DAF Form 623: Individual Training Record Folder Guide

DAF Form 623: Individual Training Record Folder Guide – The DAF Form 623, officially titled the Individual Training Record Folder, is a key document used by the Department of the Air Force (DAF) to track, document, and manage the training and professional development of Airmen and Guardians. Prescribed by DAFMAN 36-2689, this six-part folder (when a physical version is required) serves as the central location for maintaining comprehensive training records, including on-the-job training (OJT), qualifications, certifications, and progress toward skill-level upgrades.

Whether you’re a supervisor, training manager, new Airman entering upgrade training, or preparing for separation or retirement, understanding the DAF Form 623 is essential for career progression and compliance with Total Force Development policies.

What Is DAF Form 623 Used For?

The primary purpose of the DAF Form 623 (and all documents filed within it) is to document, monitor, and maintain a comprehensive record of an individual’s training. This includes:

  • Initial skills training and upgrade training (3-, 5-, 7-, and 9-skill levels)
  • On-the-job training (OJT) progress
  • Completion of Career Field Education and Training Plan (CFETP) tasks
  • Mandatory courses, core tasks, and local requirements
  • Certifications and qualifications required for the Air Force Specialty Code (AFSC) or job series

It works alongside companion forms:

  • DAF Form 623A: On-the-Job Training Record Continuation Sheet
  • DAF Form 623B: Individual Training Record Label (for folder identification)

Privacy Act Statement: The form is authorized under Title 44 U.S.C. 3101. Information is used internally by the Department of the Air Force for training management. There are no routine uses outside the DoD.

Supervisors maintain the DAF Form 623 for assigned personnel. It must be provided to the member upon separation, retirement, commissioning, or when no longer needed.

Who Needs a DAF Form 623?

  • Trainees entering upgrade training for the first time
  • Personnel in OJT status
  • Individuals pursuing skill-level upgrades (apprentice to journeyman, craftsman, superintendent)
  • Most RegAF, Air National Guard, Air Force Reserve, and Space Force members in certain AFSCs
  • Certain DAF civilians (as directed by functional managers)

Exceptions may apply for senior personnel already qualified at the appropriate skill level for their grade, but many Career Field Managers (CFMs) still require documentation. Units often use approved electronic systems (such as Training Business Area or MyTraining) as equivalents when allowed, but hard-copy DAF Form 623 folders remain authorized and required in some cases, especially when digital systems are unavailable.

Note: The Department of the Air Force also maintains the DAF Learning Record (DAFLR) in the Envision environment, which serves as a digital “one-stop shop” consolidating training, education, and experiential accomplishments across a career. Physical or supplemental DAF Form 623 records often support or complement the DAFLR.

Key Components of the DAF Form 623 Folder

A complete Individual Training Record Folder typically includes:

  1. Identification Data — Name, grade/rank, DAFSC/job series, date, and signature.
  2. OJT Records — Detailed task-by-task training using DAF Form 623A, including start/completion dates, trainee/trainer/certifier initials, and references to CFETP tasks.
  3. Training History — Course completions, certifications, mandatory training, and progress notes.
  4. Continuation Sheets — Additional DAF Form 623A pages for extended records.
  5. Supporting Documents — CFETP excerpts, interview records, orientation completion, and supervisor recommendations.

Training managers and supervisors must initiate the folder (or electronic equivalent) for new trainees and conduct orientation within required timelines (typically 60 days for Active Duty, longer for ARC). Progress interviews and task documentation must follow DAFMAN 36-2689 and applicable CFETPs.

How to Use and Maintain DAF Form 623?

  • Initiation: Training Managers or Unit Training Managers (UTMs) start the folder when an individual enters upgrade training.
  • Documentation: Record every required task with clear dates, initials, and justifications for any waived or unavailable core tasks.
  • Reviews: Supervisors conduct periodic reviews and document them on continuation sheets.
  • Electronic Alternatives: Where approved, use digital training management systems that replicate the 623/623A structure (task number, title, references, PCK codes, dates, and signatures).
  • Retention: Keep records current and accurate. Return the folder to the member when they separate or the record is no longer needed.

Accurate maintenance of the DAF Form 623 supports promotions, assignments, retraining, and readiness. Errors or incomplete records can delay skill-level upgrades or create compliance issues during inspections.

Download Official DAF Form 623 Documents

Access the most current versions directly from the official Air Force e-Publishing site:

Related forms:

  • DAF Form 623A (On-the-Job Training Record Continuation Sheet) is available on the e-Publishing portal under AF/A1 forms.

Always verify you are using the latest edition (e.g., 20230331 versions). Previous editions may be used unless otherwise directed.

Pro Tip: Search the official Air Force e-Publishing website (e-publishing.af.mil) for “DAF Form 623” or DAFMAN 36-2689 to ensure you have the most up-to-date guidance.

  • DAFMAN 36-2689: Prescribes the use of DAF Forms 623, 623A, and 623B for training documentation.
  • DAFI 36-2670: Total Force Development – overarching policy for training and development.
  • Career Field Education and Training Plans (CFETPs): AFSC-specific requirements that feed directly into the 623 record.
  • AFH 1 (Airman Handbook) and local supplements provide additional context on training responsibilities.

Training records may also intersect with aircraft/missile maintenance or other specialized instructions (e.g., AFI 36-2650).

Why Proper Training Records Matter?

Maintaining an accurate DAF Form 623 ensures:

  • Timely skill-level upgrades and promotions
  • Mission readiness and qualification tracking
  • Compliance during Unit Effectiveness Inspections or staff assistance visits
  • Smooth transitions during PCS, retraining, or separation
  • A reliable career-long history of your professional development

With the shift toward digital systems like the DAF Learning Record, the physical DAF Form 623 continues to serve as an important backup and detailed OJT tool.

Need help? Contact your Unit Training Manager (UTM), squadron training section, or base Education and Training office for assistance with initiating, updating, or transitioning your Individual Training Record.

This guide is for informational purposes and is based on publicly available Department of the Air Force publications as of 2026. Always consult the latest official guidance on e-publishing.af.mil and your local chain of command for policy compliance.