MARY GRACE G.

ESCABEL
TOP 4, 2015 CLE
CERTIFIED FORENSIC SCIENCE SPECIALIST
CERTIFIED FINGERPRINT PRACTITIONER
J U R I S D O C T O R , 4 TH Y E A R

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TECHNICAL WRITING
1
INVESTIGATIVE REPORT WRITING AND
PRESENTATIONS
 CHAPTER 1

BASIC ENGLISH REVIEW

PA R T S O F S P E E C H

The part of speech indicates how

the word functions in meaning as
Understanding parts of speech is
well as grammatically within the
essential for determining the
sentence. An individual word can
correct definition of a word when
function as more than one part
using the dictionary
of speech when used in different
circumstances.

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1. NOUN

• A noun is the name of a person, place, thing, or idea.

• A noun is a word for a person, place, thing, or idea. Nouns are often used with an article
(the, a, an), but not always. Proper nouns always start with a capital letter; common
nouns do not. Nouns can be singular or plural, concrete or abstract. Nouns show
possession by adding 's. Nouns can function in different roles within a sentence; for
example, a noun can be a subject, direct object, indirect object, subject complement, or
object of a preposition.
• Nouns may be singular or plural
Presentation Title

• Examples: Sarah, lady, dog, New York, Philippines, room, school, football, reading, freedom.

• Example sentences:
People like to go to the beach.
Emma passed the test.
My parents are traveling to Japan next month.

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TECHNICAL ENGLISH 1

THERE ARE NOUNS THAT ARE ALWAYS

PLURAL.
Certain nouns only have plural forms: Some of these nouns are often used with the
expression a pair of, as they refer to things
These scissors are for cutting paper. made up of two parts:
Your clothes are dirty. a pair of trousers
Have you seen my glasses? I want to read the a pair of jeans
newspaper. a pair of shoes
The table of contents should not contain any a pair of slippers
pictures. a pair of glasses
I live on the outskirts of the city. a pair of gloves
a pair of earrings

Note:
The nouns people (meaning more than one person)
and police are always plural:

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TECHNICAL ENGLISH 1

NOUNS WHICH ARE PLURAL IN FORM BUT TAKE A

SINGULAR VERB
• Certain nouns have a plural form (ending in -s) but a singular meaning: news; shingles,
mumps, rickets; dominoes, billiards, darts etc.
• Nouns ending in -ics can either take a singular (if they are considered as the name of a
science) or a plural verb (if they express a specific application of the science):
• Acoustics is the study of sounds.
Poor classroom acoustics create a negative learning environment for many students

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TECHNICAL ENGLISH 1

MEASUREMENTS AND AMOUNTS THAT

ARE CONSIDERED AS A SINGLE UNIT:
• Examples:
• o One hundred years is a century.
• o Twenty dollars is not enough to buy a good shirt.
• o Seven days in prison is all he got for shoplifting.

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Presentation Title

2. PRONOUNS
• A pronoun is a word used in place of a noun. A pronoun is usually substituted for a
specific noun, which is called its antecedent. In the sentence above, the antecedent for
the pronoun she is the girl.
• Pronouns are further defined by type: personal pronouns refer to specific persons or
things; possessive pronouns indicate ownership; reflexive pronouns are used to
emphasize another noun or pronoun; relative pronouns introduce a subordinate
clause; and demonstrative pronouns identify, point to, or refer to nouns.

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• Examples: I, he, it, we, them, us, mine, itself.
• Example sentences:
He doesn't want go with them.
Would they help us?
• His house is bigger than ours

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TECHNICAL ENGLISH 1

3. VERBS
• Verbs are words that describe an action or talk about something that happens. They take
many different forms depending on their subjects, the time they refer to and other ideas
we want to express. Verbs are words that describe an action or talk about something
that happens.

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TECHNICAL ENGLISH 1

KINDS OF VERB
• REGULAR VERB – A verb in which the past tense is formed by adding the usual -ed
ending.
• Promote- promoted
• Kill-killed
• Arrest-arrested

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TECHNICAL ENGLISH 1

IRREGULAR VERB
• A verb in which the past tense is not formed by adding the usual -ed ending. he word
"irregular" makes it sound like these verbs are rare, but you see them all the time in
writing and conversation.

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TECHNICAL ENGLISH 1

1. IRREGULAR VERBS WITH DIFFERENT

FORMS IN EVERY TENSE

• To English learners, the trickiest irregular verbs are the ones that have different present tense,
past tense and past participle forms, which include the word "have" and the verb. For example,
the verb to be is the most irregular verb in the English language. It becomes:
• is/are in present tense (We are on vacation.)
• was/were in past tense (We were on vacation.)
• been in past participle (We have been on vacation.)

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TECHNICAL ENGLISH 1

2. IRREGULAR VERBS WITH THE SAME

PAST TENSE AND PAST PARTICIPLE

• Some irregular verbs only change once. Their past tense and past participle forms are
the same, making it a little easier to decide how to conjugate them. For example, the
verb to keep becomes:
• keep in present tense (I keep my old yearbooks.)
• kept in past tense (I kept my old yearbooks.)
• kept in past participle (I have kept my hold yearbooks.)

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TECHNICAL ENGLISH 1

3. IRREGULAR VERBS THAT ONLY CHANGE

IN PAST TENSE

• Several irregular verbs have the same present tense form and past participle form, but
not the same past tense form. For example, the verb to run becomes:

• run in present tense (They run together every day.)

• ran in past tense (They ran together last Saturday.)
• run in past participle (They have run together for years.)

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TECHNICAL ENGLISH 1

4. IRREGULAR VERBS THAT NEVER

CHANGE

• Finally, there are some irregular verbs that never change form. Most of these verbs end
in -t, so they're easier to identify when you're confused. For example, the verb to
cut remains:

• cut in present tense (I cut the carrots while she stirs.)

• cut in past tense (I cut the carrots yesterday.)

• cut in past participle (I have cut the carrots before.)

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TECHNICAL ENGLISH 1

5. IRREGULAR VERB EXCEPTIONS

• While the majority of irregular verbs fall into these categories, a few don't quite fit. These
verbs are:
• beat (becomes beat in past tense and beaten in past participle)
• read (still spelled the same, but pronounced "red" in past tense and past participle)

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TECHNICAL ENGLISH 1

TENSES
• 1. Simple Tenses - simple tenses usually refer to a single action. In general, simple tenses
express facts and situations that existed in the past, exist in the present, or will exist in the
future.
• Simple present: I drive home every day.
• Simple past: I drove home yesterday.
• Simple future: I will drive home later.

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TECHNICAL ENGLISH 1

• 2. Progressive (Continuous) Tenses - We use progressive tenses to talk about unfinished events.
Progressive tenses are :
• Past progressive: I was driving when you called.
• Present progressive: I am driving now.
• Future progressive: I will be driving when you call.

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TECHNICAL ENGLISH 1

• 3. Perfect Progressive Tenses - Generally, perfect progressive tenses express duration, or how
long? Perfect progressive tenses usually include the adverbs for or since.
• Present perfect progressive: I have been driving since this morning.
• Past perfect progressive: I had been driving for three hours before I stopped to get gas.
• Future perfect progressive: I will have been driving for five hours by the time I arrive.

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4 . A DJ E C T I V E
• An adjective is a word used to modify or describe a noun or a pronoun. It usually
answers the question of which one, what kind, or how many. (Articles [a, an, the] are
usually classified as adjectives.)

• Examples: Big, pretty, expensive, green, round, French, loud, quick, fat.
• Example sentences:
• He has big blue eyes.
The new car broke down.
The old lady was talking in a quiet voice.

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5. ADVERB
• An adverb describes or modifies a verb, an adjective, or another adverb, but never a
noun. It usually answers the questions of when, where, how, why, under what
conditions, or to what degree. Adverbs often end in -ly.

• Examples: always, never, constantly, faster, slower

• Example sentences:
Tommy was extremely enthusiastic about doing his homework.
Joan ran out of the classroom very quickly.
He is working there temporarily.

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6. PREPOSITION
• A preposition is a word placed before a noun or pronoun to form a phrase modifying
another word in the sentence. Therefore a preposition is always part of a prepositional
phrase. The prepositional phrase almost always functions as an adjective or as an
adverb. The following list includes the most common prepositions:

• Examples: On, in, at, by, under, above, beside, to, out, from, for.
• Example sentences:
• I sat on the floor.
Let's go into the house.
We will meet at four o'clock.

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7. CONJUNCTION
• A conjunction joins words, phrases, or clauses, and indicates the relationship between
the elements joined.
• Coordinating conjunctions connect grammatically equal elements: and, but, or, nor, for,
so, yet. Subordinating conjunctions connect clauses that are not equal: because,
although, while, since, etc. There are other types of conjunctions as well.

• Examples: And, but, or, because, so.

• Example sentences:
She is smart and beautiful.
Would you like a cat or a dog?
He didn't pass the test because he didn't understand the subject.

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8. INTERJECTION
• An interjection is a word used to express emotion. It is often followed by an exclamation
point.

• Examples: Oh! Look out! Hey! Wow! Ah! Um...

• Example sentences:
• Wow, that's amazing!
Ah, that was a good meal.
Um... I'm not sure what to say.

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 CHAPTER 2

S U B J E C T- V E R B A G R E E M E N T

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TECHNICAL ENGLISH 1

REMEMBER!!!
• The subject of a sentence should always match the verb describing its action. This helps
your reader understand who or what is doing something and makes your writing easier
to read.
• First, identify the subject (the person or thing doing the action) and the verb (the action
word) in a sentence. If the subject is singular, the verb describing its action should be
singular. If the subject is plural, the verb should be plural.

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1. COMPOUND
SUBJECTS
TECHNICAL ENGLISH 1

A. Subjects linked with “and”

When subjects are linked with and, use a plural verb.

B. Subjects linked with “or”

• When singular subjects are linked with or, either…or, nor, neither…nor, use a singular
verb.
• If all the subjects are plural, use a plural verb.
• If the compound subject contains both singular and plural nouns, the verb takes the
form of the closest subject

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2 . S U B J E C T S S E PA R AT E D
FROM VERBS
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“A S W E L L A S ” A N D O T H E R T R I C K Y
PHRASES

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3. INDEFINITE PRONOUNS
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S U B J E C T S T H AT C O M E A F T E R T H E
VERB
• Sometimes the subject follows the verb, especially when the sentence begins with
there or here. In this case, there is not the subject – the true subject should be identified
and matched with the correct verb form.

There are many gaps in the literature.

Here is the answer.

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Presentation Title

NUMBERS AND AMOUNTS

• When using numbers, percentages or proportions, the correct form of verb agreement depends
on exactly what you‟re referring to. It‟s helpful to look beyond the numbers and find the true
subject.
• If you‟re referring to a specific number or amount of something, match the verb with the
noun rather than the number.
• Only 25% of the measurements are reliable.
• Three meters of wire surrounds the core.
• Over 300 civilians reside in the area.

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4. COLLECTIVE NOUNS
Presentation Title

PROPORTIONS
• Terms that describe a proportion of something are usually followed by “of” (such as
most of). First look at the noun you are describing to determine if it‟s singular or plural,
then match it to the verb.
• A lot of the pie has disappeared.
• A lot of the pies have disappeared.
• Fifty percent of the pie has disappeared.
• Fifty percent of the pies have disappeared.
• A third of the city is unemployed.
• A third of the people are unemployed.

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Presentation Title

U N C O U N TA B L E N O U N S
• These nouns describe abstract concepts or masses that can‟t be counted (e.g. research,
power, water and vegetation). They take a singular verb.
• This equipment is unusable.
• The research goes smoothly.
• Water flows through the streets

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Presentation Title

5 . A B B R E V I AT I O N S A N D
ACRONYMS
• Abbreviations and acronyms usually take a singular verb. If you‟re unsure, check if the
full version of the acronym or abbreviation is a singular, plural or collective noun, and
refer to the rules above. It‟s most important to use one form of agreement consistently.
• The country’s GDP correlates with its birth rate.
• The RPM falls rapidly.

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6. COLLECTIVE NOUN
Presentation Title

Collective nouns, like team, family, class, group, and host, take a singular verb when the entity acts
together and a plural verb when the individuals composing the entity act individually. The following
examples demonstrate this principle:
The team is painting a mural. (The team collectively paints the mural, so the verb is singular.)

The team are in disagreement about how to paint the mural. (The people on the team disagree
with one another, so the verb is plural.)

The family takes a trip to California once a year. (The family collectively takes a trip, so the verb is
singular.)

The family have differing ideas about the annual trip. (The individuals in the family have differing
ideas, so the verb is plural.)

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7. EXPRESSIONS
Presentation Title

• Expressions such as with, together with, including, accompanied by, in addition to, or as
well do not change the number of the subject. If the subject is singular, the verb is too.
• The President, accompanied by his wife, is traveling to India.
• All of the books, including mine, are in that box.

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CHAPTER 3

REPORT WRITING
REPORT
• Report is defined as an account of any occurrence prepared after thorough
investigation. It is also defined as an account or statement describing in detail an event,
situation, or the like, usually as the result of observation or inquiry.

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POLICE REPORT
• Police report deals with the story of action performed by police personnel. It is a
chronological or step-by-step account of an incident that transpired in a given time, at a
given place.
• It is also defined as an account of some subjects specifically investigated, or an official
statement of facts.
• Police reports result from the fact that someone has asked for them and needs them for
immediate or future use. In any event, police reporting has become one of the most
significant processes in modern police operations.

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REMEMBER!!!
• A police officer, after rendering his/her duty, must render a report. His immediate
supervisor must be aware of the things he/she had done in the field during his/her tour
of duty, and submitting a report is the only way to do that. Making a report is also the
means of recognizing his/her good deeds that may deserve a merit or award.

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POLICE REPORT WRITING
• POLICE REPORT WRITING is considered technical writing, and as such, one needs to
develop special skills and techniques. Police report writing is the backbone of criminal
investigation and prosecution.
• The success of police operation depends upon the quality of the reports and the ability
of the police officer to write them effectively.
• The PNP relies on written reports to relay information to superiors, co-workers, the
courts and numerous other agencies. Reports are also used to train personnel and to
get people to follow procedures and policies.

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TERMS TO PONDER
• TECHNICAL – used to describe the practical skills and methods used to do an activity.
• POLICE – refers to men and women with authority to implement the law. REPORT – An
article that gives information about something that has just happened. WRITING – it is
the activity of writing. The way you write with a pen or pencil. TECHNICAL POLICE
• REPORT WRITING – it refers to the ability or skill of a police officer to portray a detailed
information about an occurrence in writing as a result of his thorough investigation.

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REPORT
• It is an account or statement describing in detail an event, situation, or the like, usually
as the result of observation, inquiry, etc.
• Account of any occurrence prepared after a thorough investigation.
• It is a story of actions performed by men.
• A chronological, step by step, account entirely or almost entirely a factual account of
the incidents that took place in a given event. Or it is the story of actions that were
actually performed by flesh and blood human beings.

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TWO FORMS OF REPORT
• 1. NARRATIVE – Telling a story that actually occurred
• 2. INFORMATIVE – to give information

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I N T H E CO N T E X T O F O R G A N I Z AT I O N
• REPORT is a permanent record of activities, events or
occurrences used by leaders and managers as basis in making
administrative and operational decisions.

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I N P U B L I C S A F E T Y O R G A N I Z AT I O N S
• REPORT is a written account of an incident and the inquiry or investigation of that
incident which aims
• to inform readers of the facts,
• recommend appropriate practicable measures for decision makers to resolve the
subject of inquiry.

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• REPORT is a crucial document upon which operational activities is anchored. From it:
✓ Fire officers launch information drives on prevention programs
✓ Jail officers’ revisits correction’s policies and security measures
✓ Police officers investigate, arrest lawbreakers, prosecute criminals and huntfugitives

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• IF YOU ARE PUBLIC SAFETY OFFICER, Report
✓ is the proof that you do your job.
✓ You are expected to document clearly, accurately and completely your response to
an incident.
✓ Effective public safety operations should be followed by effective documentation.

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• “Every police action taken must be followed by a
written report.”

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THE PARAGRAPHING PROCESS COULD
B E A P T LY D O N E L I K E T H I S :
• 1. First paragraph reveals what sort of crime is being described;
• 2. The middle paragraphs would be involved in arrivals and departures or the
recounting of the various steps or actions done; and
• 3. The end paragraph concludes the report. This includes the status of the case, the
disposition of the individuals involved (hospitalized? jailed? taken home?) and the
disposition of the evidence obtained. “Who or what” is being sought for can be a basis
for ending.

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QUALITIES OF A GOOD POLICE
REPORT
• A. Accurate. This means that the report is in exact conformity to fact (errorless). A fact is
something that has been objectively verified. You must report the facts correctly and
without error. If it’s a criminal incident report, the elements of the crime are a must for
accuracy. One must restrict his/her report to the facts of the incident as one saw it or as
victims and witnesses reported them. One must accurately report the conditions of the

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• B. Clear. The language and format in one’s report must be simple and direct to the
point. Clear means plain or evident to the mind of the reader. One should use simple
words to the reader will know exactly what he/she needs to know. Avoid use of words
that can have double meanings, slangs, jargon and unnecessary abbreviations.

• C. Complete. A report must answer the Who, What, When, Where, Why and How
questions (5W’s and 1H). It must also contain the elements of the offense. One’s
memory is not sufficient to assure the completeness of reports. Proper note-taking
techniques can assure one to write complete reports.

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• D. Concise. This means that the report says much with a few words as possible.
Conciseness relates to the elimination of unnecessary words and does not mean short.
Writing concise reports includes using active voice, avoiding wordiness, eliminating
unnecessary words, prepositional phrases, and using ordinary and commonly
understood words. Most sentences in police reports consist of 12 to 15 words.

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• E. Factual. A report must be factual. A fact is something that has been objectively
verified and is presented objectively. One must report the facts correctly and without
error. Avoid reporting opinions, inferences (drawing conclusions), suppositions
(assumptions of truth), or hearsay as though they were facts.
• F. Objective. One must remember that there are always two sides to every story and
both sides have the right to be told. The investigation must not be influenced by
emotion, personal prejudice or opinion. Investigators collects and reports the facts in
an objective and professional manner.
• G. Prompt. A report must be completed in a timely manner and submitted at the
soonest possible time. One’s credibility may be open to speculations if this quality of
police report is not followed.

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STEPS IN REPORT WRITING
PROCESS
STEPS IN REPORT WRITING PROCESS Report or Technical Writing is a five-step process.
• It involves:
• a) Interviewing
• b) Note taking
• c) Organizing
• d) Writing the narrative
• e) Proofreading

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A. INTERVIEWING.
• Interview is defined as asking somebody a series of questions to gather information.
This is the firsts step in the process. The investigator’s interview of the victims, witnesses
and suspects is the backbone of the preliminary investigation. Frequently, the first
officer at the scene of the crime has the best opportunity to conduct interviews. If
he/she fails to conduct successful interviews, his/her actions on preliminary
investigation is incomplete

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B . N OT E TA K I N G
• It means brief notation concerning specific events while in one’s mind and used to
prepare a report. An investigator takes notes to assist his/her memory with specific
details, such as names, date of birth, serial numbers, addresses and phone numbers.
Neta and accurate note add to one’s credibility and demonstrate one’s high level of
proficiency and professionalism. Since notes are made of all pertinent information
during an investigation, they would be of great help especially when an investigator is
subpoenaed or summoned to appear in court.

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C. ORGANIZING.
• It means to arrange the components of something in a way that creates a particular
structure. Since during the note taking, all information gathered are fragments, the
investigator must organize the information into logical manner. The sequence of events
must be followed in order to portray the incident clearly.

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D. W R I T I N G N A R R AT I V E .
• The task is not only to express your ideas, but to make an impression upon the mind of
the reader as well. In other words, you must write for the benefit of the reader. Place
yourself in his/her position and try to visualize his/her interest, knowledge of the
subject and dependence upon the report. Writing the narrative should be the easiest
part of report writing. Before you begin writing the narrative, stop and think about what
you have done and what have yet to do.

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E. PROOFREADING.
• Proofreading is the final stage of the editing process, focusing on surface errors such as
misspellings and mistakes in grammar and punctuation. You should proofread only
after you have finished all of your other editing revisions.

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GUIDELINES IN REPORT
WRITING

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A. WORD USAGE
• Police officers from all over the country tend to use similar words and phrases. But you
should always make sure you know the correct definition and spelling of the words you
will use in the reports.
• 1. Slang is usually a nonstandard vocabulary developed by a group of people. You may
be familiar with street sang, criminal slang, and police slang. It is inappropriate to use
slang in your report, unless you are quoting someone’s statements; and

• 2. Jargon is usually the specialized language of a profession. Criminal justice

professionals, just like other professionals, use a great deal of jargons. You should avoid
use of jargon in your reports.

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B. TONE (FIRST PERSON AND
THIRD PERSON)
• You may write your reports in either the first-person or third-person style. Both are
acceptable. First-person writing style is preferred and the most widely used. You should
refer to yourself as an active participant. The alternative to fist person is the Third-
person writing style. You refer yourself as assigned officer, the undersigned or this
officer. Usually, department policy specifies which style you use. Police reports should
be written in an easily understandable style. The Philippine National Police organization
caters to the Third-person writing style.

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C. THE CONTENT OF A POLICE
REPORT (5W’S AND 1H)
The police officer needs not be a literary genius to write a good police report. If the
officer obtains responses for the six interrogatives, i.e., WHO, WHAT, WHERE, WHEN,
WHY and HOW, his report will be complete even though it might not be a literary
masterpiece. The 5Ws and 1 H can be a useful guide to report writers, especially the
beginners. The following is a list of the variations that can be derived from the above.

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REMEMBER!!!
• Generally, the “who”, “when”, and “where” appear at the beginning of the report. The
reader needs to know the persons involved, the date and time the incident happened
and the location at which it took place. “What” happened is usually unfolded
throughout the report. The “how” is closely related to the what. The “why” belongs to
before or after the what, depending on the situation. These six questions cover the
essentials of many typical police report. A police report is written because a crime is
committed, and investigation of it is made. If the writer has failed to ask important
questions during investigation in his/her filed note or tickler, then he/she is in for an
incomplete report, which understandably will be unreliable.

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Presentation Title

PREPARATIONS NEEDED IN REPORT WRITING

• To write a police report, many police writers may be required to first review and
organize their notes. An outline can be drawn quickly from the facts of any case,
particularly, if these follow a chronological sequence. After the outline is identified,
• the police report writers should review it for completeness prior to the actual writing of
the report.
• The outline should answer the 5w and 1h.

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Presentation Title

EFFECTIVE REPORT WRITING

• Effective report writing is more than correct writing. You may use correct spelling,
punctuation, and grammar, and still produce an unsatisfactory piece of police report. To
be effective, police report writing must be interesting. How to write effectivelydeals with
the creative aspect of writing. It provides information on how to use words and organize
your ideas and thoughts so that you can capture the attention of the reader.

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Presentation Title

IMPROVING REPORT WRITING

❑Writing better sentences. • Similarities and Differences
❑Choosing your words • Statistics and Facts
❑Sentence Patterns • Incidents
❑Constructing Better Paragraphs • Coherence
• Unity • Chronological Order
• Adequate Development • Space Order
• Reasons • Other Methods
• Example

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CHAPTER 4

TYPES OF POLICE REPORT

TECHNICAL ENGLISH 1

INFORMAL REPORT

• Usually is a letter or memorandum or any one of many prescribed or used in

day-by- day police operations. It customarily carries three items besides the text
proper; date submitted, subject, and persons or person to whom submitted. It may,
however, contain many items of administrative importance along with the subject matter
of the text. Actually, most police reports may be placed in this category.

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TECHNICAL ENGLISH 1

FORMAL REPORT

Suggests a full-dress treatment, including cover, title page, letter of transmittal,

summary sheet, text, appendixes, and perhaps an index or bibliography.

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Presentation Title

[Link]
content/uploads/2021/05/[Link]

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Presentation Title

NARRATIVE TECHNIQUES OF POLICE REPORT AND

TONE OF POLICE REPORTS
• Among the techniques of composition, narration is effective in writing police reports.
Police reports are most effective when they have an objective tone. The use of “I,” or
“We,” “Me,” or “My,” make writing subjective opinionated. Administrative decisions
cannot effectively be based on subjective opinion

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CHAPTER 6

C AT E G O R I E S O F P O L I C E
REPORTS
TECHNICAL ENGLISH 1

I. OPERATIONAL REPORTS
-

Include those relating to the reporting of police incidents, investigation, arrests,

identification of persons, and a mass of miscellaneous reports necessary to the conduct of
routine police operations

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II. INTERNAL BUSINESS REPORTS

- Relate to the reporting necessary to the management of the agency and include
financial reports, personnel reports, purchase reports, equipment reports, property
maintenance reports and general correspondence

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III. TECHNICAL REPORTS

- Presents data on any specialized subject, but usually relate to completed staff work and
add to the specific knowledge necessary to proper functioning of police management

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IV. SUMMARY REPORTS

Furnish intelligence information necessary to the solution of crime accident and

police administrative problems.

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T Y P E S O F O P E R AT I O N A L
REPORT
Presentation Title

1. SPOT REPORTS
• A spot report is that one than after an important incident takes place in a certain area at
a given time. Verbal or written, it must be done or acted upon within twenty-four- hours.
The idea is to inform an immediate chief, considering the fact that whatever happens in
the area is his command responsibility or those in higher positions must be informed
regarding the details of a particular occurrence.

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TECHNICAL ENGLISH 1

2. SPECIAL REPORTS
Special reports are done either because one feels he has some reporting to do, or a lower
police unit or office is obligated based on the directive or an instruction from the higher
police offices.
Special Reports must have the following paragraphs contents:
a) Problem. What is the report all about? Why it is being written in the first place? The
problem portion is reflected on the
first paragraph and is sometimes continued to the next.
b) Rationale. This refers to the specifications related to the problem. More often than
not, these details are shown in the following paragraphs after the problem is defined.
c) Action.

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TECHNICAL ENGLISH 1

3. INVESTIGATIONS REPORT
This form is similar to the memorandum form except that the text or body should include
the following parts: AUTHORITY, MATTERS INVESTIGATED, FACTS OF THE CASE, DISCUSSION,
CONCLUSIONS, and RECCOMENDATIONS. If a part is not important because it is included in another
part, it MAY be excluded. Parts are capitalized, and followed by a colon. All the paragraphs
composing the text of the report are numbered consecutively in Arabic numerals.

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A. INITIAL
REPORT

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TECHNICAL ENGLISH 1

B. PROGRESS REPORT
A progress report has a follow-up effect. A progress report can simply be an accomplishment
report which may be analytical in nature and maybe comparatively longer. This may be in
memorandum form or in radiographic message form, having these important highlights:

1) why the reports are being made;

2) purpose and the scope of the report; and 3) sources of information.

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TECHNICAL ENGLISH 1

5. BEAT INSPECTION REPORT OR

AFTER-PATROL REPORTS
The beat inspection is one of the most common forms of written communications. It is
submitted daily by the duty beat supervisor.
This differs from after-patrol report in terms of movement. Those on beat inspection
do their routine check on foot; and those on patrol, check their assigned sectors by using patrol
cars.

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TECHNICAL ENGLISH 1

6. SITUATION
REPORTS

The situation report is similar to the patrol

report. Both are submitted every eight hours. However,
while the patrol report is done on a regular basis daily,
the SITREP is done on a need only basis.

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TECHNICAL ENGLISH 1

7. FORMAL REPORT

Essentially, a formal report is a presentation of facts or ideas. All in all, a complete formal
report must consist of the following parts: cover, title page, letter of transmittal, table of contents,
introduction or preface, summary, body of the report, conclusions, recommendations, and
supplemental materials like appendices, etc.6

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 CHAPTER VII

RADIO MESSAGE
AND
ROUTING SLIP
W H AT I S A R A D I O M E S S A G E ?
• A radio message is a discrete means of communication sent by the originator for
consumption by some recipient or group of recipients, and is delivered by the use of
radio communication equipment, via an interactive exchange of conversation, usually
by two or more radio operators, usually the sender and the recipient. An example of a
radio message, is a communication in the form of a spot report sent by the lower police
office to higher police office after an investigation has been conducted and which is
relative to the occurrence of an incident or event that transpired in a given date, time
and place, and with the purpose of informing the latter of the facts and circumstances
about the event or incident.

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ADDRESSEES
PNP Addressees
• The title and location or unit designation of the signing authority shall be indicated as in:
FM: COP CCPS
• ZIP codes or post office numbers, or other coded distributions lists shall not be used because the
originator's address is part of an address.
• Messages to a police addressee shall be addressed in the chief of an installation or head of an
agency. Authorized abbreviations may be used. All messages for personnel serving or on duty
within an agency shall contain internal instructions for delivery purposes.
• The geographical location of an installation or agency shall be included. Messages addressed to an
individual located at business or home address will include the street address, the full name of
the city or town and the abbreviation of the province

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TECHNICAL ENGLISH 1

Purely Civilian Addressees

✓ The originator‟s designation shall consist of the full title of the chief or head in those messages
addressed to another line agency in the government. Abbreviated titles shall not be used; rather
they must be spelled out as in:
From: Chief of Police Cabanatuan City Police Station Cabanatuan City
✓ When message is for another line agency addressee, or is to be delivered by a commercial
carrier, handling instructions must be included in the address portion of the message form.
✓ Namesof cities or municipalities shall be spelled out in full; while the names of provinces may be
abbreviated, i.e., Santa Rosa, N.E.

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TECHNICAL ENGLISH 1

ROUTING SLIP
Routing slips are a way of bringing either matter records or matter documents to the attention of
an individual from whom an action or response is needed.
The routing slip is primarily aimed at transmitting papers from office to office within a police unit
or station, or from branch to branch, within an office. It is never used to forward papers to an
agency outside of the police service It is used to speed up transmittal of correspondence direct to
the action section without a brief, a disposition form, or an endorsement. However, when it is
faster to stamp a comment on a basic communication and this comment is intended to form part
of the record, the routing slip will not be used.

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TECHNICAL ENGLISH 1

GUIDELINES AND PROCEDURES FOR

PREPARING ROUTING SLIPS
1. A routing slip shall be attached to every document which needs to be acted upon.
2. The routing slip shall indicate the following:
✓ control number;
✓ originating office;
✓ document type;
✓ date of document; and
✓ subject matter or particulars.
3. For purposes of tracking, each office/ unit/ service shall have its own document control number.

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TECHNICAL ENGLISH 1

4. Additional information shall indicate the DATE and TIME the document is acted upon; the name
of the processor under the column FROM; the name of the person to whom the document is
referred for further processing under the column TO; and check mark of the action taken from
among those listed in the routing slip.
5. The person to whom the document is released shall fill in the DATE RELEASED and the RECEIVED
BY entries.
6. Routing ships should be numbered in the action requested instead of checking, to distinguish
different actions requested in cases of dual or multiple addressees.

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116
MESSAGE
• A message is any idea expressed in plain language prepared in a form suitable for
transmission by any means of communications. There are three types of messages:
• [Link]. This is a message which has only one addressee.
• [Link]. This is a message which has two or more addressees and is of such nature that the
originator considers that no addressee need be informed of the identity of other
addressees. Each addressee may be either ACTION or INFORMATION. The main advantage
of a book message is the economy in the use of communication facilities, and reduction of
commercial cost due to elimination of unnecessary addressee data.
• [Link]. This is a message which has two or more addressees, and is of such nature that
the originator considers that each addressee must be aware of all the addressees to whom
the message is addressed. A multiple-address message will not be used when a book
message will suffice.

117
O R I G I N ATO R
• The originator of a message is the authority in whose message it is sent, or the police office and/or unit
in whose name a message is sent, or the police office and/or unit under the direct control of the
authority approving a message for transmission. The originator is responsible for the function of the
drafter, and releasing officer. The originator has the following responsibilities:
• [Link] determine if a message is necessary.
• [Link] determine the addressees and the type of [Link] sec.
• [Link] use the message form prescribed by the police organization.
• [Link] draft the text in accordance with the prescribed manner and procedure.
• [Link] determine the precedence.
• [Link] determine the security classification
• . [Link] ensure that the message is signed by the releasing officer.

118
DRAFTER
• A drafter is a person who actually composes a message for release by the originator or
the releasing officer

119
RELEASING OFFICER
• A releasing officer is a person who may authorize the transmission of a message for and
in the name of the originator.

120
 TEXT
• The text is that part of a message which contains the idea that the originator desires to
communicate. It may also contain such internal instructions that are necessary to obtain
special handling.

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CHAPTER 8
P R E PA R AT I O N A N D
SUBMISSION OF
REPORTS
TECHNICAL ENGLISH 1

PREPARATION AND SUBMISSION OF

REPORTS ON SIGNIFICANT INCIDENTS
AND EVENTS
Standard Operating Procedure No. 99-1001, issued by National Headquarters, Philippine
National Police, dated October 4, 1999, prescribes standardized procedures in the proper
preparation and submission of significant incident reports through the fastest means of
transmission. It details ways of expediting the preparation of such reports to make it more
convenient to manage the organization‟s daily operations

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DEFINITION OF TERMS

[Link] Report. A brief dispatch giving preliminary information on an incident or event and
informing a higher office or another unit of the occurrence of a significant incident within the AOR
of the reporting unit, or rendered by a unit that has no jurisdiction over the incident but was the
first one who came to know of the incident.

2. National Headquarters, Philippine National Intermediate Office. Other than the Police (NHQ,
PNP), it may either be a national, regional, provincial, or city/ municipal level office/ unit that has
lower units over which exercises administrative and operational supervision. National
Headquarters, Philippine National Police (NHQ, PNP), it may either be a national, regional,
provincial, or city/ municipal level office/ unit that has lower units over which exercises
administrative and operational supervision.

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TECHNICAL ENGLISH 1

CONCEPT OF IMPLEMENTATION
1. In preparing narrative reports, all units and offices shall comply with certain criteria in writing
and filing significant incident reports to a higher police office. include charity, accuracy, brevity,
specificity, timeliness, These completeness, security, and impartiality.
2. Flash report shall be used for purposes of informing a higher office about the occurrence of a
significant incident. The flash report is not necessarily a written narrative. However, within three
hours from the time of rendering such information, the narrative report shall be submitted.
3. Whether flash report or written report on significant events, lower units that have the facilities
shall furnish the report (by fax) directly to Central Operations Center, Directorate for Operations
(COC, DO). It shall be sent simultaneously with the report to the next higher office of the reporting
unit.

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TECHNICAL ENGLISH 1

4. For significant incidents that need to be reported to higher officers ASAP, the used of authorized
narrative reporting formats is prescribed. Except for flash reports where radio messages may be useful,
radiographic formats should not be used in writing narrative reports on significant events.
5. Just as the National Headquarters, Philippine National Police (NHQ, PNP), through the Central
Operations Center, Directorate for Operations (COC, DO) shall monitor all significant incidents.
Intermediate police offices shall likewise periodically and religiously monitor significant incidents within
their areas of responsibility. Other sources of information on significant incidents, particularly the media,
shall also be constantly monitored.
When significant incidents have been monitored by Central Operations Center, [Link] for
Operations (COC, DO) other supervising units shall solicit the appropriate report of the incident from
lower unit, if the latter fails to submit the report within the time required.

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TECHNICAL ENGLISH 1

INCIDENTS CONSIDERED SIGNIFICANT

Directorate for Operations (DO) Memorandum dated January 19, 1996, which was approved by The
Chief Directorial Staff (TCDS) on January 24, 1996, shall serve as a basis for determining and
classifying incidents whether these are significant of not. The following are considered significant
events or incidents:

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TECHNICAL ENGLISH 1

Incidents involving prominent personalities, such as:

National and local government officials, including barangay officials;
Foreign nationals, i.e., diplomats, ambassadors, consuls, attaches, tourists, and balikbayans;
Religious leaders, i.e., priests, imams or pastors; and,
Other personalities whose involvement in incidents may result in controversies or publicity

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TECHNICAL ENGLISH 1

Incidents involving national security, such as;

Attacks on towns, barangays or other populated areas;
Attacks or raids on military or police installations;
syndicates or organized crime group;
Terrorist incidents, such as hijackings, hostage-takings, and other crisis management
situations;
Bombings or explosions; and 8
Mass actions.

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TECHNICAL ENGLISH 1

Jailbreaks, escape of prisoners or detainees, or prison riots.

Heinous crimes involving prominent people, the arrest or neutralization of wanted
personalities, the rescue of kidnapping or abduction victims, or the recovery of sizable
amounts of contraband materials.
Robberies and holdups perpetrated by syndicated crime groups.
Election-related violations.
Disasters and calamities and relief and rescue operations.
Surrender of government enemies, notorious or wanted individuals, or recovery of sizable
numbers of lose firearms.
Land, water or air mishaps.

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TECHNICAL ENGLISH 1

CRITERIA FOR GOOD INCIDENT

REPORTS
1. Any of the following report formats may be used in writing and submitting the incident reports,
i.e., memorandum report and semiblock letter report.
2. These formats are merely guiding, and are not necessarily the only ones to use. Modifications
are encouraged for purposes of attaining the criteria of a good police report.
3. In preparing narrative reports for significant incidents, all police units and offices shall comply
with the following criteria for writing and filing reports to higher headquarters or offices, clarity,
accuracy, brevity, specificity, timeliness, completeness, security, and impartiality.
4. As much as possible, the chief of office shall sign the incident reports. The use of substitute
signatories is discouraged

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TECHNICAL ENGLISH 1

FORMATS FOR FLASH REPORTS

1. The report formats for specific significant incidents shall be used in transmitting information to
higher offices and the national headquarters.
2. The formats are merely guiding in preparing flash reports. Any of the basic formats may be used
in reporting incidents. These may be modified to suit the peculiarity of a significant incident to be
reported, provided that the essential elements of information are supplied in using these modified
formats.
3. In preparing the flash report, all available data on the significant incident should be included in
the format. Entries may either be typed or handwritten in capital letters to ensure readability.

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4. In preparing flash report, completeness may initially be waived. It is enough that the “who,” the
“what,” the “when,” and the “where” data is indicated. The “how” and the “why” of the incident may be
provided in the subsequent reports. However, if all the information is available, it must be included in
the flash report.
5. The type of the significant event, the cite number of the report, the source of information, and the
time the information was received by the reporting unit must be clearly indicated.
6. The flash report must be signed by the action PNCO and a responsible supervisor. It must be sent to
the next higher office through the faster means of communication. In instances where a fax machine is
not available, it may be dictated through radio or telephone. The receiving unit fills in the appropriate
entries on a similar format. The names of the action PNCO and the one who authorizes the dispatch of
the report shall be indicated in the reports.

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CHAPTER 7

MEMORANDUM AND ENDORSEMENT LETTER

TECHNICAL ENGLISH 1

MEMORANDUM

It is a note, a reminder, or a statement that one wishes to remember or preserve for future
use. It evolved from a Latin term memorandus which means to be remembered or memorare
to remind. Its various tense forms may be done by shortening memorandum to memo so that
conjugation can be done like memoing, memos and memoed. Memorandum is definitely
singular while its plural form may be memoranda or memorandums.

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TECHNICAL ENGLISH 1

1. MEMORANDUM FOR is used by a subordinate official in communicating to a superior on matters

which are recommendatory/advisory or informative in nature, briefings, or reports. The tone of the
memorandum from a subordinate office must be [Link] of equal positions shall use
MEMORANDUM FOR in inter-office communications but the tone may be personal.
2. MEMORANDUM TO is used by a superior or higher office/position to a
subordinate office/position. This is used to issue administrative instructions to a subordinate that
requires compliance by or information of the majority or all of the subordinate offices or personnel
in the same office/unit. It may also be of limited application such as those directed to, or requiring
performance or action by an individual or group within a particular directorate, command, service,
office, station , or unit. The tone of memorandum is impersonal.

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TECHNICAL ENGLISH 1

GUIDELINES: MEMORANDUM
LETTER DIRECTIVE NO. 95 -09-26 DHRDD,PNP - NHQ
DATED OCTOBER 27,1995,

• memorandum shall be used between offices within the PNP, BJMP, and BFP only.
• Letters shall be used for communications intended for offices outside the PNP, BJMP, and BFP.

• Memorandums shall be numbered consecutively by calendar years. The first two digits shall
represent the last two digits of the calendar years when the issuance was prepared, and the
number after the hyphen shall represent the serial number of the specific issuance.

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TECHNICAL ENGLISH 1

POSITION AND PLACEMENT

• The memorandum is typed on legal or custom-sized bond paper

• three copies are prepared

• The heading including the addressee appears on the upper third of the sheet, so that the paper is
folded, the address can be seen through the envelope windows

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TECHNICAL ENGLISH 1

1. Recommendation Memorandums
KINDS OF MEMORANDUMS
How to think critically as you formulate, evaluate, and refine your conclusions and
recommendations:
o Conclusions should be logically derived from accurate interpretations. Recommendations
should propose an appropriate response to the problem or question.
o Express your conclusions and recommendations with assurance and authority. Be direct
and assertive. Let the reader know where you stand.
o If your analysis yields nothing definite, do not force a simplistic conclusion on your
material. Instead, explain your position. Remember, a wrong recommendation is far worse
than no recommendation at all.

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TECHNICAL ENGLISH 1

2. Justification Memorandums
As the name implies, it justifies the writer’s position on some issue. It is a unique class
of recommendation memo. They are often initiated by the writer rather than requested by the
readers. Justification reports therefore typically begin rather than end with the request or
recommendation. Such memo answer the key questions for readers: Why should we?

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TECHNICAL ENGLISH 1

3. Progress report
It serves as a paper trail on a project.

• Summarize achievements to date

• Describes work remaining, with timetable
• Describes the problems encountered

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TECHNICAL ENGLISH 1

4. Survey Report
It examines the conditions that affect an organization.
5. Memorandum to Inform -
6. Memorandum to Answer a Question
7. Memorandum to Record a Significant Event
8. Memorandum Serving as a Decision Paper

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TECHNICAL ENGLISH 1

I. Heading. All the materials above the first line of the body comprise the heading. These
P A R T Sorigin,
areoffice O Faddress,
M Efile M reference,
ORAN D U Minitials, date, subject, channels
identifying
through which the letter will pass, and addressee to whom the letter is being written.

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TECHNICAL ENGLISH 1

PA RT S O F T H E
HEADING
a) Letter head

b) File Reference. It is called the office

symbol. A file reference is placed on the
first margin, usually two spaces below the
letter head. It varies according to the
individual item of correspondence. Each
part of the reference is also used as
identifying information on the second and
subsequent pages. Example: CCPS-IN

c) Identifying Initials. Some offices place

the surname or the initials of the originator
and typist of the letter.

Example: MLVFRJR/ogs/600-3752

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Presentation Title

c). Identifying Initials. Some offices place the

surname or the initials of the originator and
typist of the letter.

Example: MLVFRJR/ogs/600-3752

d) Addressee. The addressee preceded by

“MEMORANDUM FOR” or “MEMORANDUM
TO” is written in block style, with open
punctuation, and is normally placed before
the file reference.

Example: MEMORANDUM FOR: Provincial

Director, NEPPO Example: MEMORANDUM
FOR: SP04 Juan Santos Crus 031740 PN

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Presentation Title

e) In Turn Addressee. When letters are routed

to several addressees, the entire address of
each office is placed on a single line as much as
possible. Example: MEMORANDUM TO: Chief,
PPHRDB/PIIB/POPB/PCRB/PFLB Example:
MEMORANDUM TO: Provincial Directors,
BPPO/NEPPO

f) Attention Line. For faster routing,

correspondence maybe addressed to the
individual or the head of a subdivision or by the
use of an office symbol. The name is used only
when there is a special reason for calling the
attention of the individual known to handle the
type of correspondence concerned, and when
it is known that he will be at the address.

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TECHNICAL ENGLISH 1

i. Addressed to the attention of an individual.

MEMORANDUM TO: Chief of Police, SRPS
(Attn: SP04 Juan S. Cruz PNP)

ii. Addressed to the attention of the head of office.

MEMORANDUM TO: Chief of Police, SRPS
(Attn: Chief, Opns & Plans Sec)

iii. Addressed to the attention of the head of a unit or command by the use of an office symbol.
MEMORANDUM TO: Chief of Police, SPRPS
(Attn: OPS)

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Presentation Title

g) Sender or Originator. The sender or

originator preceded by the word “FROM” is
written in block style, with open punctuation,
and normally placed below the addressee.
Example: FROM: Chief of Police, SRPS

h) Subject. The subject line should contain no

more than 10 words. It starts two spaces below
the sender and two spaces to the right of the
colon. Example: SUBJECT: SPECIAL REPORT
RE HOMICIDE WITH RAPE TRANSPIRED AT
BRGY RIZAL THIS CITY

i) Date. The date is placed below the subject.

Example: DATE: June 1, 2020

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TECHNICAL ENGLISH 1

I I . B O D Y .

-The body of the letter is the message itself. It is the substance of the typed letter as
distinguished from the beginning and ending.

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TECHNICAL ENGLISH 1

III. COMPLIMENTARY ENDING.

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 copies being furnished.
1. Authority Line
If signing for a chief or head of office and addressed to members under him.
BY AUTHORITY OF POLICE SUPERINTENDENT GUIBONG:

EFRENILO FAJARDO RESTUA

Police Inspector Deputy Chief of Police

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TECHNICAL ENGLISH 1

If not addressed to a member under him.

FOR THE CHIEF OF POLICE:

EFRENILO FAJARDO RESTUA

Police Inspector Deputy Chief of Police

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TECHNICAL ENGLISH 1

2. Signature

3. Enclosures are supplementary documents which are sent with the communication to
provide additional information.
Example: Enclosures: - Crime Scene Sketch - Pictures of Crime Scene

4. Copy Furnished Other Offices

Example: Copy Furnished: RD, PROs D, NSUs

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TECHNICAL ENGLISH 1

GUIDELINES IN MEMORANDUM
FORMATTING
1) Subject Line. Announce the memo’s purpose of contents, to orient readers to the subject
and help them assess its importance. An explicit title also makes filing by subject easier.
2) Introductory Paragraph. Unless you have reason for being indirect, state your main point
immediately.
3) Topic headings. Headings help you organize and they help readers locate information quickly.
4) Body. Interpret findings and draws conclusions, make general recommendations, expand on
each recommendation, and discuss benefits of following the recommendations

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5) Signature Block. The signature appears above the printed name at the signature block below,
not after the line or sender line above. A signature authenticates, corroborates, confirms,
attests or certifies the correctness, truthfulness or veracity of the content of the instrument by
which the signature is affixed. A signature likewise carries responsibility or accountability over
the statement or information indicated before it.

6) Paragraph Spacing. Indent the first line of paragraphs. Single space within paragraphs and
double space between them.

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7) Second Page Headings. When the memo exceeds one page, begin the second and
subsequent pages with recipient‟s name, date, and page number.

Example:
Sgt. Co, June12, 2007, page 2.

Place this information three lines from the page top and begin your text three lines below.

8) Copy Notation. When sending copies to people not listed on the “To” line, include a copy
notation two spaces below th

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TECHNICAL ENGLISH 1

RECORDS OF INTERMEDIATE
RECIPIENT
All intermediate recipients of a communication should make a record of such communication
only when an office of record is inaccessible and when the retention of a brief current record of
the communication is necessary. Such record shall show only the minimum requisites
information. Except in unusual circumstances, no copy of the letter itself will be made.
Notation for record purposes of secret materials should be such that the content of the letter is
safeguarded.

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TECHNICAL ENGLISH 1

ASSEMBLING
SPECIAL HANDLING
1. Outgoing letters are relevant papers should be arranged from top to bottom and fastened
with paper clips, as follows:
o Outgoing letter on top.
o Copy of outgoing letter, if any.
o Enclosures and copies, in numerical sequence.
2. The file copy and relevant papers should be arranged from top to bottom as follows:
a. File copy of outgoing letter on top. If consisting of more than one-page, last page on top.
b. Correspondence, or synopsis to which reply has been, made, if any.
c. Copies of enclosures, if any, in numerical sequence.

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TECHNICAL ENGLISH 1

ENDORSEMENT LETTER

An endorsement letter is a reply or a forwarding statement usually added to a letter; An

endorsement is meant to furnish information, comment, or recommendation

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C H A LPETT TEE R
RS 8
AND
CORRESPONDENCE
TECHNICAL ENGLISH 1

FO
1.
RMAL AND INFORMAL LETTER
The formal letter is written for business or professional purposes with a specific objective
in mind. It uses simple language, which can be easy to read and interpret.

2. Informal letters are written to friends and relative for personal communication and use a
casual or an emotional tone.

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TECHNICAL ENGLISH 1

FORMAL LETTERS

A formal letter is any letter written in the professional language, with a prescribed format for a
formal purpose, i.e. it can be a recommendation letter, enquiry letter, complaint letter, cover
letter and so on.

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It should be in specified format.

It should avoid the use of unnecessary words.
It should be straight to the point.
It should be relevant and objective.
It should be complex and thorough.
It should be polite, even if it is a complaint letter.
It should be free from any mistakes, i.e. grammatical or spelling.
There are three types of formal letters, i.e. business letters, letters for outlining civic
problems and job applications.

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INFORMAL LETTERS
An informal letter is a letter written to someone; we know fairly well. The letter can be used for
some reasons like conveying message, news, giving advice, congratulate recipient, request
information, asking questions, etc.

It is a personal letter, written to whom you are familiar with, like friends, siblings, parents or
any other closed one. There is no specific format prescribed for writing this letter.

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FORMAL LETTER FORMAT

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1. BLOCK FORMAT

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2. MODIFIED BLOCK
FORMAT

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3. SEMI BLOCK FORMAT

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CHAPC
TE R 9
IVILIAN LETTER
TECHNICAL ENGLISH 1

A civilian letter, unlike the radiographic message, memorandum,and endorsement has a

different form, because it is concerned with symmetry or a well-balanced appearance. Also, a
civilian letter uses adifferent phraseology while its paragraphs are not numbered, unless when
tabulating

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PARTS OF ACIVILIAN LETTER

1. Heading -A type or a printed letterhead may be used. It includes the writer’s
office and office address. Abbreviations shall not be made for the city,
municipality and province

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2. File Reference- The use of identifying file reference is optional on the

instructions issued by the chief or head of office. If ever used, it is placed
at the left margin two spaces below the letterhead, and in line with, and
below, the current date.

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3. Dateline

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4. Inside Address -The addressee’s name should be written fully. It should

always be preceded by a courtesy title, except in cases of M.D., Ph.D.,
and a few others

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5. Attention Line - To speed up handling of the letter, the attention line is

used when the letter is addressed to a company or to a particular department
of a company or to an individual aside from the addressee.

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6. Salutation - The salutation greets the reader and the greeting may be
formal or informal, cordial or personal.

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7. Subject Line - The subject line is the gist of the message. It helps a
very busy person find out in a split second what the letter is all about.

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8. Body -The body is the message itself. In it, one of the problems that
may confront a correspondent is paragraphing. This, however, does not pertain
to the appearance of the message; but rather, to its contents. A correspondent
gets focused on how to end and how to begin another paragraph.

9. Complimentary Clause- A complimentary clause is usually followed by a

comma, and comes immediately after the last line of the message. The first
word starts with a capital letter.

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10. Company Signature - In civilian letter, a company signature may be shown

immediately above the writer’s signature, based on the theory that the
company, not the writer, is the legal entity. In other words, the company
assumes a greater responsibility than the individual; otherwise, the company
signature is omitted, especially if including it is not a standard policy of
the firm.

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11. Reference Initials - Initials of the writer and his typist or secretary
appear at the left of the stationary, about two spaces below the writer’s
identification. These initials are aligned with the left margin of the letter.

12. Enclosure Notation- This notation refers to anything sent with the basic
communication.

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13. Postscript (P.S.) - If a writer has forgotten something in the message, he adds
a P.S. it is intended to attract attention. The postscript may be flushed
with the letter margins or may be intended fives spaces from both margins.

14. Copy Furnished- When one or two copies are furnished, a carbon copy (cc)
notation is indicated on the original and all copies of the letter.

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QUALIFICATION SUMMARY
The qualification summary, sometimes called a resume‟, a personal record, or even a data
sheet, states in brief the qualifications of the applicant. This usually contains the position
applied for, experience, educational attainment and references. These four items when
systematically arranged shouldattract the reader‟s attention.

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1.G E N On E R A 8.5
standard L byR11-inch
U L stationary,
E S Othe NdateS isPusually
A Ctyped
I NonGline 15 with the inside
address typed five lines below.
2. One blank line is left before the salutation, each paragraph, the complimentary close, the
company signature,if used.
3. If an attention line or a subject line is included, oneblank line precedes and follows these
parts.
4. The writer‟s identification should be preceded by at least three blank lines to allow room
for the signature.
5. At least one blank line usually separates the
writer‟s identification from the reference initials.
6. Generally, no blank line separates the reference initials from enclosure and carbon
notations.
7. A postscript, if used is preceded by one blank line.
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GEN
1.
ERAL RULES ON MARGINAL SPACES
The left margin of a letter should be straight whether it is penwritten or typewritten.

2. Because it is impossible to achieve a straight line for the right margin, the writer must
exercise care and good judgment in driving words at the ends of the lines to prevent the page
from having a ragged appearance.
3. When the letter is very short, the margin should increase, and the letter placed far
enough from the top of the pageto allow it to occupy the middle of the page.
4. For an average-length letter, from 100-150 words, it may be written on a page when
double-spacing is used and the marginal stops are set so as to make the lines fifty spaces in
length.

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5. In a 200-300-word or more letter, the same length line maybe used, but single-spaced.
Double- spacing between paragraphs should be used if the desire is to accommodate the
whole message on one page.
6. If a message cannot be accommodated on one page, a second page may be used,
having the same side margins as the first page.
7. In a continuation page, the top margin should be one inch, the first line to be typed on
line 7, and approximately the same length, if not more at the bottom margin.

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CONTINUATION PAGE
A very modern treatment of a continuation page notation in civilian letters is best illustrated in
“English for Business.” This book shows the addressee’s name, with initiated first name, (but
definitely not the surname), page number, and date, that appear on the first page – all types
toward the top margin. These items may be typed vertically or horizontally. Just like
memorandums, civilian letters use plain stationery, not printed letterhead for the second and
succeeding pages. They also follow the same rules regarding division of paragraphs.

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FOLDING CORRESPONDENCE
• For an 8.5 by 11-inch stationery to be folded in a short envelope, here are some
accepted procedures:
• 1. Place the sheet flat on the desk, with its face up and itsbottom toward the writer.
• 2. Fold the bottom toward top, bringing the lower edge to within onehalf inch of
the top.
• 3. Fold the bottom right to left a little more than one-thirdof the within of the sheet.
• 4. Finally, fold the remaining from left to right

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ARRANGEMENT AND STYLE

• The study committee on police correspondence and issuance, under the Directorate
for Plans and Programs, National headquarters, Philippine National Police, has chosen
the Blocked Letter and Semi Blocked Letter styles. These two styles are very similar in
appearance, except in the paragraphing portion. Typist use the blocked letter if the text
is composed of more than nine lines, and the semi- blocked letter, if less than nine
lines.

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THE ENVELOPE
• 1. The mailing address is begun half way down and half way across.
• 2. Two-line addresses must be avoided by typing the province and ZIP code number, if
any, on a separate line from the city or municipality, or a street from a municipality or city.
•
• 3. A three-line addresses is double-spaced; if more than three lines, single- spaced.
• 4. The attention line is type on the lower left corner of the enveloped.
• 5. A special mailing service, i.e., “Airmail,” “Special Delivery,” etc. is indicated below the
stamp.
• 6. A return address is typed on the upper left corner, not on the back of the envelope, if
there is no printed return address.

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CHAPTER 11
POLICE BLOTTER
Presentation Title

FORM AND SIZE

• The police blotter shall be a record book bound with hard cover and shall be 12 inches
by 16 inches in size. The front cover of the blotter shall contain the name or designation
of the police force and particular police district or station, together with the designation
of the specific police unit or substation, the volume or book number, the series number
and the period covered.

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CONTENTS OF ENTRY
• The entry in the police blotter should answer the
following:

• 4. Where
• 1. Who

• 5. When
• 2. What

• 6. How
• 3. Why

• 7. Disposition of the case

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THE FOLLOWING SHALL BE ENTERED

I N T H E P O L I C E B L• O
6. T Vehicular
T E R and:other types of accidents which
require police action;
• 1. Violations of laws and ordinances reported and
recorded:
• 7. All personal injuries, bodies found, and suicides;
• 2. All calls in which ¢ any member of the PNP is
dispatched. or takes official action; ~
• 8. Damage to property;

• 3. All fire alarms, reports and information received

by the stations; • 9. All cases in which a police member i is involved;

• 4. Movements of prisoners with corresponding • 10. All arrests and returns made:
notations _on the authority for such movements;
• 5. Cases of missing and found persons, animals and
. Property;

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MAINTENANCE OF POLICE
BLOTTER
• Police Blotter Each PNP operating unit shall maintain an official police blotter where all
types of operational and undercover dispatches shall be recorded containing the five
“Ws” (who, what, where, when and why) and one “H” (how) of an information. A Police
blotter is a logbook thatcontains the daily registry of all crime incident reports, official
summaries of arrest, and other signifi cant events reported in a police station.

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• Blotter Procedure Before entry into the blotter book, the Duty Officer (DO) should first
evaluate if the report is a crime incident, arrest or event/activity, which is for records
purposes only. If the report is a crime incident, the DO shall first accomplish the
Incident Record Form (IRF) from which the entry in the blotter book and IRS shall be
extracted. All other reports shall be recorded directly to the blotter book. (PNP SOP No.
2012-001 “Incident Recording System”

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CRIME INCIDENT REPORTING

SYSTEM (CIRS)
• Each PNP operating unit shall also maintain and utilize the PNP Crime Incident
Reporting System (CIRS), an electronic reporting system that facilitates crime
documentation, modernizes data storage and provides quick and reliable transmission
of crime information from lower units and NOSUs of the PNP to the National
Headquarters at Camp Crame, Quezon City.

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S U P P LY A C C O U N TA B I L I T Y
• 1. GHQ, PNP shall supply police blotters to each PNP command and unit who shall
reflect the same on their property books as accountable items.

• 2. The PNP Unit Commander shall be responsible for the proper maintenance, use,
safekeeping and accounting of police blotters.

• 3. Pending procurement and issuance of police blotters by GHQ, PNP, police forces
shall continue to use the present blotter, provided, the forms and rules shall be
followed.

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PROCEDURES FOR MAKING

ENTRIES
[Link] entries in the police blotter shall be handwritten in a clear, concise and simple manner
but must answer as far as practicable, the 5Ws and 1H. Clarity should not be sacrificed for
brevity.

[Link] facts, not opinions, are entered in the blotter.

[Link] erasures shall be made on the entries. Corrections. are made by drawing a horizontal line
over such words or phrases and the actual entry initialed by the police officer _ making the
correction. .

4.A ball pen or pen with blue, black or blue-black ink is _ used for making the entries. |

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• [Link] in the blotter or any attempt to suppress any information is punishable criminally and
administratively.

• [Link] entries must be legibly written in longhand and Consecutively numbered.

• [Link] page of the blotter shall be consecutively or‟ Chronologically filled in. No line or space shall be left
blank „tween any two entries.

• [Link] development of a case to be reflected in the blotter Should be a new entry at the time and day it was
reported. A reference to the previous entry number of the case, however, should be made. 9. During every
shift, the Duty Sergeant, under the supervision of the Duty Officer or Complaint Desk Officer, shall make the
actual entries on the blotter and at the end of their tour of duty, both the Duty Sergeant and Duty Complaint
Desk Officer shall sign the blotter.

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CHAPTER 12
BEST PRACTICES FOR EMAIL/SMS
ETIQUETTE
Presentation Title

WHY IS EMAIL ETIQUETTE

I M P O R TA N T ?
• The way you communicate reflects the type of employee you are, including your work
ethic and attention to detail. Companies may benefit from implementing best practices
for email etiquette for the following reasons:
• • Professionalism: Using proper email etiquette conveys a professional image of
your employees and overall organization.
• • Efficiency: Emails that adhere to etiquette are direct and concise, and they convey
their message quickly.15

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EMAIL ETIQUETTE GUIDELINES FOR

THE WORKPLACE

• 1. Use standard formatting

• Standard fonts, such as Times New Roman or Arial, as well as standard colors and sizes
are appropriate for business emails. If you use bold or italics, never use them on more
than one word or a string of words in a single email.

• 2. Include a clear subject line

• Title your email in a way that the recipient immediately knows what the message is
about. For example, if you‟re emailing to follow up on a presentation, you might write,
“Quick question about your presentation.”

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• 3. Email from a professional email address

• Use your company email address if possible. However, if you are self-employed or using a personal
email address for work-related correspondence, make sure that your email address doesn‟t contain any
words that would be considered unprofessional. If so, then consider setting up a work-only email
address.

• 4. Use professional greetings

• Choose a salutation that is appropriate for the relationship you have with the recipient. If you are
sending an email to a coworker, a casual greeting such as “Hello” may be appropriate. If you‟re
contacting someone for the first time or if they are a professional acquaintance, use a more formal
greeting like “Dear Sarah Atkins.” It‟s recommended to use the person‟s name exactly as it‟s shown in
their email signature line. In other words, don‟t assume that Jennifer goes by Jen unless you‟ve seen
them sign their emails that way.

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• 5. Use an introduction
• Depending on who you are emailing, it‟s best to introduce yourself by your first and last name, as well as the
company you are representing, in the first few lines. This is especially important when emailing new contacts,
clients, potential customers or employers. Let them know how you received their contact information.

• Example: “My name is Jessica Franklin and I‟m with White Label Agency. Mark Gregston gave me your name
and suggested I reach out to you regarding your amazing printing services.”

• 6. Be cautious with “Reply All”

• The benefit of using “Reply all” is that you can respond to everyone at once to let them know an issue has
been addressed. However, when in doubt, use “Reply” to avoid inundating a list of people with unnecessary
emails.

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• 7. Avoid using all caps

• Use sentence case as you would for any formal communication, and avoid using all caps as it can read like you‟re screaming
your intentions.

• Example: “Anne, it was great seeing you at the meeting. I look forward to connecting again soon.”

• 8. Double-check attachments
• If you can copy and paste information into an email rather than attaching a document, do that. If not, let the recipient know in
the body of your email that you have attached a document. It‟s also good etiquette to compress the documents or attach
them in a zip file so it takes up less space in their inbox. In addition, you may want to consider uploading documents to a
shared location and giving the recipient a link to access them.

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• 9. Proofread
• Proper spelling and grammar are important when sending business correspondence so
always proofread your work before you hit send. Likewise, double-check the spelling of
the recipient‟s name and email address. Sometimes autocorrect will alter names.

• 10. Don’t use emojis

• Unless the recipient has used emojis when communicating with you in the past, resist
the temptation to use them yourself. They can come across as unprofessional in certain
company cultures.

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• 11. Reply within 24 hours

• When someone emails you, replying within 24 hours, is common courtesy. If you have unintentionally passed this timeframe, express
your apologies and politely
•
• explain the delay.

• 12. Keep your tone professional

• Think carefully about your word choices in an email and how your intention may be interpreted. Use positive words, such as
“opportunities” and “challenges” instead of “obstacles” and “limitations.” Avoid negativity, sarcasm and adjectives that can cause you to
sound overly emotional. Be careful when using humor too, as it can be misinterpreted.

• 13. Perfect your email signature

• Less is generally more where email signatures are concerned. Your signature should typically include only your name, job title,
company website and a phone number where you can be reached.16

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