CDI 5 TECHNICAL ENGLISH 1

OFFICIALLY ADOPTED CORRESPONDENCE

OPERATIONAL REPORTS used in the PNP include:

1. police blotter report
2. incident reports
3. spot reports
4. initial investigation report
5. progress and final report
6. after operation report

 These are normally done in the course of performing duties involving public safety and maintenance of peace
and order.
 These are written in narrative form and are important documents in the administration of justice as they are used
in the prosecution of cases before the court of justice.

ADMINISTRATIVE REPORTS

 Written solely for intra-agency use as basis for administrative decisions.

 Examples: accomplishment reports; after-seminar training reports
 Used to answer public queries or to obtain cooperation and support in agency programs and policies.

OFFICE MEMORANDUM

Following the standard format of communication and official reports emanating from public offices, pblic
safety agencies such as the PNP, BFP, BJMP, have officially adopted the Memorandum type the accepted format in
the preparation of reports and inter- agency correspondence.

Common practice of inter-office communication in the police service is the memorandum. Interpreted in the
simplest way, a memorandum is “a note to help the memory”.

A memorandum may be general in application, requiring compliance by, or information of majority of all the
officers and members of the police organization. It may be also of limited application, such as those directed to, or
requiring performance of an action by an individual or group of individuals within a particular police unit, directorate,
service, region, province, station or section.

Police executives may issue administrative instructions in the form of memorandum.

MEMORANDUM

Subordinate officials may use this form, only on matters advisory or informative in nature. Routine
Memorandum is presently resorting to a “bottom line” technique to enable the police executives to know right away
what had been done about the problem at hand.

KINDS OF MEMORANDUM

There is no strict rule governing the tone of memorandum. However, it is usually noted that the tone differs in
accordance with the person or persons reading it.

1. From a CHIEF OF OFFICE to his SUBORDINATES:

Tone: impersonal
Addressee: MEMORANDUM TO
Example: For Guidance and strict compliance.

2. From a WRITER sending a memorandum to Somebody of EQUAL RANK:

Tone: casually personal
Addressee: MEMORANDUM TO
Example: The undersigned noticed changes in....

3. A SUBORDINATE POLICE OFFICER writing a memorandum to a HIGHER POLICE OFFICER

Tone: formal
Addressee: MEMORANDUM FOR
Example: For info and request acknowledge.
ROSALYN P. BAROLA, J.D. - INSTRUCTOR 1
CDI 5 TECHNICAL ENGLISH 1
One thing to remember, we use the word “MEMORANDUM FOR” when the correspondence is intended to
be sent to higher office or officer.

Police organization adopts memoranda in the following general usage:

1. to inform
2. to answer
3. to record a significant event
4. special reports
5. basic transmittals
6. for some other purposes

PARTS OF A MEMORANDUM

1. THE HEADING

All the materials above the first line of the body comprise the Heading. These are the file reference or office
symbol, addressee to whom the letter is being sent, channel through which the letter will pass, addressor, subject
and date.

a. Letterhead

Printed Letterhead stationery is normally used for the first page. If not available, a typed letterhead may be
used. Each Office has its own letterhead. In offices where more than one kind of letterhead is used, the nature of the
letter will determine which letterhead is proper . The top edge of the letterhead is normally placed 3/4 inch or on the
5th line below the top edge of the paper.

EXAMPLE:

Republic of the Philippines

Department of the Interior and Local Government
Philippine Public Safety College
NATIONAL FORENSIC SCIENCE TRAINING INSTITUTE
Fort Bonifacio, Taguig City
Tel No. 88127222 (loc 112)
------------------------------------------------------------------------------------------
b. File Reference or Office Symbol

It is placed at the left margin, usually 2 spaces below the letterhead.

Each part of the reference has a meaning. File reference are also used as identifying information on the
second and subsequent pages.

EXAMPLE:
NFSTI-Admin
---------------------------------------------------------------------------------------------------------------------

c. Addressee:

The title of the Addressee is entered after the “MEMORANDUM FOR” - if sent to superior office,
“MEMORANDUM TO” - if sent to subordinates. It should be written in block style with open punctuation and
normally placed 2 spaces after the file reference.

EXAMPLE:

MEMORANDUM:

FOR : The Director, HSS

d. Addressor:

The title of the addressor (sender) is entered after “FROM”. Authorized abbreviations are used.
ROSALYN P. BAROLA, J.D. - INSTRUCTOR 2
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e. Channels:

Correspondence can be routed THRU channels, through a lower Chief or Supervisor expected to exercise
control, taken action or to be concerned and normally places 2 spaces after the adressee.

THRU : TDCA - The Deputy Chief for Administration _____________________________

TDCO - The Deputy Chief for Operation _________________________________
TCDS - The Deputy Chief for Directional Staff ____________________________

f. Attention Address:

To speed routing, correspondence may be addressed to the attention of an individual or head of a

subdivision of an agency, or an office, either by reference to the name of the subdivision or the use of an office
symbol. The name will be used only when there is a special reason for calling the letter to the attention of the
individual known to handle the type of correspondence concerned and when it is known that he/she will at the place
addressed.

EXAMPLE: Addressed to the attention of an individual

MEMORANDUM:

TO : Regional Director, PRO CALABARZON

Camp Vicente Lim, Canlubang, Laguna
Attn: PCAPT JUAN B. DELA CRUZ

g. Subject

The subject line should contain not exceeding ten words. It starts 2 spaces below the addressor. Title
capitalization rules may be used. This means capital letter for the 1st letter and other important words, and small
letters for unimportant ones. When the subject extends to two lines, the 2nd line is blocked under the 1st letter of the
1st word in the subject.

EXAMPLE:

SUBJECT : Request for Optional Retirement of

PCAPT JUAN B. DELA CRUZ

h. Date:

This refers to the date of signature and it is placed at the left portion of the page on the last line below the
subject. The day and year are numerals and the month may be spelled out or abbreviated. If the month is
abbreviated the year may be shortened too.

EXAMPLE:

DATE : March 15, 2023

2. THE BODY

The body of the letter is the message itself. It is the substance of the typed letter as distinct from the formal
beginning and ending. This part of the letter is single-spaced. The use of the third person, such as “the
undersigned”, “this unit” or “this Office”, is prescribed to achieve objectivity.

A. Paragraphing

When a letter consists of only one paragraph, the paragraph will not be numbered although its sub-
paragraph will be lettered, if there are 2 or more.

Example:

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
a. Xxxx
ROSALYN P. BAROLA, J.D. - INSTRUCTOR 3
CDI 5 TECHNICAL ENGLISH 1
b. Xxxxxxx

When there are two or more paragraphs, they will be numbered consecutively. The 2nd succeeding lines will
begin at the left margin.

Example:

1. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
a. Xxxxxxx
b. Xxxxxxx

2. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.

B. Abbreviations

This kind of communication allows abbreviations which are generally accepted in the police service. They are
usually written without spacing or periods, except geographical locations which can be written with or without
periods. If the full name is used, the abbreviated rank is permissible, if family name only, the rank is spelled out.

However, good practice tells the writer to use abbreviations sparingly. But definitely, abbreviations are not
used in correspondence going outside the PNP.

Example:

PMGEN - Police Major General

PCOL - Police Colonel
PMAJ - Police Major
PCAPT - Police Captain
Memo - Memorandum

C. References

References to publications must be specifically and fully identified. References will not be made to a
publication or document which is not available to the addresses of the correspondence. References to
correspondence will include the type of correspondence, file reference, office origin, date and subject.

Example:

1. Reference: Memo from the Director, NFSTI dated AUgust 2, 2007, subject as stated above.

D. Page Numbering

The first page should not be numbered (silent pagination). Subsequent pages, including those on which
endorsements are prepared, will be numbered consecutively, beginning with the 2nd page as 2. Page number will be
centered 1 inch from the bottom of the page. the number will stand by itself, it will not be set off by dashes,
parenthesis or other punctuations.

Example:

2
-------------------------------------------------------------------------------------------------------

E. Dividing a Paragraph

Three or fewer lines will not be divided between pages. At least two 2 lines of a divided paragraph will
appear on each page. In dividing a sentence between pages, at least 2 words will appear on each page. The
complimentary ending will not appear alone on a page without a part of a body or text. When the space below the
text is not sufficient for the close, at least 2 lines of the paragraph or sub-paragraph which in its entirety consists of
only one line may be placed on the last page together with the complementary ending.

ROSALYN P. BAROLA, J.D. - INSTRUCTOR 4

CDI 5 TECHNICAL ENGLISH 1
On the second and each succeeding pages, the file reference and subject will be typed, beginning at the left
margin 1 1/4 inches from the top edge of the page. The date will be placed so that it ends at the right margin. The
text will be continued on the 2nd line below the identification line.

Example:

NFSTI-Admin. Request for Optional Retirement of PCAPT JUAN B. DELA CRUZ dated August 2, 2023.

2. COMPLEMENTARY ENDING

Like in business letter, there is also a closing portion in thus type of communication. This refers to the
material found below the last paragraph of the body. It consists of the Authority Line (if used), signature, list of
enclosures, and list of copies.

A. Authority line:

An authority line will be shown when the correspondence is signed for the chief or head of office by an
individual authorized to do so. This reflects the fact that the communication is an expression of the will of the chief or
head of office.

The authority line will begin on the 2nd line below the last paragraph directly under the 1st letter of the 1st word
of the preceding main paragraph. It is typed in capital letter without abbreviations.

Note: a staff officer may sign under the authority line only when authorized to do so.

Example:
3.For guidance and compliance.

BY ORDER OF THE DIRECTOR, NFSTI:

B. Signature

The signature contains the name of the officer, signed in ink (black or blue-black, never blue or any other
color); the name being typed, stamped, or printed in capital letters identical with the written name, the officer’s rank
or service and title or designation.

Example:
PAUL C. DELA CRUZ, Ph.D.
Police Colonel
Director, NFSTI

The use of the double signatures is avoided. Instead of this, a designated individual may sign his own name
and add the word “FOR” in front of the typewritten name in the signature. If an individual in the police service signs
“FOR” the rank of the signing individual may be shown.

PAUL C. DELA CRUZ, Ph.D.

Police Colonel
Director, NFSTI

FOR:

JOEL A. SANTOS
Police Major
Deputy DIrector, NFSTI

The typewritten portion of the signature begins approximately one space to the right of the center of the
page, five lines below the authority line of the body. Block style and open punctuation are used. Abbreviations of
rank or service and titles may be used. By block style, the 1st letter of the rank is placed directly under the 1st letter of
the typewritten signature, but not necessarily blocking under the last letter of the typewritten signature.

C. Enclosures:

ROSALYN P. BAROLA, J.D. - INSTRUCTOR 5

CDI 5 TECHNICAL ENGLISH 1
Enclosures are supplementary documents which are sent with communication to provide additional information.
when a letter has one or more enclosures, this fact is entered at the left side of the page.

Example:

Incls.

1- Memo from ___________

2- Memo from ___________
3- Memo from ___________

ROSALYN P. BAROLA, J.D. - INSTRUCTOR 6