DD Form 1265 – Fill Out and Use This PDF

DD Form 1265 PDF Details

The DD Form 1265 is the U.S. Department of Defense form for requesting convoy clearance before military vehicles travel on public roads or through controlled areas. Convoy commanders and unit transportation officers complete this form as part of the mandatory movement authorization process. No convoy may depart without an approved clearance request on file.

Section I: General Information

This section records the convoy number and unit identification code (UIC). It also captures the convoy commander’s name, rank, and contact information. Personnel strength, planned departure time, estimated arrival time, and rate of march are included here. Accurate general information is essential so the approving authority can track and process the form without delays.

Section II: Convoy Composition

Section II documents every vehicle traveling in the convoy. Required fields include:

• Total number of vehicles
• Number of oversize or overweight vehicles
• Number of march serials and time interval between them
• Towed equipment count and types

This information determines which road permits, weight-limit waivers, and escort requirements apply to the convoy route.

Section III: Route Data

Route data covers the proposed routing by highway number and road name. Planners list estimated times of departure and arrival (ETD/ETA) at all state line crossings and major metropolitan area boundaries. Overnight halt site locations and their ETAs are also recorded here. Transportation coordinators use this data to arrange clearances with highway authorities and host installations along the route.

Section IV: Logistical Data

This section covers the convoy cargo. If explosives or hazardous materials are being transported, the form requires:

• Class and amount of the explosive material
• Description of the material
• Vehicle types carrying the explosives
• A statement explaining why commercial transport is not suitable

If overnight halt sites require logistical support such as fuel, maintenance, or messing, the installation name and date (in YYYYMMDD format) must be entered here.

Section V: Authorization

The final section captures the requesting and approving agency information. Both the requesting officer and the approving officer must provide their name, grade, title, signature, and the date in YYYYMMDD format. The convoy may not move until both signatures are in place and the approving authority has issued clearance.

Tips for Completing the Form Accurately

Double-check all dates before submission. Date fields throughout the form use the YYYYMMDD format. For example, July 18, 2026 is written as 20260718. Errors in date entry are one of the most common reasons clearance requests are returned for correction.

Keep at least three copies of the completed form: one for the convoy commander, one for the requesting unit’s files, and one for the approving authority.

If you regularly work with Department of Defense transportation documents, you may also need DD Form 1351-2 (Travel Voucher), DD Form 93 (Record of Emergency Data), DD Form 149 (Application for Correction of Military Record), and the Military Training Request Form.