PCG

CORRESPONDENCE
 PHILIPPINE COAST GUARD
Scope of Presentation
i. Forms of Correspondence
ii. Command Line
iii. Usage of ‘’BY DIRECTION’’
iv. Usage of ‘’BY’’
v. Letters
vi. Disposition Form (DF)
vii. Memorandum
viii. Personnel Action Form (PAF)
ix. Message Form (Radio Message)

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Correspondence - Defined
 Communications by means of exchanged written
messages such as letters or e-mails

 Written messages especially letters

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FORMS OF CORRESPONDENCE:

a. All correspondence within the units of the

PCG and to foreign maritime safety and
Coast Guard agencies will be prepared in
accepted and prescribed Coast Guard
formats.
b. All correspondence addressed to civilian
entities including the office of the secretary
of transportation and communication will be
prepared in civilian form.

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FORMS OF CORRESPONDENCE:

c. Correspondence addressed to military

entities will be prepared in military form.

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COMMAND LINE

 Counterpart for the complimentary clause used in

civilian practice.

 Emphasized the concept of command which

delegates authority.

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 GENERAL RULES GOVERNING THE

USE OF COMMAND LINE.

a. SIGNATURE OF INDIVIDUAL – When

an officer signs for himself, no
command line is used.

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 GENERAL RULES GOVERNING THE

USE OF COMMAND LINE

b. PHRASE – When a letter carried such

a statement as ‘the chief of staff
directs’ the command or authority line
is omitted because it would be
duplication.

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 GENERAL RULES GOVERNING THE

USED OF COMMAND LINE

c. SIGNATURE OF ANOTHER – When

an officer signs for someone else, the
command or authority line varies to the
nature of the letter and the rank of the
commander.

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 GENERAL RULES GOVERNING THE

USED OF COMMAND LINE

d. STAFF OFFICER – A staff officer may sign

under the command line ‘by order of _______ ’
or ‘by command of _______ only when
authorized by his command and when the letter
is addressed to an individual or headquarters
under the command of the commander.

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 GENERAL RULES GOVERNING THE

USED OF COMMAND LINE

e. PLACEMENT – The command or

authority line, if used, begins on the second
line below the last paragraph, directly under
the first letter of the first word of the
preceding major letters of the commander.

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USE OF COMMAND/AUTHORITY LINE

 FOR A GENERAL OFFICER WHO HAS A COMMAND
FUNCTION (i.e THE AUTHORITY TO COMMAND TROOPS):
ADDRESSED TO A MEMBER OF HIS COMMAND:
BY COMMAND OF ___________ :

NOT ADDRESSED TO A MEMBER OF HIS COMMAND:

FOR THE __________________ :

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 FOR AN OFFICER BELOW THE

GRADE OF COMMODORE:

IF ADDRESSED TO A MEMBER OF HIS OMMAND:

BY ORDER OF ___________ :

IF NOT ADDRESSED TO A MEMBER OF HIS

COMMAND:

FOR THE COMMANDING OFFICER:

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USAGE OF BY DIRECTION:

 Additional to the command or authority line.

 Usage is in line with premise that staff

officers have no command functions and are
therefore not authorize to give orders to men
other than those directly under them.

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USAGE OF BY DIRECTION

 Is restricted within the Coast Guard or

military organization.

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CASES OF USAGE

a. CASE 1 - Authority of the Coast Guard

Adjutant

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USAGE OF BY DIRECTION
CASE 1 EXAMPLE:
FROM: CPCG
TO: ALL CG MAJOR/SPECIAL INIT COMMANDERS
SUBJ: USAGE OF BY DIRECTION

THE COAST GUARD ADJUTANT IN THE

PERFORMANCE OF HIS STAFF FUNCTION AT HPCG HAS THE FULL
AUTHORITY TO USE THE PHRASE ‘BY DIRECTION’ WHEN ISSUING
MEMORANDA, NAVAL LETTERS, ENDORSEMENT DAILY BULLETIN
AND COURIER FORM RADIO MESSAGE ADDRESSED TO UNITS OF
THE PHILIPPINE NAVY.

RA FLORES
BY DIRECTION
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USAGE OF BY DIRECTION

b. CASE 2 – A publication issued by a unit

commander to addressed subordinate units
within his command.

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USAGE OF BY DIRECTION

CASE 2 EXAMPLE :
FROM: CCGETC
TO: ALL CGETC UNITS
SUBJ: USAGE OF BY DIRECTION

BY DIRECTION HAS BEEN USED SINCE THIS

PUBLICATION IS ADDRESSED ONLY TO UNITS WITHIN
CGETC AND NOT AFFECTING THOSE OUTSIDE OF THIS
COMMAND.

SE PATRIMONIO
BY DIRECTION

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USAGE OF BY DIRECTION

c. CASE 3 – When a unit within the command

has been designated or authorized by the
unit commander to posses administrative
powers over the personnel within the
command.

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USAGE OF BY DIRECTION

CASE 3 EXAMPLE :

FROM: CO, HSG

TO: ALL CONCERNED

SUBJ: USAGE OF BY DIRECTION

THIS PUBLICATION IS ADDRESSED ONLY TO

PERSONNEL ASSIGNED WITH CGSC, CGETC AND MTG.

PP CALDERON
BY DIRECTION

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USAGE OF BY DIRECTION

d. CASE 4 – When a publication is addressed

by a unit co or a chief of office within the
confines of his unit/office and does not affect
the function or personnel of other units
outside of his command.

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USAGE OF BY DIRECTION

CASE 4 EXAMPLE :

FROM: CO, CGS TAGBILARAN

TO: ALL CONCERNED

SUBJ: USAGE OF BY DIRECTION

THE USE OF BY DIRECTION WILL CONTAIN POLICIES,

REGULATIONS, CORRESPONDENCE AND OTHER
IMPLEMENTING DIRECTIVES AFFECTING
PERSONAL/ADMINISTRATION BUT NOT THOSE UNITS OUTSIDE OF
THIS ORGANIZATION.

RC RENALES
BY DIRECTION

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USAGE OF BY DIRECTION

NOTE: BY DIRECTION SHALL BE USED ONLY ON THE

FOLLOWING DOCUMENTS AND
CORRESPONDENCE CIRCULATING WITHIN THE
PCG:

1) COAST GUARD LETTERS

2) COAST GUARD ENDORSEMENT
3) MEMORANDA
4) DAILY BULLETIN
5) COURIER FORM, RADIO MESSAGE

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USAGE OF BY DIRECTION

 For other documents and/or correspondence

addressed to units or offices outside of the Philippine
Coast Guard, it shall at all times contain the appropriate
command or authority line duly signed by the
administrative office (when given the authority) or
Adjutant.

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USAGE OF ‘BY’

 The use of ‘By’ is restricted in nature and should

not be over used.

 The use of ‘By’ is restricted in nature and

should not be over used.

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USAGE OF ‘BY’

 Only the officers duly authorized to sign-for in behalf

in the absence or/in lieu of the signatory person or
commander shall indicate the word ‘by’ then sign the
document or communication.

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USAGE OF ‘BY’
EXAMPLE
FROM: CO, CGCS
TO: SUPPLY OFFICER

SUBJ: USE OF BY

IN THIS CASE, IF THE ADMINISTRATION OFFICER OR SUPPLY OFFICER, NSS

HAS BEEN AUTHORIZED BY THE COMMANDING OFFICER, NSS TO SIGN THIS
DOCUMENT IN HIS BEHALF/ABSENCE, HE SHALL INDICATE THE WORD ‘BY’ AND AFFIX
HIS SIGNATURE ABOVE HIS NAME.

RAMON C RENALES
CDR PCG

BY:

DEMETRIO C CALDERON
LT PCG
Administrative Officer

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LETTERS:

 Coast Guard/ Naval Letter

 Military Letter

 Civilian Letter

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LETTERS:

Coast Guard/ Naval Letter

 Used by all units within the PCG, PN, and to

foreign Naval establishments as a formal
means of communication.
 Prepared in a semi-block style without
indention.
 Three elements: Heading; Body; and Closing

Format

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LETTERS:

Military Letter

 Used for communication within different

branches of the military.
 Communications by major branches of the
AFP to general headquarters.
 Three elements: Heading; Body; and Closing

Format

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LETTERS:

Civilian Letter

 Used by CG units for correspondence to person,

other governmental agencies, and SOTC.
 Shall be used to agencies that have not adopted
the naval correspondence.
 Follows same general style as civilian business
letter using salutation and complementary clause.
 Use of military or Coast Guard phraseology should
be avoided.

Format
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DISPOSITION FORM:

Employed as informal correspondence by:

 Staff sections of a headquarters

 Staff section of a headquarters with corresponding
staff sections of subordinate units, only when:
a. Gathering data for studies and reports
b. Exercising staff supervision such as: interpreting
plans and policies; furnishing assistance in
implementing command directives; or supervising
the execution of command directives.

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DISPOSITION FORM:

Used for the following purposes:

1. To give instructions
2. To transmit orders, policy, advise or information
3. To request action, instructions, policy, opinion,
etc
4. To trace action or check or follow-up
implementation of order
5. To record comments, coordination, and
recommendations
Format

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MEMORANDA:

 Prescribed publication pertaining to matters that are

directive, advisory or informative in nature.

 May either be temporary or permanent in duration.

 Used in lieu of bulletin and circulars.

 Effective for a maximum period of 2 years and 1 year

minimum.

 Mainly for internal use aboard staffs and operational

commands but can occasssionally be used externally
between commands.

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MEMORANDA:

Types and format

 PCG standard format

 Informal memorandum

 DOTC format

 Memo for the SOTC

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PERSONNEL ACTION FORM (PAF):

Definition and Purpose

 Used to request, recommend, direct, or report

any personnel for which no other sandard form is
required.
 May be used between sections of a headquarters
as well as between all parts of a command
through regular correspondence channel.

Format

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STAFF RADIO MESSAGE:

 Outgoing Message

 Courier Dispatch
Used to facilitate transmission of
information/directives to unnits whose location are
not distant from originator and to expedite
dissemination of message which requires immediate
action.

 Facsimile Message

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STAFF RADIO MESSAGE:

Security Classification:
The degree of security afforded.

 Classified
• Top Secret
• Secret
• Confidential
• Restricted

 Unclassified

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STAFF RADIO MESSAGE:

Precedence

The relative order in which the message should

be handled with respect to time. It indicates:

 The originator – the required speed of delivery to

the addressee.
 The Communications personnel – the relative
order of handling or delivery.
 The addressee – the relative order in which he
should take action on the message.

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STAFF RADIO MESSAGE:

Precedence Classification

1. Flash (Z) – reserved for initial enemy contact

reports or special emergency operational combat
traffic. This traffic must be short reports for
special emergency situation of vital importance.
2. Emergency (Y) – reserved for amplifying reports
of initial enemy contact or for message required
in current im[lementation of tactical ations, and in
situations which gravely affect the national
security or concerning distress which demands
immediate delivery to the addressee.
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STAFF RADIO MESSAGE:

Precedence Classification

3. Operational Immediate (O) – reserved for

important tactical messages pertaining to the
operations in progress or for important
administrative messages having an immediate
bearing on tactical operations and when
necessary, these messages concern the
immediate of ships, aircraft, or ground forces.

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STAFF RADIO MESSAGE:

Precedence Classification

4. Priority (P) – reserved for important messages

which must have precedence over routine traffic.
This is the highest administrative precedence in
nature.

5. Routine (R) – to be employed for all types of

messages which justify transmission by rapid
means but which will admit delay necessary for
transmission of message of higher precedence.

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STAFF RADIO MESSAGE:

Formats:

 Outgoing message

 Courier Dispatch

 Facsimile Message

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 PHILIPPINE COAST GUARD

OTHER REFERENCES:

Formats:

 Radio Messages Format

 Radio Message Format

 Correspondence Manual

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ANY QUESTIONS??

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 Letter of
Instruction
(LOI)
 Definition
• The prescribed publication to documents prescribing
guidance for operation involving large command and
control thereof over a long period of time
• May be distributed to other interested commands for
information
• Generally follow the paragraphing for an operation
order, omitting those paragraphs not used, and using
broad rather than specific terms.
 Purpose and Use
• To convey general policy-guidance in the execution of
an operational nature which may not be suited for
promulgation by formal Oplan or Opord.
• Normally,
– it states the concept, mission, comand relationships, and area
of operations
– Gives special instructions such as communication
requirements; assigns forces; sets forth planning
responsibilities; and specific reports which are required.
 Form
• Situation
• Mission
• Execution
– Concept of Operation
– Tasks
– Staff Support and Supervision
– Coordinating Instructions
• Administration and Logistics
• Command and Signal
• Annexes
• Distibution
• Authenticated
 Form
• Situation

information of the general over-all situation

essential for subordinates to understand the current
situation.

• Mission

A clear-concise statement of the task which is to

be accomplished and the purpose.
 Form
• Execution

a. Concept of Operation
General plan for operation which includes
objectives and/or phasing.

b. Tasks
1.
 PHILIPPINE COAST GUARD

ANY QUESTIONS??

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Implementation
Plan
(IMPLAN)
 Form
• Situation
• Mission
• Execution
– Concept of Operation
– Tasks
– Staff Support and Supervision
– Coordinating Instructions
• Administration and Logistics
• Command and Signal
• Annexes
• Distibution
• Authenticated