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    The Civilian Letters

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    danalyn lazaro
    The document discusses the importance and basic parts of civilian letters used by police for external communication. It explains that civilian letters are used to communicate with people outside the police organization, such as government officials. The basic parts of a civilian letter are then defined, including the letterhead, dateline, inside address, salutation, body, complimentary close, and signature block. Examples are provided of each part and their proper formatting within a civilian letter.

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    The Civilian Letters

    Uploaded by

    danalyn lazaro
    46 views13 pages
    The document discusses the importance and basic parts of civilian letters used by police for external communication. It explains that civilian letters are used to communicate with people outside the police organization, such as government officials. The basic parts of a civilian letter are then defined, including the letterhead, dateline, inside address, salutation, body, complimentary close, and signature block. Examples are provided of each part and their proper formatting within a civilian letter.

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    The document discusses the importance and basic parts of civilian letters used by police for external communication. It explains that civilian letters are used to communicate with people outside the police organization, such as government officials. The basic parts of a civilian letter are then defined, including the letterhead, dateline, inside address, salutation, body, complimentary close, and signature block. Examples are provided of each part and their proper formatting within a civilian letter.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    46 views13 pages

    The Civilian Letters

    Uploaded by

    danalyn lazaro
    The document discusses the importance and basic parts of civilian letters used by police for external communication. It explains that civilian letters are used to communicate with people outside the police organization, such as government officials. The basic parts of a civilian letter are then defined, including the letterhead, dateline, inside address, salutation, body, complimentary close, and signature block. Examples are provided of each part and their proper formatting within a civilian letter.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    of 13

    THE CIVILIAN LETTERS

    At the end of the lesson, the students are expected to:

    1. Explain the importance of civilian letters in relation to police


    communication;
    2. Identify the basic parts of a civilian letter;
    3. Identify the special parts of a civilian letter;
    4. Determine the arrangement styles of civilian letters in compliance
    with the study committee on police correspondence and issuances;
    5. Apply the rules on margin and spacing in writing civilian letters;
    6. Distinguish the types of civilian letters;
    7. Discuss each type of civilian letters; and
    8. Write actual civilian letters addressed to appropriate persons in the
    community.
    3

    Civilian Letters
    In the business World, a business man writes business letters for
    communication; whereas, in the civilian-paramilitary realm a policeman
    makes use of the civilian letters
    The term civilian refers to a person who is not a member of the
    armed forces. According to Soriano (2005) the police belongs to the
    armed forces, though in character, the police organization is
    civilian-paramilitary, still the police utilize the civilian letter in
    communicating with those outside the parameters of the organization.
    Specifically, civilian letters are used when a law enforcer is
    communicating with the President of the country, the Chief of Staff,
    Department Secretaries, Governors, Mayors, Managers, School Heads,
    and the like.
    4

    Basic Parts of a Civilian Letter


    1. Heading- this is the first part of a civilian letter containing the
    letterhead and the dateline.

    i. Letterhead - this is typed or printed on the upper center of the


    paper comprising the name of the police office or unit, address,
    telephone number, ZIP Code or the office seal or slogan are
    sometimes included. Refer to the example below:
    5

    ii. Dateline - this is written few spaces below the letterhead


    signifying the date when the letter is written. Months of the year
    should not be abbreviated and methods used in military should
    also be avoided.

    Example:
    6

    2. Inside Address - This part should occupy at least 3 lines, and


    not less. The first line should contain the name of the addressee,
    position, and. This is separated by a comma; if the name is too
    long, the position/designation may appear below the name. The
    next line contains the name of the agency or company of the
    addressee; and the last line the address of the agency or
    company.
    Example:
    7

    3. Salutation - This refers to the greetings, and this could either be


    formal, informal, cordial, or personal. The first letters of the first
    and the last words are capitalized. Below are examples of
    commonly used salutations.
    8
    9

    4. Body of Letter - This is considered as the "body and soul" of the entire
    letter because this contains the message of the writer. This is written
    two spaces below the salutation, comprising of two or more paragraphs.
    The first paragraph contains the statement and purpose of the letter;
    and the second paragraph contains the detailed explanation of the
    letter. In most cases, single space is used for lengthy letters, and double
    space is used for short letters.

    5. Complimentary Close - This is a word that closes a letter, followed by a


    comma and written two lines below the last line of the body of the
    letter. The first word starts with a capital letter, and the second word
    with a small letter. The tone in the complimentary close should match
    with the salutation.
    10

    The examples below show this relationship:


    11

    6. Signature Block - This part comprises the name of the writer of the
    letter, or in some instances, the name of the company. This appears
    above the signature, and placed four spaces below the complimentary
    close.

    Example:
    12
    Sample Layout of a civilian letter with complete
    parts:
    13

    Thanks!
    Any questions?

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