electronic Messaging

14 Developing Ideas (AFH 1, Chapter 16)

14.1 What We Know: Priorities & Innovation 14.2 Cognitive Processes & Critical Thinking 14.3 Informed Decision-Making 14.4 What We Don't Know: Uncertainty & Assumptions

15 Emergency Management (AFH 1, Chapter 17)

15.1 Air Force Emergency Management, Disasters & Hazards 15.2 Preparedness, MOPP & Individual Protection 15.3 Crisis Response & Recovery 15.4 Department of the Air Force Mishap Prevention 15.5 Risk Management

16 Security (AFH 1, Chapter 18)

16.1 Integrated Defense & Force Protection Conditions 16.2 Operations Security (OPSEC) 16.3 Information Protection & Classification 16.4 Information Access, Cybersecurity & Mobility 16.5 Antiterrorism

17 Standards of Conduct (AFH 1, Chapter 19)

17.1 A Way of Life: Oaths, Standards & Off-Duty Conduct 17.2 The Law of War 17.3 The Code of Conduct

18 Enforcing Military Standards (AFH 1, Chapter 20)

18.1 The Air Force Inspection System 18.2 Individual Accountability & Corrective Action 18.3 Appropriate Working Relationships & Fraternization 18.4 Addressing Misconduct & Prohibited Behavior

19 Fitness & Readiness (AFH 1, Chapter 22)

19.1 USAF Fitness & Comprehensive Airman Fitness 19.2 The Official Fitness Assessment 19.3 Nutrition & Performance 19.4 Substance Use, Abuse & Treatment Programs 19.5 Readiness State of Mind & Resilience

20 Military Customs & Courtesies (AFH 1, Chapter 24)

20.1 Honored Traditions: Saluting, Titles & Reporting 20.2 Respect for the Flag 20.3 Respect for Individuals 20.4 Ceremonies & Events 20.5 Drill & Formation 20.6 Preserving Our Heritage

21 SJT Format & Competencies

21.1 SJT Format & Mechanics 21.2 Airman Leadership Qualities (ALQs) 21.3 Foundational Competencies & Behaviors

22 SJT Reasoning, Scenarios & Traps

22.1 SJT Reasoning Strategies 22.2 Sample SJT Scenarios 22.3 SJT Traps & Best Practices

13.3 Electronic Messaging

Key Takeaways Explain This Topic AI

AFH 1 gives six e-mail rules: be clear and concise, watch your tone, be selective about what message you send, be selective about who gets your message, check your attachments and support material, and keep your e-mail under control.

Writing in all capital letters is the e-mail equivalent of shouting and is considered rude.

All government communications systems are subject to monitoring, interception, search, and seizure for all authorized purposes.

Do not auto-forward electronic messages from the .mil domain to a commercial internet service provider.

Public key infrastructure and common access cards provide identity management, enabling digital signature authentication and message encryption.

Last updated: August 2026

E-mail Etiquette — the Six Rules

AFH 1 defines e-mail as "the electronic transmission of information over computer-based messaging systems," and notes that its explosive growth across the Air Force prompted established guidelines to be used by all USAF members .

  • Rule 1: Be Clear and Concise
  • Make sure the subject line communicates your purpose ; be specific and avoid ambiguous titles
  • Lead with the most important information
  • If the goal is to answer a question, reiterate the question at the top of the page
  • Use topic sentences if the e-mail has multiple paragraphs
  • Use bold, italic, or color when necessary to emphasize key points
  • Choose readable fonts, 12 point or larger when possible
  • Rule 2: Watch Your Tone

"Think of the message as a personal conversation." Be careful with humor, irony, and sarcasm , because "electronic postings are perceived much more harshly than they are intended, mainly because the receiver cannot see the sender's body language, hear the tone of voice, or observe any other nonverbal cues."

The rule most often tested: "Do not write using all CAPITAL letters — this is the e-mail equivalent of shouting and is considered rude."

Also: "E-mail is easily forwarded," and harassing, intimidating, abusive, or offensive material is unacceptable.

Rule 3: Be Selective About What Message You Send

Do not discuss controversial, sensitive, classified, personal, Privacy Act, or controlled unclassified information that requires special handling. AFH 1 raises the aggregation problem explicitly: "Remember operations security, even unclassified information, when brought together with other information, can create problems when in the wrong hands."

Do not create or forward junk mail, do not create or send chain letters, and do not use e-mail for personal ads.

  • Rule 4: Be Selective About Who Gets Your Message
  • Reply to specific addressees — "only use 'reply all' sparingly"
  • Get permission before using large mail groups

Double-check the address before mailing, especially when selecting from a global list where many people have similar last names

Rule 5: Check Your Attachments and Support Material

"Before sending, ensure you have attached the attachments; this is a very common mistake." Also cite all quotes, references, and sources as required under copyright and license agreements.

Rule 6: Keep Your E-mail Under Control

Lock or sign off the computer when you leave your workstation. Create mailing lists to save time; read and delete files daily ; keep an organized directory to minimize mailbox files; ensure record copies are properly identified and stored in an approved filing system ; acknowledge important or sensitive messages with a courtesy reply ; set an "auto reply" when away for an extended period.

Government Communication Systems

The governing sentence is direct and worth memorizing: "Government-provided messaging systems are for official use and limited authorized personal use only. All government communications systems are subject to monitoring, interception, search, and seizure for all authorized purposes."

Individuals may be held responsible for the content of their electronic messages and are responsible for maintaining sent and received information according to USAF records management directives . Electronic messages may be subject to requests under the Freedom of Information Act, litigation, and court orders.

Two specific prohibitions close the paragraph:

  • Do not auto-forward electronic messages from the .mil domain to a commercial internet service provider
  • Do not indiscriminately release electronic messaging addresses to the public

System / element What AFH 1 says

Identity management Public key infrastructure and common access cards are a vital element for messaging security . PKI allows authentication of the sender identity using a digital signature and the encryption/decryption of the message

Defense Message System The core messaging system of record for the Department of Defense and the USAF — a flexible, commercial, off-the-shelf based application serving all DoD users including deployed tactical users , and interfacing with other U.S. Government agencies, branches of service, and defense contractors

Air Force organizational messaging Organizational simple mail transfer protocol mailboxes may be used for all organizational messaging requirements unless the Defense Message System is required in support of combatant command responsibilities

Privacy Act Information

The Privacy Act of 1974 requires agencies to provide safeguards to ensure the security and confidentiality of records and to protect individuals against an invasion of personal privacy.

AFH 1's handling rules are specific enough to be tested word for word:

  • Exercise caution before transmitting personal information over e-mail
  • "When information is sensitive and personal, e-mail is not the proper way for transmitting this information"

When sending personal information within DoD, ensure there is an official need and all addressees are authorized to receive it under the Privacy Act

"Controlled unclassified information" is added to the beginning of the subject line, followed by the subject

The following statement is applied at the beginning of the e-mail: "This e-mail contains controlled unclassified information which must be protected under The Privacy Act and AFI 33-332."

"Do not indiscriminately apply this statement to e-mails. Use only in situations when you are actually transmitting personal information"

That last instruction is the one candidates miss: over-labeling is itself a violation of the guidance.

Internet Use

Appropriate use. "Government-provided hardware and software are for official use and limited authorized personal use only." Limited personal use must be:

  • Of reasonable duration and frequency
  • Approved by the supervisor
  • Not adversely affect performance of official duties
  • Not overburden systems
  • Not reflect adversely on the USAF or the Department of Defense

All five conditions must hold — an item offering only "approved by the supervisor" as sufficient is wrong.

Inappropriate use. "Using the internet for other than official or authorized purposes may result in adverse administrative or disciplinary action." The prohibited list:

Unauthorized personal use of federal government communications systems

Uses that adversely reflect on DoD or the USAF — chain letters, unofficial soliciting, or selling except on authorized internet-based capabilities

Storing, processing, displaying, sending, or transmitting prohibited content : pornography, sexually explicit or oriented material, nudity, hate speech or ridicule of others, gambling, illegal weapons, militancy/extremist activities, terrorist activities, use for personal gain , and other illegal or inappropriate content

Storing or processing classified information on any system not approved for classified processing

Using copyrighted material in violation of the rights of the owner — consult the Staff Judge Advocate for fair use advice

Unauthorized use of the account or identity of another person or organization

Viewing, changing, damaging, deleting, or blocking access to another user's files or communications without authorization

  • Attempting to circumvent or defeat security or modifying security systems without prior permission
  • Obtaining, installing, copying, storing, or using software in violation of the vendor's license agreement
  • Permitting an unauthorized individual access to a government-owned or operated system

Modifying or altering the network operating system or system configuration without written permission from the system administrator

Copying and posting controlled unclassified information, critical information, or personally identifiable information on DoD-owned or commercial publicly accessible sites

Downloading and installing freeware/shareware or any other software product without designated accrediting authority approval

Malicious logic protection. Protect systems from malicious logic (virus, worm, Trojan horse) attacks by applying a mix of human and technological preventative measures . Scan approved removable media devices for viruses before and after use if scans are not automated. Report suspected abnormalities — antivirus errors, virus alerts, unexpected file size increases, unexpected disk access, strange activity by applications — immediately to the organizational information assurance officer.

OPSEC and the internet. When accessing internet-based capabilities using federal government resources in an authorized personal or unofficial capacity , individuals shall comply with OPSEC guidance in AFI 10-701 and shall not represent the policies or official position of the USAF or the Department of Defense.