eAOC and Welcome Aboard Letters - S-1 Procedural Page

Role and responsibility

The SC drafts the Sponsor Welcome Aboard Letter per MCO 1320.11HMCO 1320.11H Enclosures (4), (5), or (6) based on the inbound assignment type. The unit commanding officer signs the Command Welcome Aboard Letter per Enclosure (2) and signs by direction (or signs personally) per paragraph 4.b.(6) (Unit Commanding Officers). The assigned sponsor per paragraph 4.b.(8) (Assigned Sponsors) signs and sends the Sponsor Welcome Aboard Letter. The S-1 chief tracks letter issuance against the inbound roster.

Source documents flow from the inbound PCS assignment in MCTFS, the Marine and family profile (single or accompanied), the assignment location (CONUS or OCONUS), the eAOC (electronic Advance of Change) touchpoint in MOL, the sponsor assignment letter per Enclosure (7), and the unit-specific welcome aboard inserts (installation map, family services pointers, sponsor contact card). Letter outputs include the signed Command Welcome Aboard Letter per Enclosure (2), the Sponsor Welcome Aboard Letter per Enclosure (4), (5), or (6), the eAOC acknowledgment in MOL, and the unit sponsorship roster entry showing delivery status.

Per MCO 1320.11H Enclosure (2) (Sample Command Welcome Aboard Letter), the unit issues a command-level welcome at sponsor assignment or at confirmation of the inbound. Per Enclosures (4), (5), and (6), the sponsor issues a tailored sponsor-level welcome aboard letter per the assignment type. CONUS letters cover routine PCS information. Accompanied OCONUS letters cover family-driven topics (housing, command-sponsored travel, schools). Unaccompanied OCONUS letters cover single-Marine-driven topics (BEQ, dependent care if applicable, in-and-out processing).

Trigger events

• Inbound PCS assignment confirmed in MCTFS.
• Sponsor assignment per Enclosure (7) completed.
• eAOC touchpoint open in MOL for the inbound Marine.
• Family status change updates the assignment type.
• OCONUS clearance complete triggering OCONUS letter.
• Letter template refresh cycle opens.

Processing workflow

1. Determine the inbound assignment type. Pull the assignment data from MCTFS. Identify single or accompanied. Identify CONUS or OCONUS. Identify accompanied OCONUS or unaccompanied OCONUS for OCONUS assignments.
2. Draft the Command Welcome Aboard Letter. Per MCO 1320.11HMCO 1320.11H Enclosure (2) (Sample Command Welcome Aboard Letter), use the sample as the template. Tailor the unit-specific content.
3. Draft the Sponsor Welcome Aboard Letter. Per Enclosure (4) for CONUS, Enclosure (5) for Accompanied OCONUS, or Enclosure (6) for Unaccompanied OCONUS, use the matching sample.
4. Apply Privacy Act protections on PII. Per MCO 1320.11H paragraph 5.c (Privacy Act), the letter content respects 5 USC 552a5 USC 552a and SECNAVINST 5211.5FSECNAVINST 5211.5F paragraph 7 (Privacy Act). The sponsor receives the inbound Marine's contact information per the privacy rules.
5. Run the eAOC inbound touchpoint. The SC validates the eAOC entry in MOL covering inbound Marine information, family status, and special requirements.
6. Coordinate sponsor outreach. The sponsor reaches out to the inbound Marine following letter receipt per paragraph 4.b.(8).
7. Track delivery and acknowledgment. The SC updates the unit sponsorship roster with letter delivery date and inbound Marine acknowledgment.
8. Update the inbound brief. At arrival, confirm letter delivery during the inbound brief.
9. Refresh templates annually. Pull the current Enclosure (2) and (4)-(6) samples and align unit templates.
10. Reconcile letter issuance monthly. The S-1 chief reconciles letter issuance against the inbound roster.

Systems of record and forms

Systems

• MCTFS. Source of inbound PCS assignment and family status.
• MOL eAOC. Inbound electronic touchpoint.
• Unit Sponsorship Roster. Tracks letter issuance.
• Installation IR&R Office. Per paragraph 4.b.(9), receives copies for inbound family support.

Forms

• Command Welcome Aboard Letter. Per Enclosure (2).
• Sponsor Welcome Aboard Letter (CONUS). Per Enclosure (4).
• Sponsor Welcome Aboard Letter (Accompanied OCONUS). Per Enclosure (5).
• Sponsor Welcome Aboard Letter (Unaccompanied OCONUS). Per Enclosure (6).
• Sponsorship Assignment Letter. Per Enclosure (7) (driver of welcome aboard issuance).
• Installation Welcome Packet. Local insert in the welcome aboard letter.

Common pitfalls

• Letter type mismatched to assignment. Per MCO 1320.11HMCO 1320.11H Enclosures (4), (5), and (6), the type drives the content. Accompanied OCONUS content sent to an unaccompanied OCONUS Marine confuses housing and family logistics.
• Privacy Act breach in letter transmission. Per paragraph 5.c, 5 USC 552a5 USC 552a, and SECNAVINST 5211.5FSECNAVINST 5211.5F paragraph 7 (Privacy Act), PII rides through Marine Corps systems with appropriate protection. Personal email and unencrypted text are not approved for PII.
• Command Welcome Aboard Letter signed without unit-specific content. Per Enclosure (2), the letter reflects the unit. A boilerplate letter without tailoring fails the inbound on first contact.
• eAOC touchpoint not run. The inbound Marine lacks the MOL feed. Run the eAOC at sponsor assignment.
• Welcome aboard letter delivered after Marine arrival. Per Enclosures (2) and (4)-(6), the letters precede arrival. Deliver ahead of report date.

Decision points

• CONUS versus OCONUS letter. Per MCO 1320.11HMCO 1320.11H Enclosures (4) versus (5) and (6), the OCONUS letter covers travel, housing, and clearance topics the CONUS letter omits.
• Accompanied versus unaccompanied OCONUS letter. Per Enclosure (5) versus (6), the family status drives. Family logistics dominate accompanied. Single-Marine logistics dominate unaccompanied.
• Command Welcome Aboard Letter signature authority. Per paragraph 4.b.(6), the unit commanding officer signs personally or delegates per the standard signature delegation rules.

Authority

This sub-page sits under MCO 1320.11HMCO 1320.11H Enclosure (2) (Sample Command Welcome Aboard Letter), Enclosure (4) (Sample Sponsor Welcome Aboard Letter CONUS), Enclosure (5) (Sample Sponsor Welcome Aboard Letter Accompanied OCONUS), and Enclosure (6) (Sample Sponsor Welcome Aboard Letter Unaccompanied OCONUS). Paragraph 4.b.(6) and paragraph 4.b.(8) set the unit and sponsor responsibilities. Paragraph 5.c sets the Privacy Act framework. SECNAVINST 5211.5FSECNAVINST 5211.5F paragraph 7 (Privacy Act) and 5 USC 552a5 USC 552a set the Privacy Act parent policy. MCO P1070.12KMCO P1070.12K Chapter 6 covers Page 11 documenting sponsorship participation at the inbound brief. S-1 responsibilities sit at MCO 5000.14DMCO 5000.14D MCAP enclosure 4. The processing workflow maps to NAVMC 3500.3E T-R event 0102-MPMN-2103.

Related references

• MCO 1320.11H Enclosures (2), (4), (5), (6). Authoritative welcome aboard letter samples.
• MCO 1320.11H paragraph 5.c. Privacy Act framework.
• SECNAVINST 5211.5F and 5 USC 552a. Privacy Act parent policy.
• MCO P1070.12K paragraph 4006. Page 11 documentation.
• MCO 5000.14D MCAP enclosure 4. S-1 sponsorship responsibilities.
• NAVMC 3500.3E. T-R event 0102-MPMN-2103.