Promotion Board Preparation Checklist

Soldiers records appearing before a Board must take advantage of the opportunity to review their record on line using the My Board file tool. Board members see who has made the effort to review their file, who has acknowledged working actions in the file, and those who simply did not demonstrate the professionalism to conduct a review. Most important are the actions taken to correct deficiencies in the file.

• Determine Board Convene Date & Eligibility:

  • Know the OER CUTOFF date posted in the MILPER message.  Ensure your latest OER is received at HRC “ERROR FREE” on or before the OER cutoff date. 

• DA Photo (AR 640-30) 

  • Current within 5 years.  If you are concerned about your selection, we recommend you have a photo taken within a year of your board or earlier to account for significant changes (awards, badges, etc.). 
  • Deploying?  Get one taken before you leave.  
  • Redeployed?  You should have one taken within 90 days after reassignment to an area where facilities are available. 
  • The Army standard is Class A.  BDUs/DCUs will not be accepted. 
  • Ensure your uniform and authorized permanent accessories, decorations and insignia are properly worn (AR 670-1).Have someone look at your uniform BEFORE you take your photo. 
  • Take someone with you to your photo appointment (peer, NCO, superior) to ensure that you are not awkwardly positioned and that all of your accoutrements are properly aligned. 
  • Have someone in your chain of command review your photo before submission.

• Update your ORB (common errors)* 

  • Current duty Title incorrect:  “Incoming/excess Personnel”, “Known Loss” – not acceptable.
  • Assignment history is incorrect
  • Height/Weight significantly inconsistent with your last evaluation (integrity issue?)
  • Current Component (i.e. USAR or RA)is incorrect
  • Awards and Decorations missing (specifically awards for Valor or higher than Bronze Star)
  • Date of last OER outdated (thru date greater than 15 months before board’s convene date)
  • Military Education Level is incorrect
  • Overseas duty assignment(s) (if applicable) not accurate
  • Notify career manager to have new ORB added to board file
  • Security Clearance out of date
  • Physical out of date

• OERs (common errors) 

  • Lateness.  Your board file should have your latest evaluation report (OER/AER) current within 15 months of the board’s convene date (annual requirement +90 days processing).  After a certain point in the board’s process, late evaluations will not be accepted.  See MILPER message for specific guidance. 
  • Duty title is not accurate (limit the use of Acronyms) 
  • Ensure you sign it (if at all possible)

• Letters to the board president* 

  • Officers eligible for consideration may write to the board to provide documents and information calling attention to any matter concerning them selves that they consider important to their consideration. 
  • Written memorandums sent to a promotion selection board will be considered if received not later than the date the board convenes. 
  • Do not forward correspondence directly to the board by other parties on behalf of any officer except when provided as an enclosure to a memorandum from the officer being considered. 
  • Memorandums should be addressed to President (appropriate promotion board), AHRC, ATTN: AHRC-MSB, 200 Stovall Street, Alexandria, Virginia 22332-0441. 
  • Use your best judgment when deciding whether or not to write a letter to the board.  A letter can highlight and make an issue of something in your file which you are trying to explain, resulting in exactly the opposite effect of what your original intent was for writing the letter. 

• Review and certify your board file 

  • Officers are expected to review their board file upon receipt of email notification that they are eligible for an upcoming selection board.  
  • A comment section is placed within the MBF application to allow officers to communicate with their career managers about ongoing actions/corrections to the board file.  
  • Once a board file is certified another email notification will be sent whenever a document has been added or changed such as a new photo, new OER or an updated ORB. The board file remains certified if no further action is taken. The officer has the option to review changes and recertify up until three days prior to the convene date of the board.

* When preparing your file for a board, remember that board members represent different branches, backgrounds and specialties.  Acronyms common to you or your branch may not be understood by other members of the board.