Character Letters That Actually Work (And The Ones Commanders Hate)

Who should write character letters for your general officer memorandum of reprimand rebuttal? People who know your work and your character firsthand, who know what you’re accused of, and whose opinion the general will respect: former commanders, senior NCOs, peers, and subordinates. And every letter must say who the writer is, how they know you, that they know about the allegation, specific examples, and what they recommend. I’m Alexandra González-Waddington, civilian military defense lawyer and co-founder of Gonzalez & Waddington. We build general officer memorandum of reprimand rebuttal packets for soldiers and officers, and the character letters are often what tips a general officer toward local filing. In this video, I’ll explain who to ask, what a strong letter says, and the mistakes that make letters backfire.

First, why letters matter. A general officer memorandum of reprimand is reviewed by the general officer who decides whether to file it in your local file or your permanent Army record. That general has read the allegation and the investigation. Often they’ve never met you. Your rebuttal tells them your side of the facts. Your character letters tell them who you are, from people they trust: other leaders. A strong letter from a respected battalion or brigade commander saying, “I know about this, and I still want this soldier in my formation,” can carry enormous weight.

Second, the deadline. Active-duty soldiers generally have seven calendar days to respond to a general officer memorandum of reprimand. Guard and Reserve soldiers not on active duty generally have 30. Seven days isn’t much time to collect letters, so start asking the day you receive the reprimand. If you need more time, request an extension in writing before the deadline and explain why. Commands often grant reasonable extensions, but you can’t count on it.

Third, who to ask. Think in layers. Senior leaders: former company, battalion, and brigade commanders, command sergeants major, and first sergeants who supervised you. Their rank and experience give their opinion weight. Peers: fellow officers or NCOs who worked side by side with you and can describe how you operate day to day. Subordinates: soldiers you led, who can speak to how you treated them. That’s especially important if the allegation involves leadership, harassment, or the treatment of soldiers. Outside the Army, for Guard and Reserve soldiers, civilian employers and community leaders can help show the whole person. Family letters usually carry less weight with a general, so use them sparingly, if at all.

Fourth, who not to ask. Don’t ask witnesses in the investigation, or anyone whose letter could be seen as pressure or interference. Don’t ask people who barely know you just because they have rank. A general can tell when a colonel has met you twice. Don’t ask anyone who would write a lukewarm letter. And if you’re a leader, be very careful about asking current subordinates. A request from a boss can look like coercion. It’s usually better to have someone else make the request, or to rely on former subordinates.

Fifth, what a strong letter says. Every strong letter has five parts. One, who the writer is, including rank, position, years of service, and experience. Two, how they know you, for how long, and in what capacity. Three, that they’re aware of the allegations. This is the most important part. A letter that praises you without acknowledging the reprimand looks uninformed, and a general may discount it completely. The writer doesn’t need every detail, but they should say they’ve read the reprimand or understand the nature of the allegation. Four, specific examples. Not “He’s a great soldier,” but “During our deployment to Iraq, she led the convoy that recovered a disabled vehicle under fire,” or “He spent his own weekends mentoring junior soldiers through the promotion board.” Specific facts are persuasive. Adjectives aren’t. Five, a recommendation: “I recommend the reprimand be filed locally,” or “I would serve with this officer again without hesitation.”

Sixth, what a letter shouldn’t do. A character letter isn’t the place to argue the facts of the case, unless the writer actually witnessed them. A letter that says, “I’m sure he didn’t do this,” from someone who wasn’t there, sounds naive. A letter shouldn’t attack the complainant, the investigating officer, or the command. It shouldn’t minimize serious misconduct, and it shouldn’t sound like a template. When a general reads five letters with identical phrases, they know the soldier wrote them. Never write a letter for someone to sign. Give your writers a short summary of the situation, your deadline, and the address, and let them write in their own words.

Seventh, the format. Letters should be in memorandum format or on letterhead when possible, dated, and signed, with the writer’s contact information. Military writers can write in their personal capacity; some prefer to state that the letter reflects their personal opinion. Keep each letter to a page, a page and a half at most. And quality beats quantity. Four to eight strong, specific letters from credible writers are better than 20 generic ones.

Eighth, how letters fit the rest of the packet. Letters support your rebuttal. They don’t replace it. The rebuttal addresses the facts and asks for a specific outcome. The letters show the person behind the file. Put them in a tabbed exhibit section, starting with the most senior and most persuasive. Include your recent evaluations, awards, and any proof of rehabilitation, like counseling or classes completed. And keep copies of everything. If the general officer memorandum of reprimand is filed in your permanent record, the same letters may help you later before the Qualitative Management Program, a separation board, or the Department of the Army Suitability Evaluation Board.

Ninth, what to do today. One, calendar your deadline. Two, make a list of 10 possible writers and contact the best five or six immediately. Three, send each a short factual summary and the deadline, and ask them to confirm in the letter that they know about the allegation. Four, if you need more time, request an extension in writing now. Five, have a lawyer review the entire packet, including the letters, before you submit it. At Gonzalez & Waddington, we help soldiers and officers build general officer memorandum of reprimand rebuttals that get reprimands filed locally, withdrawn, or kept out of the permanent record.

So, who should write character letters for your general officer memorandum of reprimand rebuttal? Leaders, peers, and subordinates who know you firsthand, who acknowledge the allegation, who give specific examples, and who make a clear recommendation. Start today, because seven days goes fast.

I’m Alexandra González-Waddington, civilian military defense lawyer and co-founder of Gonzalez & Waddington. We defend service members worldwide facing military investigations, courts-martial, administrative separation boards, and military disciplinary actions. If your career, reputation, or freedom is on the line, you need experienced military defense lawyers fighting for you. When the government builds a case, we build your defense. Visit ucmjdefense.com or call 1-800-921-8607 for a free, confidential consultation.

When the command knows you’ve got a real defense, the game changes.