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Adjutant and Inspector General Reports

1863 Report
Appendix A


Adjutant and Inspector General's Office
Woodstock, .........., 1863.

To ..........................

In performing the duty, as a recruiting officer, to which you have been appointed, you will be governed by the following instructions:

  1. You will not allow any man to be deceived or inveigled into service by false representations, but will in person explain the nature of the service, the length of the term, the pay, clothing, rations and other allowances, to which a soldier is entitled by law, to every man before he signs the enlistment.

  2. The conditions of enlistment will be such as are prescribed by the Army Regulations, and General Order No. 191 of the War Department, dated July 10, 1863. You will enlist only those who have heretofore been enlisted and have served for not less than nine months, and who produce an honorable discharge from the service, of the usual form. You will enlist no person under the age of twenty-one years, without the written consent of his parent, master or guardian, -- which written consent you will produce, when the men shall be mustered in to the service of the United States. You will enlist no man, whose age shall exceed forty-five years, or be less than eighteen years, and none but able-bodied men,-- being precise in your enquiries in this respect. Recruits must be at least five feet and three inches in height; but the regulation in respect to age and height does not extend to musicians.

  3. Enlistments must in all cases be made in triplicate. Two copies will be transmitted to the Adjutant General of this State, and one copy will be delivered, after the company is organized, to the captain of the company, to be preserved as part of the records and files of the company.

  4. Enlistments must be filled up in a fair and legible hand. The real name of the recruit must be ascertained and correctly spelled; and the christian name must not be abbreviated.

  5. The filing of the copy of the enlistment papers sent to the Adjutant General need not be filled up. That will be done in the Adjutant General's office.

  6. You will report to the Adjutant General of this State, once in three days, the names and number of men enlisted by you, and the names and number of men enlisted by your subordinate officers, since the last report, and send at the same time two copies of the enlistment papers of each man who is so reported. These reports must be made promptly, and report must be made, even though there have been no enlistments since the last report.

  7. At the time of enlistment, the recruit must be carefully examined by the examining surgeon and by the recruiting officer, and the proper certificate upon the enlistment papers must be signed by each. After the recruit has signed the enlistment papers, the oath will be administered to him, according to the form in the enlistment paper, by a justice of the peace, who will also sign the proper certificate upon the enlistment paper.

  8. If found necessary, a contract may be made with a competent surgeon in the vicinity, to examine persons offered as recruits, but the price to be paid for each examination will be subject to approval by the United States' mustering and disbursing officer.

  9. Recruiting officers may issued passes, over railroads, for all recruits from their place of residence, or actual enlistment, to the principal station; and for this purpose they will use the blanks furnished by the Adjutant General, and make requisition for more blanks when required. One blank is sufficient for any number of recruits who pass over the railroad at the same time. Enlisted men, who receive furloughs, are not entitled to passes, either going from or returning to the recruiting office. Recruiting officers will keep an account of all passes issued by them. Necessary transportation by stage or private conveyance, will be paid for by the recruiting officer, at the ordinary rates of charge usual at the place where the service is performed. Railroad passes must be issued in duplicate; if not so issued they will not be received upon the railroad.

  10. The pay and subsistence of the men will commence from the day of their enlistment. You will contract for their subsistence, while under your charge, at a rate not exceeding thirty cents per day for each man, for board and lodging. Your men, as soon as enlisted, will be subject to your order; but you may, in your discretion, give them furloughs, until such time as the company is ordered to assemble for transportation to the regimental rendezvous.

  11. Recruiting officers, when they deem it necessary, may appoint lance sergeants and lance corporals, not exceeding the proper proportion to the number of recruits at the station. These appointments will be continued in force until the company is organized, unless sooner revoked. No allowance for pay, or emolument, is to be assigned to these appointments; they are only to be considered as recommendations to the captain of the company and the colonel of the regiment for the places in which the recruits may have acted; but such non-commissioned officers are to be treated with all the respect and to have all the authority which may belong to the stations of sergeant and corporal.

  12. You will be cautious that your expenses are kept within proper limits, as none will be paid except such as are allowed by the United States. You may insert proper advertisements in two newspapers, and may procure such printed handbills as may be necessary. You will preserve two copies of each handbill, and of each advertisement procured by you, to be delivered to the United States' disbursing officer, when your accounts are settled.

  13. You will keep duplicate rolls, upon which you will enter, at the time of enlistment, the name, age, height, residence, and day of enlistment of each man,-- one of which you will return to this office when required.

  14. You will keep careful and accurate duplicate accounts of your expenses, with duplicate vouchers for each item.

  15. In making accounts, each voucher must be separately entered on the abstract of expenses.

  16. No expenditure must be charged, without a proper voucher to support it.

  17. In all the vouchers, the different items, with dates, and the cost of each, must be stated.

  18. In vouchers for medical attendance and medicines, the name of each patient, date of and charge for each visit, and for medicine furnished , must be given, and the certificate of the physician added, that the rates charged are the usual rates of the place.

  19. In making vouchers, for settlement, items of subsistence will be entered upon separate vouchers, and no items, except for subsistence, must be entered upon any voucher upon which subsistence is entered. Vouchers for medical charges and attendance must contain no other class of items. Charges for postage must be entered upon vouchers by themselves. All other classes of items come within the quartermaster's department, and may be entered together upon vouchers.

  20. All vouchers must be in the form and of the size of the blank furnished to the recruiting officer. Additional blanks will be furnished when required.

  21. It should be distinctly understood that commissioned officers must arm and uniform themselves. No sum is authorized to be paid by the STate for that purpose.

  22. Companies will be organized, under orders from the Adjutant General, before leaving the principal recruiting station to which they belong. If raised and mustered within the period of sixty days prescribed, the officers, by whome they are raised, will be entitled to commissions of the date of the original commissions, without election.

  23. If blankets are needed for recruits, the recruiting officer will make requisition upon the Quartermaster General therefor, and will be responsible that they are carefully and neatly kept, so that they will be fit for service by the men, to whom they are issued, when they are mustered into service.

  24. There may be enlisted for each company, one wagoner, one drummer, and one fifer. Persons cannot be enlisted to serve as cooks or nurses.

  25. No conditional enlistments must be received.

  26. Recruiting officers are allowed to employ necessary transportation, by livery teams, or otherwise, for themselves, and for their enlisted men, to visit neighboring towns, for the purpose of obtaining recruits, whenever in their judgment, it become necessary to do so, in order to secure and hasten the filling of their companies. They are required to use this permission with discretion, and to incur thereby no more expense than is strictly necessary for the immediate and faithful performance of the duties committed to them.

  27. If the company which you are authorized to raise is filled up and mustered into service within sixty days from the time you were mustered out of service, you will be re-commissioned of the date of your original commission, and for the time engaged in recruiting you will be entitled to receive the pay belonging to your rank. If the company is not filled up and mustered within the said period of sixty days, the men enlisted may be transferred to some other company, and you be discharged; and if so, you will receive pay for the time engaged in recruiting at the rate of two dollars per day, and your necessary and reasonable expenses.

  28. All recruits must be sound and active, free from all malformation, defect of sight, hearing, ulcers, piles, rupture, fracture, dislocation, and diseases of any kind. But the lack of, or defect in the left eye, or slight injury of the left hand, will not reject the man.

  29. In filling the description of the recruit, upon the contract of enlistment, if he is unmarried insert the word "not" before the word "married," as printed. If he is a married man, draw a line across the space before the word "married."

  30. The medical examination must be strict and close. No desire to obtain a recruit can justify the enlisting of a man who is physically unsound. A man with a hernia, however slight, or having varicose veins, cannot be received as a soldier, under any circumstances.

  31. Expense by use of telegraph must not be incurred, unless in case of strict necessity. When such expense is necessarily incurred, a copy of the telegram must be preserved to be delivered, with the account, to the U. S. Disbursing Officer at time of settlement.

  32. The triplicate enlistment contracts must be completed at the time of the enlistment of the recruit, and two copies be promptly returned to the office of the Adjutant and Inspector General. The name of the recruit must be written distinctly in the contract, with every letter perfect and accurate. Recruiting Officers must sign the contracts with their full first names.

  33. Consents for the enlistment of minors must be taken in triplicate.

  34. Two copies of the enlistment contract of every man enlisted must be sent to the Adjutant General's Office, whether the man actually goes into the service, or deserts, or is discharged, or whatever else may become of him. Otherwise the accounts for expense incurred in respect to such enlisted man cannot be allowed.

	By Order of the Governor,


			Adjutant and Inspector General.