English101 For Police Officers

BUILDING
COMMUNICATION PROFICIENCY
PO3 REA LUZ B GATINAO

PIO ACTION PNCO, PRO 12
Module 2.1 Building Communications Proficiency
Lesson Goal
The lesson aims to
strengthen and further build
competency among participants
on communications correlated to
their duties and functions as
investigation officers.
IOBC
Lesson Objectives
After this lesson, the participants will
be able to:
• Discuss the importance of

communication process;
• State the different types of
Communication;
• Identify the different general
barriers of Communication;
IOBC
Lesson Objectives
After this lesson, the participants will be able to:
• Review and correct the most common
errors encounter in writing police reports,
memoranda, and letters;
• State the pre-requisites in writing
correspondence and technical report
writing;
• Recognize the Essential Qualities of Good
Writing;
IOBC
Lesson Objectives
After this lesson, the participants will be
able to:
• State ideas, situations, and facts

clearly and concisely when writing a
memorandum, civilian letter, and
police report; and
• Prepare reports as required by the
existing policies of the PNP.
IOBC
Presentation Sequence
1. The Communication Process
» Importance of
Communication Process
» Types of Communication
» Different general barriers of
Communication
2. Language Proficiency
» Determining Sentence Errors
IOBC
Presentation Sequence
3. Correspondence and Technical
Report Writing
» Pre-requisites in Writing
Correspondence and Technical
Reports
» Essential Qualities of Good
Writing
» Writing a Memorandum, Civilian
Letter, and Police Report;
Course: IOBC
Part One:
The Communication Process
IOBC

• Guide towards realizing
effective communication
• Sharing of a common meaning
between the sender and
receiver
• Effective communication leads
to understanding
• The transfer of information
IOBC
Components of Communication Process
1. Sender
2. Encoding
3. Transmission of Message
4. Decoding
5. Receiver
6. Feedback
IOBC

SENDER ENCODING TRANSMISSION DECODING RECEIVER
FEEDBACK
(RESPONSE)
IOBC
Goals of Communication Process
1. To transmit a message clearly within a context;

2. To establish relations or strengthen relationship;
3. To develop, realize, concretize an idea into
action; and
4. To achieve an objective or learning or goal.
IOBC
IOBC
IOBC
Types of Communication
A. Non-Human Communication
1. Animal Communication
2. Plant Communication
B. Human Communication
1. Verbal Communication
2. Non-Verbal Communication
IOBC
General Barriers in Communication

A. Physical Barrier
B. Psychological – Emotional
C. Cultural
D. Linguistic
E. Interpersonal / Behavioral
Patterns
F. Perceptual
IOBC
General Barriers in Communication

G. Organizational
H.Information Overload
I.Noise / Distractions
J.Feedback
IOBC
Language Proficiency
• Also called Linguistic Proficiency
• The ability of an individual to speak or perform

in an acquired language
IOBC
Determining Sentence Error

1. Run-on Sentence
2. Misplaced Modifier
3. Fragment
4. Dangling Modifier
5. Faulty Parallelism
6. Use of Split Infinitives
IOBC
Let us head on…

• Use of In,On, and At
• Common Grammar Mistakes
• Principles of Effective Writing
Part Three:
Correspondence and Technical
Report Writing
IOBC
Pre-Requisites in Writing Correspondence and Technical

Report Writing
1. PLAN the Contents of the report

2. COLLECT the Information
3. DRAFT the Rough Report
4. FINALIZE
IOBC
Essential Qualities of Good Writing
1. Accuracy
2. Clarity
3. Conciseness
4. Objectivity
5. Completeness
IOBC

1. Accuracy
– Correctness or precision in both
information and word choice
– Free of errors in substance and
details
– Using the exact words meant to
express your intended meaning
– Using “specific word” rather than
vague ones
IOBC
Accuracy
Example:
Vague: A middle-aged single mother was killed a week
ago by motorcycle-riding robbers who took the cash

she had just withdrawn from a bank in Laguna.
Revised: Mayumi Sanghari, a 27 year old single

mother was gunned down on Friday, January 20, 2012
by two motorcycle-riding criminals who took the PHP
200, 000.00 cash she had just withdrawn from Banco
de Laguna in Los Baños, Laguna.
IOBC

2. Clarity
– Freedom from ambiguity
– Don’t have to read the same
paragraph over and over again
to understand its meaning
– Not having to ask “who did
what?” or “what is that again?”
IOBC
Additional Strategies to make your Sentences Clear
a. Avoid elaborate and impressive words.
Elaborate: The vehicular accident caused bodily

impairments to ten passengers.
Simple: The vehicular accident injured ten passengers.
Elaborate: The spokesperson attempted to elucidate

PNP’s involvement in the botched rescue mission.
Simple: The spokesperson attempted to clarify PNP’s
involvement in the botched rescue mission.
IOBC
Additional Strategies to make your Sentences Clear
b. Avoid double negatives and construct

positive
sentences.
Negative: Applicants who will not pass this test will

not
qualify for admission.
Positive: Applicants who will pass this test will qualify
for admission.
Negative: The recruits are not absent.

Positive: The recruits are present.
IOBC
3. Conciseness
– Express much in a few words
as possible
– Brief but substantial
– Summarize narrative report
using pertinent or important
details
IOBC

3. Conciseness
Poor: Having been shot, Norma
Example: Lagueno howled in pain and
slowly crawled and dragged her
bleeding left leg as she looked for
cover.
Concise: Having been shot in

her left leg, Norma
Lagueno crawled for cover.
IOBC
Six Strategies in Writing Concise Sentences
a. Use active voice instead of passive

voice.
Passive Voice: The incident was

investigated
by a special team.
Active Voice: A special team
investigated the
incident.
IOBC
b. Reduce long clauses into phrases.
Wordy: The man who is sitting beside

the mayor
is the chief of police.
Concise: The man beside the mayor

is the chief of police.
IOBC
Six Strategies in Writing Concise

Sentences
c. Cut unnecessary words and empty
phrases.
Wordy: The team made a decision to

clear the
area of peddlers.
Concise: The team decided to clear the

area of
peddlers.
IOBC
Six Strategies in Writing Concise

Sentences
d. Eliminate repetition and redundancy.
Wordy: The team leader presented a

brief
summary of their activities.
Concise: The team leader presented a

summary of their activities.
IOBC
e. Avoid “Nominalization” or using the

noun forms of the verbs.
Wordy: The rescue of the kidnapped victim

carried out by Task force Sagip was swift.
Concise: Task Force Sagip rescued the

kidnapped victim swiftly.
IOBC
f. Avoid the use of “there

is/are/were” as sentence openers.
Wordy: There were two witnesses

who testified against the kidnapping
suspect.
Concise: Two witnesses testified

against the kidnapping suspect.
IOBC
4. Objectivity
– Use the language that has a
neutral tone
– Report shall cover all sides of
the story and does not slant
toward or favor one side only
– Avoid opinions, personal
judgment and emotional
overtone in your sentences
IOBC

4. Objectivity
Subjective: An inmate at Iwahig
Example 1: Penal Farm acts strange and lunatic.
Objective: An inmate at Iwahig Penal

Farm known as Alyas Boy Kalawang
talks to himself, shouts and laughs at
his fellow inmates for no apparent
reason. He is also seen often times
wearing his underwear over his head.
IOBC

4. Objectivity
Subjective: The ugly, crazy
Example 2: drunkard so terrified the bar
manager.
Objective: A man believed to be

under the influence of liquor
poked a gun at the bar
manager.
IOBC

5. Completeness
–A good narrative report
answers all questions (who,
what, where, when, why, and
how).
– Opinions, judgments
concerning the nature of the
crime should be backed up by
evidence
IOBC

5. Completeness
IOBC

5. Completeness
IOBC

5. Completeness
IOBC

5. Completeness
IOBC

5. Completeness
IOBC

5. Completeness
IOBC
Memorandum
– A note, a reminder, or a statement
that one wishes to remember or
preserve for future use
– Latin term memorandus (to be
remembered) or memorare (to
remind).
– Memorandum is singular while
memoranda is its plural form
IOBC
Parts of the Memorandum

1. Letterhead
2. Heading
3. Body
4. Penned Signature
IOBC
Letterhead
– includes logo and
name of the agency,
address, and other
relevant information
such as contact
information, services
offered and the like.
IOBC
Heading
– includes the To/For
line, From line, Subject
line, and the Date line
IOBC
Body
- Initial part tells the recipient
the reason of writing the
memorandum and tells the
recipient of what he is going
to do and how. Next part
states the information or
details, telling the reader
what you have said and how
he will do it. Final part ends
with courteous request for
IOBC
service, action or further
Penned Signature
– includes the signature of
the writer of the memo
IOBC
The difference of using To line or For line
Memo To – When the writer is addressing to

his
subordinates or those who have lower positions
than him.
Memo For – When the writer is addressing to

his
superior or one who has higher positions than
him.
IOBC
Types of Memorandum
The type of memorandum
revolves on the following
purposes:
1. Memo that Requests

2. Memo that Informs
3. Memo that Responds
IOBC
Guidelines in the Standard

Preparation of Communications
Common defects of
communications prepared by the
different PNP offices/units:
– Wrong format of the addressee portion;

– Incomplete staff work;
– Redundancy in communication
distribution;
– Use of wrong stationery/letterhead;
– Inappropriate complimentary endings;
– Wrong spacing;
IOBC
Guidelines in the Standard

Preparation of Communications
Common defects of
communications prepared by the
different PNP offices/units:
– Lack of appropriate tabs for the

enclosure/attachments;
– Typographical and grammatical errors;
– Wrong font and font size;
– Dirty printing;
– Protruding staple wires; and
– Use of sliding folder.
IOBC
Civilian Letter
• A message in writing
• Any language or code
• Contained in a sealed or
unsealed envelope or not in an
envelope at all
• Communication sent outside
the organization (public,
private and religious sectors)
IOBC
Parts of a Civilian Letter

1. Heading (Letterhead)
2. Date (Dateline)
3. Inside Address
4. Salutation
5. Body of the Letter
6. Complimentary Close
7. Signature Block
IOBC
Heading (Letterhead)
• A part that contains the

name of the institution
represented by the
writer.
IOBC
Date (Dateline)
• It specifies the day
when the letter was
written, not when the
document was
dispatched.
IOBC
Inside Address
• This usually contains

the correct name,
position, business
name and business
address of the
addressee.
IOBC
Salutation
• The greetings in the
letter that provides
a courteous
opening.
IOBC
Body of the Letter

• It embodies the text
of the message,
usually the longest
part of the letter.
IOBC
Complimentary Close
• The farewell part of
the letter which
signals the ending
of the message.
IOBC
Signature Block
• It indicates the name
of the writer (usually in
all capital letter) with
signature above it.
This is typed the same
way as the name in
the inside address.
IOBC
Police Reports
• Chronological or step-by-step
account of an incident that took
place at a given time.
• Narrative or informative writing
• Written account of an incident
IOBC
Paragraphing Process
1. First Paragraph - what sort of crime
is being described
2. Second Paragraph - the recounting

of various steps or actions done
3. Third Paragraph - end paragraph

which concludes the report
IOBC
Uses of Report
1. Serves as basis for prosecution;
2. Serves as source of statistical
information;
3. Serves as reference for development
of operational strategies, policy
changes, and training program
formulation; and
4. Sources of stories by newspapers and
media.
5. Basis for performance evaluation.
IOBC
Purpose of an Investigation Report

1. Record
2. Leads
3. Prosecution Action
IOBC
Basic Investigation Reports

1. Spot Report
Immediate initial investigative or incident
report pertaining to:
– the commission of the crime
– occurrence of natural or man-made
disaster
– unusual incidents involving loss of lives
and damage of properties
IOBC

2. Progress Report
– Follow-up of the initial investigation
– Covers new findings, statements of
additional witnesses
– An update of the ongoing action or
investigation of a particular case
IOBC

3. After Operation Report
» A report that may be
rendered after any
successful police operation
» Arrest of any member or
some members of
syndicated crime group.
IOBC

4. Final Report
Submitted when an investigation is
terminated.
This is done under the following circumstances:
– On successful conclusion of the case
– When all leads are exhausted and
there appear to be no further steps to
be taken
– On orders from higher authority.
IOBC
Summary
In this lesson, the Participants have learned:
» Importance of
communication process;
» Different types of
Communication;
» Different general barriers
of Communication;
» Sentence Errors;
IOBC
Summary
In this lesson, the Participants have learned:

» Pre-requisites in writing
correspondence and technical
reports;
» Essential Qualities of Good Writing;
» Writing a memorandum, civilian
letter, and police report; and
» Preparation of reports as required
by the existing policies of the PNP.
IOBC
LET’S DO IT!
What: Launching of Ugnayan sa Rehiyon Dose
When: September 24, 2019, 9AM
Where: PRO 12 HQS
To attend: RD, PRO 12 as GOHS
PCAD Officers of PPOs/CPOs, Local Chief Executives
of Provinces and Cities/Municipalities, PRO 12 Personnel
Aim: To bridge the gap between police and community through
an enhanced police-media relations.
Lets do it!
1. Acting as Chief, PCADD write a memorandum to RD
PRO 12 inviting him as the guest of honor and
speaker
2. Acting as the RD, PRO 12 write an invitation letter
addressed to Local Chief Executive.
3. Acting as C, PCADD issue memorandum to PDs/CDs
to direct their PCAD Officer to attend.
4. Write an After Activity Report of the activity

English101 For Police Officers

Uploaded by

Copyright:

Available Formats

English101 For Police Officers

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

English101 For Police Officers

Uploaded by

Copyright:

Available Formats

BUILDING

PO3 REA LUZ B GATINAO

• Discuss the importance of

• State ideas, situations, and facts

The Communication Process

Components of Communication Process

The Communication Process

Goals of Communication Process

1. To transmit a message clearly within a context;

Goals of Communication Process

Goals of Communication Process

General Barriers in Communication

General Barriers in Communication

• Also called Linguistic Proficiency

• The ability of an individual to speak or perform

Determining Sentence Error

Let us head on…

Pre-Requisites in Writing Correspondence and Technical

1. PLAN the Contents of the report

Essential Qualities of Good Writing

Essential Qualities of Good Writing

ago by motorcycle-riding robbers who took the cash

Revised: Mayumi Sanghari, a 27 year old single

Essential Qualities of Good Writing

Additional Strategies to make your Sentences Clear

a. Avoid elaborate and impressive words.

Elaborate: The vehicular accident caused bodily

Elaborate: The spokesperson attempted to elucidate

Additional Strategies to make your Sentences Clear

b. Avoid double negatives and construct

Negative: Applicants who will not pass this test will

Negative: The recruits are not absent.

Essential Qualities of Good Writing

Essential Qualities of Good Writing

Concise: Having been shot in

Six Strategies in Writing Concise Sentences

a. Use active voice instead of passive

Passive Voice: The incident was

Six Strategies in Writing Concise Sentences

b. Reduce long clauses into phrases.

Wordy: The man who is sitting beside

Concise: The man beside the mayor

Six Strategies in Writing Concise

Wordy: The team made a decision to

Concise: The team decided to clear the

Six Strategies in Writing Concise

Wordy: The team leader presented a

Concise: The team leader presented a

Six Strategies in Writing Concise Sentences

e. Avoid “Nominalization” or using the

Wordy: The rescue of the kidnapped victim

Concise: Task Force Sagip rescued the

Six Strategies in Writing Concise Sentences

f. Avoid the use of “there

Wordy: There were two witnesses

Concise: Two witnesses testified

Essential Qualities of Good Writing

Essential Qualities of Good Writing

Objective: An inmate at Iwahig Penal