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Department of Defense form 1118. Official designation: DD Form 1118, Unit Mail Clerk's Receipt for Funds and Purchase Record, March 1956. Purpose: Unit Mail Clerk's Receipt for Funds and Purchase Record. Current edition not stated, status not stated.
Prescribing authority: not stated. Proponent: not stated. Unlike service-specific publications, DD forms carry Department-level authority and apply across the Army, Navy, Air Force, Marine Corps, Space Force and Coast Guard when operating under Defense jurisdiction.
Users include uniformed members of any branch, DoD civilian employees, contractor personnel where authorized, and the administrative staff who process the completed record.
Timing of submission is fixed by not stated and by the implementing guidance of the submitting organization. What follows describes the blank document, not agency procedure.
The download set covers PDF. Document length is 1 pages with about 27 entry fields.
Distribution centres on pdf. Two states exist: fillable, where field boxes accept keyboard input and retain it, and printable, a static blank produced for manual completion. Typed data reproduces cleanly across copies; handwritten data depends on the writer.
Xfdl is present in the set. The format belongs to IBM Lotus Forms — long the Defense standard for electronic forms — and needs the matching viewer; pdf applications will report the file as unreadable.
Free download applies to every format listed. Any current pdf reader opens the pdf files, though field behaviour is most reliable in a full desktop reader rather than a browser preview.
What the form asks for
- Press this Reset button to clear the data from all fields.
- Specify other items.
- Specify other items purchased.
- Date.
- Number.
- Received from: last name, first name, middle initial.
- Grade.
- Social Security Number. Do not include dashes.
- Organization.
- Amount received (dollars only).
- Amount received (cents only).
- Items purchased: Mark X if money orders.
- Mark X if envelopes.
- Mark X if stamps.
- Mark X if other.
- Received For: Press space bar to mark X if Money Orders.
- Mark X if envelopes.
- Mark X if stamps.
- Mark X if other.
- Value of purchases (dollars only).
- Value of purchases (cents only).
- Amount due to purchaser (dollars only).
- Amount due to purchaser (cents only).
- Signature of unit mail clerk.
Order of completion: identification block first, substantive entries second, certification and signature last. The blank is laid out in that sequence and the sequence is not arbitrary — later entries often depend on data established in the header.
The current edition is not stated. Superseded editions of DD forms are frequently rejected at the receiving office, since Department-wide forms change centrally and older layouts lose their field correspondence. Edition date appears in the lower corner of the printed blank.
The signature block takes an actual signature. On paper this means ink; electronically it means a credentialed digital signature, commonly CAC-based. Typed text in a signature field satisfies neither.
Privacy Act notice: DD forms that collect personal data carry a Privacy Act Statement stating the authority for collection, the principal purpose, routine uses and whether disclosure is voluntary or mandatory. The statement is part of the form and should be read before entry, not after.
Frequent defects: obsolete edition, unfilled required boxes, handwriting that fails on reproduction, non-conforming date format, and certification without a corresponding date.
Field-level instructions appear on the form itself and in not stated. The directive is the controlling text.
Once executed, routing follows not stated and the submitting organization's own instruction. Keeping a copy is standard.
Associated forms are traced by number within the series. Because the DD sequence is common to all military departments, no service qualifier is needed to identify a referenced form.
Some procedures pair a DD form with a service form. The two numbering systems are separate — service forms answer to a service proponent, DD forms to not stated or another Department office — and a matching number in each system means nothing.
Revision occurs when the prescribing directive is reissued, when the data collected changes, or when statutory notice language is amended. Verification of the edition date at download addresses all three.
The material here is descriptive. Nothing on the page constitutes legal or procedural advice, and no statement here determines whether a submitted form will be accepted. Such questions go to not stated, a servicing administrative office, or the authority identified in not stated.
Questions and answers
- What is DD Form 1118?
- DD Form 1118, Unit Mail Clerk's Receipt for Funds and Purchase Record, March 1956
- Which edition is current?
- Not stated by the publisher
- Who is responsible for this form?
- Not stated
- In which formats can it be downloaded?