MODULE 1

INTRODUCTION TO TECHNICAL WRITING

INTENDED LEARNING OUTCOMES:

At the end of this unit, learners are expected to:

1. discuss the significance of technical writing;

2. identify the basic principles of good technical writing;
3. describe the qualities of a good technical report;
4. identify the characteristics of a good technical communicator; and
5. explain the concepts of technical communication and technical
documentation.

The Significance of Technical Writing

Technical writing is a skill that must be acquired not only by every criminology
student, but also by those who are already practicing their profession in the criminal
justice system. Every practitioner, either in different law enforcement agencies, or
learners in the academe are confronted with a variety of writing activities. Specifically,
law enforcers are required to write beat patrol reports, fill up routing slips, write specific
accident reports, compose blotter entries, and submit various kinds of police reports.
Likewise those in the academe are also expected to hand in researches, proposals,
feasibility studies, technical reports and many other classroom written reports.

With all these writing demands, the need for developing writing skills is highly
expected. The more that a person is inclined to learn and develop his writing skill, the
higher is the positive result of a good technical output.

Definition of Technical Writing

Technical writing according to Vicente, et.al., (19970 is also termed as report

writing, which is the giving of an account or description of an aspect of a particular art,
science, trade, or profession learned by experience, study, observation, or investigation.
Basing from this definition, technical writing could also be specifically related in the field
of criminology as the said field involves writing of police reports and other technical
output, which are results of careful investigation. As stated further by Vicente, et.al.,
(1997) technical writing is a process that involves three elements, namely: the subject
matter, the study of the investigation, and the organization and presentation of the
information gathered. In the same manner, these three elements could be best
exemplified when an investigator writes an investigation report, he then makes a careful
investigation, and studies through observation, analysis, experimentation, and
instrumentation/ These are done in order to support and present factual information
regarding assigned cases. The investigator them moves into organizing and presenting
all the gathered facts in adherence to the standards required in the uniform reporting of
the police system.

Furthermore, Alcantara and Espina (2003) defined technical writing as a

communication in any field where the primary aim of which is to convey a particular
piece of information, for a particular purpose, to a particular group or group of readers.

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Therefore, the technical writer is expected to be objective, clear and accurate, concise
and unemotional in the representation of facts.

Basic Principles of Good Technical Writing

Good technical writing is not an instant process, it does not happen overnight,
because it requires effort and training on the part of the writer in order to produce a
good output. This is the main reason why Mills and Walter (19880 pointed out
important principles to be considered in technical writing. These principles are
enumerated as follows:

1. The writer of a report must have a specific reader or group of readers in

mind.
2. He must decide what the specific purpose of his report is and make sure that
every part of his report contributes to that purpose.
3. He must use specific, single, concrete word and familiar language that will
not be misinterpreted.
4. He must make his report very presentable in format. The layout must
conform with the standard forms of writing.

The Two Important Factors of Technical Writing

Writing is a form of communication, it becomes more effective if the technical

writer must consider two important factors – the purpose and the subject matter.

Subject matter - refers to the objective information that the writer wants to
convey; whereas, purpose refers to the goals that the writer wants to achieve for
himself and his readers after presenting his written output.

Qualities of a Good Technical Report

Not only does a technical writer is required to have good writing skills, but also
his technical reports must have good qualities that are appropriate and relevant.
Brevity, clarity, completeness, and accuracy are the essential qualities in order to
achieve this. These said qualities are discussed below:

1. Brevity – this is the quality of writing which is characterized by the

shortness or briefness of the writing material; this is achieved through
presentation of ideas in a short but complete manner. Not all readers have
the luxury of time to read and reread of a particular text. Therefore,
materials that are briefly and completely written may help readers save time.

2. Clarity - this is the condition of writing where ideas are simplified by

making it easier for readers to understand. This is achieved by providing
further examples, illustrations or diagrams in order to clarify the text. A
conscientious writer considers not all readers are well-versed with specific
technologies, therefore it is his responsibility to convey his ideas as clearly as
possible.

3. Completeness – this is the quality of writing where the ideas in the

paragraph are entirely and absolutely free from inconsistencies and errors in

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 any form. A good writer is aware that one of his objectives is to present
information that is entirely complete.
4. Accuracy – this refers to the exactness and correctness of writing, as this is
a result from precision, conformity to grammar, and adherence to writing
standards. There are writers who know how to present their ideas, but they
are inaccurate in presenting facts. An effective writer is someone who is not
only good at presenting his ideas but also accurate in conveying all the
complete facts. A well-written report is a product of an accurate writer.

The Technical Communication

For communication to be effective, it requires quality content, language and

format. The most important aspect of communication is to disseminate information, and
this is where the written or the oral form of communication comes in. Technical
communication is the process of conveying technical information through writing,
speech, and other medium to an intended audience. Specifically, in law enforcement
and its related agencies, law enforcers communicate with each other using coded
messages, they communicate in jargons that they can decipher. In addition, they write
and submit report using technical terms that are understood within the realm of a
specific field of specialization. The main fun specification of technical communication is
to convey specific messages to specific readers.

The Technical Communicator

A technical communicator is a person whose job involves technical

communication. Technical communicators are those who design reading materials, edit
proposals, write manuals, create web pages, write lab reports, write newsletters, and
submit various kinds of professional documents. In addition, they are responsible for
writing texts that are accurate, readable, acceptable, and helpful to its intended
audience. Every profession has its own kind of specialized reports like Beat Patrol
Reports, Traffic Accident Reports, Blotter Entries, Investigative Reports, and many other
forms of reports that the organization requires.

Characteristics of a Good Technical Communicator

A good technical communicator is a person who has developed his good writing
skills, has mastered all the conventions of the written language, and has good
characteristics:

1. Knows his audience well-

A technical writer who knows his/her audience well, and is in the position to
suggest and implement solutions to problems that nobody else identifies.

2. Serves as a “go-between”-
Whenever one group of people has specialized knowledge that other groups
does not share, the technical writer bridges the gap.

3. A generator of truth-
A technical writer chooses what will be written, with the full knowledge that
later readers will depend on the accuracy of what has been written.

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 4. A good teacher-
He excels at explaining difficult concepts for readers who will have no time
to read twice.

5. Has an excellent eye for details-

He knows punctuations, syntax, and style and can explain the rules
governing them.

6. Knows how to coordinate-

Though he works on his own much of the time, he also knows how to
coordinate with the collaborative work of graphic artists, programmers,
printers, and various subject matter experts.

7. Has enough expertise-

He is an expert in understanding the audience’s background and needs.

8. Knows how to gather information-

He has a nose of information from existing documents and from subject
matter experts.

9. He is respected and credible-

He is a person with credibility, and he is also a valuable and reliable
source of information.

10. Has a strong language skill-

He understands the highly evolved conventions of modern technical
communication.

Technical Documentation

Technical communicators often work hand in hand to create written products or

deliverables. These deliverables are technical documents that contain technical
information. Examples of these are police reports, police correspondence and issuances,
legal documents, corporate disclaimers, policies and procedures, business proposals,
and procedure manuals. A technical documentation is useful if the readers can
understand and act on them without having to decode wordy and ambiguous words.
Technical documentation services comprise of all activities, means, and system that
provide information to its specialized fields.

Exercise 1. Write T if the statement is true, F if it is false in the blank before

each number.

______1. Technical writing is a skill that must be acquired by any practitioner in

a particular field.
______2. When the writing demand is less, there is a need for the technical
writer to develop more skills in writing.
______3. The more that a person is interested to develop his writing skills, there
is a higher possibility of a good technical output.
______4. The word “technical” comes from the Latin word “techne” that means
expertise.

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 ______5. Technical writing is a form of technical skill which is used in a
particular field of specialization.
______6. Technical writing is a communication in any field where the primary
aim of which is to convey a particular piece of information for a
particular purpose to a particular group or readers.
______7. Technical writing should be objective, clear and accurate, concise and
unemotional in its representation of facts.
______8. A technical writer must have a specific purpose and reader before he
writes a report.
______9. A technical writer is exempted in following the conventions and
standards of good technical writing.
______10. Writing is also another form of communication, and there are
instances that it becomes ineffective because the writer is able to
communicate well.
______11. Purpose refers to the objective information that the writer wants to
convey.
______12. Subject matter refers to the goals that the writer wants to achieve in
presenting his written outputs.
______13. A good technical report must have good qualities so that the
expected output will be appropriate and relevant.
______14. Clarity is the quality of writing which is characterized by the
shortness or briefness of the writing material.
______15. Brevity is the condition of writing where the writer simplifies ideas by
making it easier for the readers to understand the text.
______16. Accuracy is the quality of writing where the ideas in the paragraph
are entirely and absolutely free from inconsistencies and errors in
any form.
______17. Completeness is the exactness and correctness of writing, as this is
the result from precision, conformity to grammar, and adherence to
writing standards.
______18. The most important aspect of communication is to disseminate
information.
______19. Technical communication is the process of conveying technical
information through writing, speech, and medium to an intended
audience.
______20. A technical communicator is a person whose job involves technical
communication.

Exercise 2. Explain in your own words each of the ten characteristics of a

good technical communicator

A technical communicator:

1. Knows his/her audience well-

_________________________________________________________________
_________________________________________________________________
2. Serves as a “go between”-
_________________________________________________________________
_________________________________________________________________
3. A generator of truth-
_________________________________________________________________
_________________________________________________________________

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 4. A good teacher-
_________________________________________________________________
_________________________________________________________________
5. Has an excellent eye for details-
_________________________________________________________________
_________________________________________________________________
6. Knows how to coordinate-
_________________________________________________________________
_________________________________________________________________
7. Has enough expertise-
_________________________________________________________________
_________________________________________________________________
8. Knows how to gather information-
_________________________________________________________________
_________________________________________________________________
9. He/She is respected and credible-
_________________________________________________________________
_________________________________________________________________
10. Has a strong language skill-
_________________________________________________________________
_________________________________________________________________

TASK 1. Discuss the following terms in your own words. Write your answer in
the space provided.

a. Technical Writing

_________________________________________________________________
_________________________________________________________________

b. Purpose

_________________________________________________________________
_________________________________________________________________

c. Subject Matter

_________________________________________________________________
_________________________________________________________________

d. Compare and contrast the two terms: Technical Communication and

Technical Documentation.

Technical Communication Technical Documentation

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TASK 2: Look for a sample/photocopy of any manual, policies, disclaimers,
and procedures, reports, proposals related to criminology, then,
discuss in a short paragraph why this material is classified as a
technical document.

_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________

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_______________________________________________________________________
_______________________________________________________________________

MODULE 2

BASIC GRAMMAR REVIEW

INTENDED LEARNING OUTCOMES:

At the end of module 2, learners are expected to:

1. review the basic elements of grammar;

2. identify the eight parts of speech;
3. identify sentences according to its structure and form;
4. discuss the paragraphs and its parts, and
5. internalize agreement and grammar rules.

Basic Elements of Grammar

The words in the English language can be designated to one of the eight
categories, known as the Parts of Speech. The meaning and the way the words are
used in the sentence determine what part of speech it is. These parts of speech are
considered as one of the basic elements of grammar. Each of the part functions in
accordance with the standard rules of grammar.

A. Nouns and Pronouns

Nouns are the labels or names given to people, places, and things about which
human beings communicate. Pronouns on the other hand, are word used in
replacement of nouns.

Nouns – the largest of the parts of speech categories constitute nouns. Stated below
shows the kinds of nouns with its corresponding description and examples.

Abstract Nouns. Name something that is non-physical that one cannot readily
perceive through any of the five senses.

Examples: nationalism, terrorism, delinquency, morality, love, credibility

A policeman’s credibility and morality is in question if he is involved in illegal

activities.

Concrete Nouns. Name something that one can physically use.

Examples: criminal, police satation jail, courtroom, patrol car, gun, dead body

The gun used by the criminal is in the police station.

Compound Nouns. Composed of two or more words acting as a single unit.

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 Examples: fingerprint, shot gun, police officer in-charge, Director General
The Director General ordered the police officer in-charge of the case to submit a
written report about the incident.

Common Nouns. Any of the class of people, places, or things.

Examples: victim, cop, explosives, station, district, evidence

The victims of the explosion were assisted by the cop.

Proper Nouns. Name a specific person, place or thing.

Examples: Crmgst. Paulino Pioquinto, College of Criminology, Philippine

National Police, Lapu-Lapu City, Police Station

Cmgst. Paulino Pioquinto is the Chairperson of UCLM College of Criminology.

Collective Nouns. Name a group of people or things, its meaning may be either
singular or plural depending on how it is used in the sentence.

Examples: council, delegation, jury, team, committee, troop, entourage

The biggest delegation of police officers came from Cebu City.

Exercise 3. Read the paragraph, underline 20 nouns and identify what type of
noun is your chosen word, write your answer on top of the
underlined word.

Court Rests Hearing on Ex-PBA Import

By Jeannette I. Andrade
Philippines Daily Inquirer
3:07 am Wednesday, April 24th, 2013

The Quezon City Metropolitan Trial Court deferred on Tuesday the schedule arraignment of
American basketball player Jamelle Cornley, who is charge with thrashing a hotel and hitting a
policeman last month.
Branch 31 Judge Maria Gilda Pangilinan briefly spoke to announce to litigants that all hearings
for the day, including that of Cornley, had to be reset.
The deferment of all hearings, Pangilinan explained, was to pave the way for the encoding of all
cases for the electronic court system that the supreme Court is Planning to launch at the
Quezon City Hall of Justice by next month. Quezon city was chosen by the high Court as the
pilot area for the program.
When Cornley’s case for direct assault and alarm and scandal was called, neither the cager nor
the complainant PO2 Anselmo Lazatin was present.
The court scheduled the next hearing on May 21 where, apart from the arraignment, Pangilinan
is expected to resolve a request by defense lawyer Lino Dumas that his client be allowed to
undergo preliminary investigation.

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 Source:http://newsinfo.inquirer.net/396367/court-resets-hearing-on-ex-pba-import#ixzz2RQajnN2Y
Pronouns
Pronouns are words that help writers avoid awkward repetition of nouns. They
are used in replacement of nouns.

Examples:

*Mar is taking up BS Criminology at University of Cebu; he will graduate next

year.
*The crime scene was secured. The police officer cordoned it.

Antecedents

Antecedents are nouns or words that take the place of nouns for which pronoun
stands. The italicized word in the examples below is the antecedent of the underlined
pronoun.

Examples:
*Before their release, the victims paid a ransom.
*While writing his notes, the police officer noticed errors in it.

The chart below shows the different kinds of pronouns with its corresponding
description and example.

Kinds of Pronoun Description Examples

Personal Are used to refer to particular people, First Person: I, me, mine, us, our,
Pronouns places, and things; specifically refer to ours
the person speaking, the person spoken Second Person: you, your, yours
to, or the places or thing spoken about Third Person: he, she, it, him, her,
his, hers, its, they, them, theirs

Reflexive and Both have the same form and end in -

Intensive self or -selves, they are formed from Myself-ourselves, yourself-yourselves,
Pronouns personal pronouns himself, herself, itself, themselves

Demonstrative These are used to point out nouns

Pronouns This, that, these, those

Relative Pronouns Used to begin a subordinate clause and

relate it to another idea in the sentence That, which, who, whom, whose

Interrogative These are used to begin a direct or

Pronoun indirect question What, which, who, whom, whose

Indefinite Are used to refer to persons, places, or

Pronouns things often without specifying which Anybody, everyone, nothing, all,
ones each, nobody, someone, everybody

Exercise 4. A. Fill in the blanks with the appropriate, base your answer from
the words inside the parenthesis. Number 1 is done as an
example.

1. He___ is writing a technical report. (William)

2. _____ is blue. (the stolen car)

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 3. _____ are in the safe. (the Counterfeit bills)
4. _____ is running. (the snatcher)
5. _____ are examining the crime scene. (SOCO Team)
6. _____ are in the crime laboratory. (the evidences)
7. _____ is driving patrol car. (SPO2 Rey Melicor)
8. _____ is assignment in Cebu City Police Office (PO4 Canete)
9. _____ is a police office. (Chadd)
10. Have _____ got s gun? (Raymond)

B. Underline the appropriate pronouns inside the parenthesis to

complete each statement below.

1. The team leader gives (them, me, you) their specific assignment.
2. I am handing the report to (my, her, him) superior today.
3. The patrolling officers are riding on (her, his, their).
4. My father is filing a complaint against (him, they, their)
5. I don’t know the exact location where (them, he, it) plants the
explosives.
6. (She, he, it) is going to give her testimony in court today.
7. He fired at (them, their, theirs) helpless neighbors.
8. Can you tell (them, their, theirs) the way to the police station, please?
9. The brand new patrol cars are for (our, them, it) police station.
10. Can you help my mother and (me, us, ours) in convincing the witness to
testify?

B. Verbs

Verbs are words or group of words that express time while showing an action, a
condition, or the fact that something exists. Every complete sentence contains at least
one verb.
The examples below show the different kinds of verb with is corresponding
description.

Action Verbs- Make up the majority of the English verbs; they expressed either
physical or mental action- that is what something does, did, or will do.

 The suspect attempted to jump over the fence.

 The police officer blows his whistle incessantly.

Linking Verbs – These verbs serve a more passive function, because it just simply
express a condition showing that something exist.

 John Raymond is an outstanding law enforce.

 They are both senior officer of the Philippine National Police.

Be Verbs - These are the most common linking verbs; when be verbs acts as liking
verbs act as liking verbs, they express the condition of the subject, and sometimes
they merely express existence usually by working with other words to show where
the subject is located.

 The suspects are inside the interrogation room.

 The suspect will be subject to lie polygraph test.

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 Examples: am, are, is, was, were, will be, was being, have being, have been, had
been, and has been

Transitive Verbs- These verbs direct actions toward someone or something that is
named in the same sentence; the word toward which transitive verb directs its action
is called the object of the verb.

 He filed an affidavit of complaint.

 The medical examiner made an autopsy report of the victims.

Intransitive Verbs- these verbs do not direct action towards someone or something
that is named in the sentence; and they never have objects.

 The drug pusher escaped.

 She works for the drug syndicates.

Exercise 5. A. Underline the verb in each sentence below.

1. The officers are marching

2. Chadd is a handsome and snappy police officer.
3. She hangs herself in the ceiling.
4. The hired killer wore a black mask.
5. The officers are investigating the involvement of the suspect’s girlfriend.
6. When will the court open the case again?
7. The C-130 crashed on the ragged terrains of the forest.
8. There are many good police officers in our country.
9. You need you to take English 6B for your general requirements for Bachelor of
Science on Criminology.
10. Say NO to drugs!

B. Underlines the verb in the sentence and tell whether it is transitive or

intransitive. Write the abbreviation TV (Transitive Verb) or IV
(Intransitive Verb) above the underlined answer.

1. The patrol officer was here last week.

2. They watched CSI: Miami on television last night.
3. Dave and JR studied at the Philippines Military Academy.
4. The door of the prison cell was ajar when the warden checked.
5. The police officer delivered the subpoena.
6. Several fingerprints are found from the crime scene.
7. He wore false teeth and a wig to conceal his identity.
8. The con artist smiled sarcastically.
9. He pleaded for the man to stop stabbing.

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 10. The highway patrol officer is keenly monitoring the traffic.
C. Adjectives and Adverbs

Adjectives and adverbs are considered as “sentence builders” because they

fortify sentences by expanding ideas, modify nouns, pronouns, verbs, adjectives and
other adverbs. They are also termed as “structures of modifications.”

Adjectives

Adjective are words that qualify the meaning of a noun or pronoun by giving
description about its appearance, location, and other characteristics. It can answer four
questions about a noun, as exemplified below:

What kind? A white patrol car (what kind of car?)

Which one? The first witness (which witness?)
How many? Two .45 caliber pistols (how many pistols)
How much? P100,000.00 ransom (how much ransom was paid?

An adjective that modifies a pronoun usually follows it, or sometimes may

precede the pronoun. Consider the examples below:

 They are hopeful about the positive result of the case. (after the pronoun)
 Hopeful about the positive result of the case. They started to celebrate. (before
the pronoun)
 His brutal killing was a sad reminder for everyone. (after the pronoun)
 The brutal killing of his brother was a sad reminder for him. (before the
pronoun)

Exercise 6. Follow the instruction is each statement.

1. Name three adjectives that describe a serial killer.

______________________________________________________________
2. Name three adjectives that describe a criminology student?
______________________________________________________________
3. Name three adjectives that describe a juvenile delinquent.
______________________________________________________________
4. Name three adjectives that describe your criminology course.
______________________________________________________________
5. Name three adjectives that describe a law enforcer.
______________________________________________________________
6. Name three adjectives that describe a typical police station.
______________________________________________________________
7. Name three adjectives that describe a criminology book.
______________________________________________________________
8. Name three adjectives that describe a criminology subject.
______________________________________________________________
9. Name three adjectives that describe the Philippine National Police.
______________________________________________________________

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 10. Name three adjectives that describe you school.
______________________________________________________________

Adverbs

Adverbs are also modifiers, as they describe words and make them more specific
in a sentence. When an adverb modifies a verb, it can answer any of the following
questions:
Where? The SOCO Team secured the crime scene behind the
building.
When? The Victim was found dead at around 2:00 o’clock
yesterday.
In what manner? The judge officially dismissed the session.
To what extent? The conclusion of the investigators are extremely important.
Normally, adverbs modifying adjectives and adverbs will immediately precede
the word they modify.

Examples:
 The investigator’s analysis of the crime was quite logical.
 He performed very competently in his station.

Exercise 7. Fill in the blank with the appropriate adverb, base your answer
from the word inside the parenthesis.

1. He reads the report ____________. (quick)

2. The rape victim is a ____________ girl. (pretty)
3. The shoot-out was ____________ bloody. (terrible)
4. Mar is a ____________ policeman. (good)
5. You can ____________ fire this gun. (easy)
6. We have a ____________ entrapment operation today. (horrible)
7. She performs the paraffin test _____________ (good)
8. He is a ______________ investigator. (careful)
9. He investigates the case _____________. N(careful)
10. The victim screams ______________. (loud)

C. Preposition, Conjunctions, and Interjections

Prepositions

Preposition are part of speech that express the relationship between words and
phrases of the sentence. These relationships are as follows:
Accompaniment: The suspect was with his friend when he was arrested.
Appeal: You need to confess with all honesty.
Cause: He was given a citation for violating traffic rules.
Condition: The corpse was in a state of decomposition.
Degree: He won the case by the unanimous decision of the jury.
Destination: They went up to the attic to investigate.
Direction: The fire truck headed towards the burning building.
Instrument: She killed the girl with a .45 caliber pistol.

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 Manner: The perimeter of the crime scene was secure by the
police.
Place: The drug laboratory was found in Mandaue City.
Purpose: The Criminology Students are working for a projects.
Source: We have reliable field operative from the PDEA.
Time: The first batch of police interns were deployed at Colon St.
early this morning.

Below are examples of common prepositions:

Above before down into our

across
Behind during nearby under after
below
For off through ahead of beneath from
Onto until beyond inside within out

Exercise 8. Write the appropriate preposition in each blank below.

1. The was arrested __________ 2005.

2. The prosecutors are waiting ___________ the courtroom.
3. Don’t forget to bring some fingerprint sample __________ you.
4. I haven’t read a good investigation report __________ ages.
5. You can look for his picture ___________ the Rogue’s Gallery.
6. He is allergic __________ amphetamines.
7. I’m looking ___________ the key witnesses of the crime.
8. The detective book review was written __________ him.
9. He likes to investigate crimes that happened ___________ slum areas.
10. The traffic policeman chased the robbers ____________ the streets.

Conjunctions

Conjunction are words used to join or connect other words in a sentence. Below
are the descriptions and examples of the three kinds of conjunctions. There are three
kinds of conjunctions, namely: Coordinating, Subordinating, and Correlative. They
perform different functions in the sentence. Refer to the discussion of each kind below.

Coordinating Conjunction – used to connect similar parts speech or group of

words.
Example: (and, but, for, nor, or, so, yet)
The police caught the drug pusher and the drug user.
They could not reach a verdict yet, for the evidences are still insufficient.
There are already evidences but the suspect is still at large.

Correlative Conjunction – used to join elements of equal grammatical weight in

sentences; they always works in pairs.

Example: both…and, either… or neither… nor, not only… but also, whether… or
Both the mother and the child are under the custody of DSWD.
Either the Deputy Director or the Chief Superintendent will join the convention in Manila.
Not only the primary suspect but also the accomplice was convicted.

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Subordinating Conjunction- use to join two complete ideas by making one of the
ideas subordinates to or dependent upon the other.

Example: (after, because, provided, unless, although, before, since, until, as, even,
that, while, as if, lest, whenever, if, as soon as, in order that)
The Miranda Doctrine was read to him read to him before his arrest.
The juvenile delinquent is serving his sentence while under the custody of DSWD.
He could get out of prison unless a bail could be posted.

Exercise 9. A. Fill in the blank the appropriate conjunction; choose your

answer from the five choices below each statement:

1. I like detective ___ action movies.

a. and b. since c. but d. for e. or

2. ____ it trains on the day of the arraignment, I will not be able to drive.
a. and b. where c. either d. if e. how

3. I like both CSI ___ Criminal minds TV series.

a. also b. but c. and d. if e. until

4. The crime story is available in the local book store ____ not online.
a. But b. and c. though d. or e. nor

5. Neither my client ____ his father will be able to attend the hearing on Monday.
a. Or b. but not c. and d. nor e. but not

6. The investigator didn’t know whether her computer would be fixed ____ if she
would have to write her report manually.
a. But b. and c. nor d. or e. either

7. The responding policeman was late ____ his patrol car broke down on the
neurological examination.
a. If b. because c. while d. although e. where

B. Write the correct conjunction in the blank.

1. I need to work hard ________ I can pass the NAPOLCOM exam.
2. He was the best qualified applicant, ___________ he didn’t pass the
neurological examination.
3. When you come back from your seminar, __________ we’ll meet to discuss the
problem.
4. They said that the manhunt was bloody, ___________ I watched the video.
5. He was fatally wounded, ____________ I think he will not live longer
6. I don’t know ___________ I can buy the criminalistics book.
7. She went to the crime scene ____________ couldn’t find any evidence that will
link the suspect to the crime.
8. The children like the cops in their city ___________ they are nice, helpful, and
friendly.
9. He was angry with her, ___________ he stabbed her repeatedly.
10. Keep quiet ___________ go out.

16
Interjections

Interjection are words that have no grammatical connection to other words in a

sentence; they are just statements that express feelings or emotions.

ah dear hey ouch well

aha goodness hurray psst whew
alas gracious oh tsk wow
gee good oh my yuck hello
yippee gosh really great huh
Examples:

1. Whew! That was a nerve-cracking confession.

2. Alas! The serial killer was caught.
3. Hurray, we won the case!
4. Wow! that was great news.
5. Hey! The man snatched my bag.
6. Really? That sounds great!
7. Huh! you really mean it?
8. Ouch! that really hurts!
9. Hello! We’re here!
10. Gee! didn’t see you coming.

Exercise 10. Select the appropriate interjection from the choices, write the
word in the blank.

1. “____! You’re hurting me.” (expressing pain)

a. Ah
b. Oh
c. Ouch
d. Hmmm
e. Well

2. “Oh____! Does it brother you?” (expressing pain)

a. Alas
b. Er
c. Dear
d. Eh
e. Hmmm

3. “______that seems yummy.” (expressing pleasure)

a. Ah
b. Er
c. Hmmm
d. Hey
e. O

4. “____he’s going to be executed!” (expressing grief or pity)

a. Oh

17
 b. Er
c. Hay
d. Alas
e. Ah

5. “_____me! That’s amazing!” (expressing surprise)

a. Woop
b. Na-a
c. Ouch
d. Hey
e. Dear

6. “it’s a gruesome killing.” “_____?” “I said it’s a gruesome killing “(asking for
repetition)
A. Yow
B. Oh
C. Eh
D. Yeah
E. Hmmm

7. “are these dollar bills _______counterfeit or genuine?. “(expressing hesitation)

a. Hmmm
b. Er
c. Yow
d. Yhup
e. Hey

8. “_____officer, how’s the investigation today?” (expressing greeting)

a. Hullo
b. Yeah
c. Yow
d. Er
e. Ah

9. “_____! What a splendid suggestion!” (expression surprising, joy etc

a. Hey
b. Lo
c. Yow
d. Hi
e. Er

10. “____ please say you’ll testify!” (expressing pleading)

a. Le
b. B.
c. Ah
d. Eh
e. Oh

TASK 2. You will be provided with a copy of the exercises found in the book
of Maria Cristina B. Nano; Technical Report Writing1, pages 17-19,
20-23, 25-30.

18
Sentence Structures

Four Kinds of Sentence according to Structure

There are four kinds of sentence according to structure. These are: simple
sentence, compound sentence, complex sentence, compound-complex sentence.

A. Simple Sentence

A group of word that can stand alone and gives a complete thought. It has
two basic parts: the subject and the predicate. The subject tells who or what is
being spoken of, the predicate tells something about the subject. A simple
sentence has one subject and one predicate.

Examples:
 The lawyer is attending a hearing.
 The serial killer lurks in the shadows.

B. Compound Sentence

This is consist of two or more independent clauses or simple sentence joined

by a semi-colon, coma, or a coordinating conjunction.
Examples:
 The judge looks around the courtroom, and orders the crowd to keep
silent.
 The witness gave his lengthy confession and misleading testimony,
but the jury did not believe him.

C. Complex Sentence
This contains one independent clause and one or more dependent clauses joined
by a subordinating conjunction.

A clause is a group of words that contain a verb and its subject. A clause that
can stand alone is called an independent clause. A clause that does not express a
complete thought and cannot stand by itself is call a dependent clause.

Examples:
 When the judge bangs the gavel, the courtroom become silent.
 Although the room was humid, the crowd still listened intently to the
verdict.
D. Compound-Complex Sentence

Contains two or more independent clauses and one or more dependent clauses.

Examples:

19
  When the burglars left the house, they were in a hurry.
 I turned on the lights as soon as I arrive, and what confronted me was a
messy living room left by the burglars.

Exercise 10. A. Write 2 sentences for each kind of sentence below:

1. Simple sentence
___________________________________________________________________
___________________________________________________________________

2. Compound sentence
___________________________________________________________________
___________________________________________________________________

3. Complex sentence
___________________________________________________________________
___________________________________________________________________

4. Compound-complex sentence
___________________________________________________________________
___________________________________________________________________

Four Kinds of Sentence According to Function

In English all sentences can be classified according to one of the four functions,
namely: Declarative, Interrogative, Imperative, and Exclamatory.

Declarative Sentence- states an idea and ends with a period.

Examples:
 Anthony is a second year criminology student.
 Criminology is the scientific study of crime and criminals.

Interrogative Sentence- asks a question and ends with a question mark.

Examples:
 Who is the principal suspect of the burglary?
 What was the possible motive of the crime?
 When was the suspect apprehended?
:
Imperative Sentence- gives an order or direction and ends with a period or
exclamation mark.
Examples:
 Call the Police Department, please.
 Watch out for stray bullets!

Exclamatory Sentence- conveys emotions and ends with an exclamation mark.

Examples:
 Stop! You are under arrest.
 Help, call the ambulance please!

20
  Hey! Look at those floating dead bodies!
 Oh, what a brutal killing!

Exercise 10.2: Identify what type of sentences are the statements below, and
correct it by inserting the appropriate punctuation marks.

________________1. Are you aware of the hearing tomorrow

________________2. Finish your supper
________________3. Oh, what a horrible day
________________4. Today is my arraignment
________________5. What evidences have you gathered from the crime scene
________________6. Lock your room
________________7. Shh, don’t make any noise
________________8. Have you finished your assignment
________________9. Sir, close the door
________________10. Drew participated in the shooting tournament

TASK 3. Do pages 36-38, Technical Report Writing 1 by Maria Cristina B.

Naño, et.al.

The paragraph

It is a brief composition having only one main thought or idea. It is a group of

related sentences developing into one topic or with a specific part of a longer
composition or a larger topic.
A paragraph is composed of a topic sentence and supporting details. A topic
sentence contains the main idea or thought of the composition. On the other hand the
supporting details substantiates or help develop the main idea expressed in the topic
sentence.
Read the paragraph below and identify the topic sentence and the supporting
details that help developed the main idea

The value of human life in our society is immeasurable. Police officers are
charged with the awesome responsibility to protect life and poverty, and to apprehend
criminal offenders. The apprehension of criminal offenders and the protection of
property must be subservient to the protection of life. The police officer’s responsibility
for protecting life must include his own.

-by Bill Clede from Police Handgun Manual, p. 126

Guide questions:

1. What is the topic of the paragraph?

_________________________________________________________________
2. Identify the supporting details in the paragraph.

21
 _________________________________________________________________
_________________________________________________________________

Paragraph Unity

A paragraph is considered to be unified when all of its supporting details relate

to the main topic. Below is the sample paragraph, examine it whether each supporting
details support the main topic.

Abu Sayyaf Group (ASG)

The Abu Sayyaf Group (ASG) is the smallest and most radical of the Islamic separatist
groups operating in the Southern Philippines. Some ASG members have studied or worked in
the Middle East and developed ties to mujahedeen while fighting and training in Afghanistan. The
group split from Moro National Liberation Front in 1991 under the leadership of Abdurajik Abubakar
Janjalani, who was killed in a clash with Philippine police on 18 December 1998. Press report placed his
younger brother, Khadafi Janjalani (reported killed in 2002), as the nominal leader of the group, which
is composed of several factions. The ASG is engaged in bombings, assassinations, kidnappings, and
extortion purportedly to promote an independent Islamic State in the Western Mindanao and the Sulu
Archipelago. In April 1995, it raided the Ipil town in Mindanao, this was the group’s first large-scale
action, together with the kidnapping of more than 30 foreigners, including US citizens, killing two of
them in separate in idents in 2000 and 2002.
Comprehension check:
1. What is the main topic of the paragraph?
______________________________________________________________
2. Do all the supporting sentences support the main topic?
______________________________________________________________
3. Point out the details that support the main topic.
______________________________________________________________
______________________________________________________________
Transitional Markers
Transitional markers are considered as aid to the readers, because its main
purpose is to help readers comprehend the relationship of thoughts, and how these
thoughts are connected smoothly in the paragraph.
Below is an example of a paragraph that uses transitional markers. Note
whether the transitional markers help connect the writer’s thoughts.

22
 Kidnapping and Hostage Taking

The difference between kidnapping and hostage taking is extremely fine in the world of
terrorism. Indeed the two terms are often used interchangeably. However, the kidnapper would
normally be regarded as someone who confines his victim in a secret hideaway and makes material
demands i.e. money, weapons, release of prisoners; whereas the hostage taker will confront
authorities and openly hold his victim for ransom.

The hostage taker’s demands are often more than material in nature. Political concessions are
frequently demanded in exchange for the lives of hostages. The importance of hostage taking as
comparatively new and popular is plain. First, because of its currency, hostage taking attracts the
media. Second, the fact that the lives of hostages are involved increases the dramatic effect, thus,
allowing the terrorist to apply pressure on the authorities to force concessions, which may not
otherwise be made. Finally, the hostage is a tangible asset to the terrorist who finds that he has
something with which to bargain.

_________
(Culled from Manual on Human Behavior and Crisis Management, p.112

Lists of Common Transitional Markers

Below are the lists of transitional markers and its corresponding relationships:

Addition: again, also, and, as well as, further, furthermore, in addition,

likewise, moreover, next, similarly
Cause: because, for, for this reason, since
Chronology: after, always, at last, before, briefly, in the meantime,
meanwhile, next, soon. Suddenly
Comparison: all, and, as, both, like, similarly
Conclusion: finally, hence, so, therefore, thus, to conclude
Contrast: although, but, conversely, despite, difference, even so, however,
nevertheless
Effect: as a result, consequently, for that reason, effect, hence, so then,
therefore, thus
Emphasis: above all, especially, indeed, in fact
Example: for example, for instance, in other words, specifically, such as, to
illustrate
Importance: finally, first, last, least, next, primarily
List: finally, first, furthermore, last, moreover, next, second, third
Repetition: again, as stated before, i.e. (that is), in summary, to reiterate, to
repeat
Summary: finally, in brief, in short, on the whole, overall

Exercise 11. Fill in the blanks with the corresponding transitional markers.
1. John’s investigative work was successful ______________ he got a raise.

23
 2. The robber was a terrible liar ______________ he got caught.
3. The special investigator hopes to receive the order on time ______________ he
will cancel the operation.
4. Bryan was caught shoplifting ______________ he was brought to the police
station.
5. We are sending you backup team according ______________ your request.
6. The con artist was attractive ______________ she was also very convincing.
7. ______________ last week, they have been suspecting her.
8. ______________ the police arrives, they need to keep the crowd away from
the crime scene.
9. Please pass your report on Covid positive cases on time ______________ try to
be early.
10. The Covid positive cases is growing rapidly ______________ we are thinking of
sending more frontliners.
11. ______________ fulfill his contract, he will have to submit his initial report by
Monday.
12. ______________this evidence is very important, make sure it is deposited as
soon as possible in the crime laboratory.
13. The company has expanded ______________ we are hiring additional
investigators.
14. You can drop by at the police station ______________ request a certification of
the blotter entry.
15. ______________ the long wait is over.

Agreement and Grammar Rules

Agreement in grammar refers to the harmony of the parts of sentence. Below

are the basic agreement and grammar rules commonly considered:

1. A singular subject must have a singular verb

 She is a graduate from Philippine National Police Academy.
 Mary works for the National Bureau of Investigation.
2. A plural subject must have a plural verb.
 The cadets are on guard waiting for the General.
 They work for the National Bureau of Investigation.
3. An antecedent of a relative pronoun determines its agreement with the verb.
 Chadd is the only one of those applicants who has prior experience in the PNP.
 Chadd is just one of several applicants who have prior experience in the PNP.
4. A collective noun takes a singular verb when the group it names acts as a single unit.
 The team won all the ball games.
 A herd of cattle is grazing near the crime scene.
5. A collective noun takes a plural verb when the group it names acts as individuals
with different points of view.
 The team are quarreling in the courtyard.
 The herd of cattle scattered as they heard the loud explosion.

24
 6. Singular indefinite pronouns take singular verbs; plural indefinite pronouns take
plural verbs.
 Everyone believes his testimony in the court.
 Many in the crowd expect that the suspect will show up.
7. A pronoun must agree with its antecedent in number, person, and gender.
 The victim sustained a gunshot wound in his right temple.
 The minors were brought to the station for their statement.

Exercise 12.1: Fill in the blanks with the correct form of the verb.
1. The price of the criminology book __________ reasonable.
2. The criminology books borrowed from the library __________ on my desk.
3. The policemen who received the two medals __________ a friend of mine.
4. Money and sex __________ his motives of the crime.
5. The famous singer and actress __________ of strangulation.
6. Collecting guns __________ one of his favorite hobbies.
7. The quality of the technical reports __________ poor.
8. Neither his father nor his mother __________ around when the robbery happened.
9. Neither parent __________ fond of reading the daily news.
10. None of the witness __________ there.
11. Many cops__________ made the same mistakes.
12. Shabu __________ less expensive than cocaine.
13. The agents, as well as his colleagues __________ been robbed.
14. Twenty tons of ammunition __________ a heavy load.
15. Thirty years of imprisonment __________ a long time.

Exercise 12.2: Read carefully the news report below and underline the
appropriate verb from the choices inside the parenthesis.

Mauled to Death

by Cebu Daily News Correspondent Chito O. Aragon

(Original text taken from the Cebu Daily News on February 2010)

A drunk man was (maulded, mauled) to death by the security guards of Mango
Square Mall in Cebu City at dawn yesterday.

The fatality (remained, remains) unidentified as of press time. Police (said, says)
security guards detailed at the mall (will be invited, will be inviting) for investigation.
Initial investigation said the man (is, was) acting rowdy when he (arrived, was arrived)
at a disco bar. Security guard Sherlock Castro (tells, told) police that he (is pacifying,
pacified) the man to avoid trouble and called fellow security guards who (helped, helps)
bring the man outside.

25
 Castro said he left the battery (to get, to got) of his hand held radio. The guard said
he (sees, saw) the man slumped on the ground unconscious when he (was returning,
returned). SPO2 Jay Yballe of the Cebu City police (was said, said) a witness (sees,
saw) the mauling.

Exercise 12.3: Underline the subject (or compound subject) and then identify
the verb that agrees with it.

1. Your friendship over the years and your support (has/have) meant a great deal to us.
2. Hamilton Family Center, a shelter for teenage runaways in San Francisco,
(offers/offer) a wide variety of services.
3. The main source of income for Trinidad (is/are) oil and pitch.
4. The chances of your being promoted (is/are) excellent.
5. There (was/were) a Pokémon card stuck to the refrigerator.
6. Neither the professor nor his assistants (was/were) able to solve the mystery of the
eerie glow in the laboratory.
7. Many hours at the driving range (has/have) led us to design golf balls with GPS
locators in them.
8. Discovered in the soil of our city garden (was/were) a button dating from the Civil
War dating from the turn of the century.
9. Every year, during the midsummer festival, the smoke of village bonfires (fills/fill) the
sky.
10. The story performers (was/were) surrounded by children and adults eager to see
magical tales.

Exercise 12.4: Edit the following sentences to eliminate problems with

subject-verb agreement and write the edited sentence. If a
sentence is correct, write “correct.”

Example: Jack’s first days in the infantry was gruelling

Jack’s first days in the infantry were grueling.

1. One of the main reasons for elephant poaching are the profits received from
selling the ivory tusks.

2. Not until my interview with Dr. Chang were other possibilities opened to me.

3. The board of directors, ignoring the wishes of the neighborhood, has voted to allow
further development.
_______________________________________________________________________

5. Measles is a contagious childhood disease.

26
6. The presence of certain bacteria in our bodies are one of the factors that determines
our overall health.

7. Leah is the only one of the many applicants who has the ability to step into this job.

8. Neither the explorer nor his companions was ever seen again.

9. The Mayor, together with his men, attend the meeting.

10. There were many Filipinos got infected of the Corona Virus.

_______________________________________________________________________
.

TASK 4. For additional learning about subject-verb agreement, please watch

this video: https://www.youtube.com/watch?v=LfJPA8GwTdk.
MODULE 3

OFFICE MEMORANDUM

INTENDED LEARNING OUTCOMES:

At the end of module 3, learners are expected to:

1. define memorandum;
2. enumerate and discuss the different parts of a memorandum;
3. Write his/her own memorandum.

Memorandum

The National Headquarters, Philippine National Police issued Letter Directive No.
95-09-26 dated October 27, 1995 on the Format and Use of Memorandum and Police
Radio Message.

The purposes of this directive is to prescribe the basic guidelines and standard
regarding the preparation of written communication particularly memoranda and letters,
and to prescribe the formats for PNP written communication to be consistent with
current standards of acceptability.

What is a Memorandum?

Memorandum is an inter-office communication dealing with official matters in

the police organization, its message is written in the fewest possible words. A
memorandum is for application, requiring compliance or dissemination of information
for the offices and members of the organization. In some cases, it is specifically directed

27
to an individual or groups of individual in a specific police unit, directorate, service,
region, province, station or section that require specific performance or action. Police
executives and subordinate officials may issue memorandums; the former may use it for
administrative instructions while the latter for advisory or informative matters.

The “subject-to” letter format – which is standard military type of

communication should not be used anymore in all type of PNP communications be
replaced with the “memorandum” letter format, letter format, which is standard and
acceptable type among civilian offices.

Parts of a Memorandum

Heading. This contains the date, subject, thru channels, and addressee.

Letterhead – every police unit or police office has its own letterhead
where it is usually printed in the first page.

Republic of the Philippines

NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
Addressee – theCEBUwords “MEMORANDUM
POLICE PROVINCIAL OFFICEFOR” is used if sends to a
superior officeDoña
or “MEMORANDUM TO” if sends to subordinate.
Modesta Singson Gaisano Street, Lahug, Cebu City
MEMORANDUM

FOR : Regional Chief

PNP Regional Crime Laboratory Office 7
Camp Sotero Cabahug
Gorordo Ave., Cebu City

MEMORANDUM

TO : All Chiefs of Police/GD, 703rd MPG COY

Attention Line – mainly for faster dissemination, the memorandum may

be addressed to a specific individual or head of a unit or by the use of an office
symbol.
MEMORANDUM

TO : Chief of Police, SRPS

(Attn: PO1 Dennis Camunay, PNP)

MEMORANDUM

TO : Chief of Police, SRPS

(Attn: Crime and Investigation Department)

28
 Subject – this is written two spaces below the sender and two spaces to
the right colon. It should contain no more than ten words.

TO

FROM

SUBJECT : COVID-POSITIVE RESULTS

Date – this is placed below the subject indicating when the memorandum
is written.

TO

FROM

SUBJECT

DATE : August 25, 2020

Body – this is the message of the memorandum, it is double -spaced
when the message is less than nine lines.

Complimentary Ending – this is the originator’s name found 5 spaces

below the last paragraph of the body of the message.

MICHAEL DASIGAO
Police Deputy Director General

Sample standard format of a memorandum:

Letterhead

(5 spaces from the last line of he letterhead to the Memorandum line)

MEMORANDUM

(2 spaces)

(1 tab) TO (2 Tabs): (1 tab) DIRECTOR, HRDD

(1 space)

FROM: ACTING CHIEF, PNP

SUBJECT: MEMORANDUM FORMAT TO A SUBORDINATE OFFICE

DATE: November 16, 2009

29
(1 space)
Memorandum Circulars

Also termed as MC in government offices, these have subjects that explain or

classify rules or regulations for subordinates to comply.

Circulars. Generally, these are issuances coming from the Department of Interior and
Local Government (DILG), which in nature are administrative instructions that are
directive, advisory, and informative. The signatory is the Department of secretary,

30
mostly dealing with subjects like: delegation of authority to be known by field
personnel, and instructions or regulations to be implemented.

Office Circulars. These are administrative instructions requiring compliance from

personnel or office dealing with subjects like delegation of authority, appointment or
assignment of personnel.

Office Orders. These are administrative instructions that are regularly and mandatory,
mainly for the regulation of administrative matters in the National Headquarters,
regional, Provincial, and District Offices. These orders usually deal with subjects like
personal conduct requiring compliance.

Special Orders. These are directives signed by the Chief Directorial Staff for the
appointment, transfer, promotion, reduction, reliefs from duty, separation and leave of
absence of personnel.

Operation Plan (OPLAN). This is written for immediate planning purposes or for
specific action for an existing condition. The chief or head of command is the signatory
and he directs the execution of the OPLAN, this becomes an order when executed
specifying the time and condition of its effectivity.

31
32
 Standard Operating Procedure (SOP).
The chief of the director directs this;
and this is about instructions to be
followed on a routinary basis
concerning regular procedures.

Exercise 13. Identify the answer of each statement by basing from the list
below. Write your choice in the blank before each number.
______________________________________________________________________
ISSUANCES HEADING FILE REFERENCE DENTIFYING INITIALS
ADDRESSEE SIGNATURE SUBJECT ATTENTION LINE
BODY ENCLOSURE SOP COMPLIMENTARY ENDING
CIRCULARS OPLAN SPECIAL ORDER MEMORANDUM CIRCULAR
OFFICE ORDERS OFFICE CIRCULAR

___________________1. These are orders, instructions, or directives written by a

person in authority to his/her subordinates.
___________________2. An inter-office communication dealing with official matters in
the police organization.
___________________3. This part of the memorandum contains the office origin,
address, file reference, identifying initials, date, subject, thru
channels, and addressee.
___________________4. This is also known as the office symbol which is written on
the first margin two spaces below the letterhead.
___________________5. These are the initials of the person encoding, and the one
dictating the memorandum.
___________________6. The receiver of the memorandum who is either a superior or
a subordinate.
___________________7. This is addressed to a specific individual or head of a unit or
by the use of an office symbol.
___________________8. This is the message of the memorandum, it is double spaced
when the message is less than nine lines.
___________________9. These are the authority line, signature, list of enclosure, and list
of copy furnished found below the last paragraph of the body.

33
___________________10. This is the authorized signatory of the sender of the message.
___________________11. These are materials included in the memorandum.
___________________12. This is also termed as MC which has subjects that explains
or classifies rules and regulations for subordinates to comply.
___________________13. These are issuances coming from DILG, which are
administrative instructions.
___________________14. These are administrative instructions requiring compliance
from personnel or office dealing with subjects like delegation
of authority.
___________________15. These are directives signed by the Chief Directorial Staff for
the appointment, transfer, promotion, reductions of personnel.
___________________16. This is written for immediate planning purposes or for
specific action for an existing condition.
___________________17. This is about instructions to be followed on a routinary basis
concerning regular procedures.
___________________18. These provides objectives, programs, and policies
prescribing methods and procedures that in turn affect the
organization.
TASK 5: Writing your own Memorandum

Below are jumbled parts of a memorandum, arrange them in proper place and
order. For each part, supply the appropriate text/body in your own words. Observe
proper spacing.
1. Body 5. Date
2. Addressee 6. Complimentary Ending
3. Letterhead 7. Subject
4. Attention Line

TASK 6. Gathering of Examples

Group yourselves into five and distribute the following tasks among your members.
1. Select a group leader who will guide the group
2. Select a secretary who will record all the gathered examples
3. Select researches who will facilitate the gathering of examples
4. Select a reporter who will share to the class the group’s accomplishment.
5. Look for one sample of each issuances.
1. Memorandum circular 5. Special Order
2. Circular 6. OPLAN
3. Office circular 7. SOP
4. Office order
6. Analyze and explain whether the examples you have gathered answer the
explanation/definition of the mentioned issuances discussed in this module.

Note: But since you cannot do this as a group because of the situation, just choose one from
the issuances mentioned above and give it a short explanation. You may take a picture
of it and send it to me via email (bikbik_73@yahoo.com) or messenger.

Types of Memorandum

34
Persuasive Memorandum. In a persuasive Memorandum you must constantly keep your
reader's feelings in mind. Consider how the person will react to what you are saying.
What would convince him or her most readily? How much should you rely on logic, and
how much should you appeal to emotion?

Directive Memorandum. A directive Memorandum states a policy or procedure you

want the reader or co- worker to follow. The length of the Memorandum depends on
how much space is required to properly explain the procedure.

Technical Memorandum. A technical Memorandum is a concise presentation of results,

with a logical progression from the principles which are core to the analysis towards the
conclusions that were drawn from the results.

Vertical and Lateral Memo

Vertical type of reports represent the direction of a report. Reports which go

upward or downward the hierarchy are referred to as vertical reports.

Lateral report travels between the same organization level, such as the accounting
department and finance department and helps correlate work in a company.

MODULE 4

CORRESPONDENCE ETIQUETTE

INTENDED LEARNING OUTCOMES:

At the end of module 4, learners are expected to:

1. tell the importance of conveying professionalism when writing;

2. explain the essential tips to having proper written communication;
3. apply correspondence etiquette in email and text messaging.

Written correspondence is a timeless form of communication that has advanced in

our era since the invention of computers and cell phones. With technology
advancement, less formal writing styles have appeared through email, text messaging,
the internet, etc. However, it is important to be aware of your writing style and convey
your professionalism when writing to your employer, coworker, professor and clients.
Written correspondence is a way to promote communication and clarity in your
everyday tasks.

Here are 10 essential tips to having proper written communication:

1. Be courteous. Write to someone how you would address them in person and be
polite.
2. Capitalize the first letter in each sentence.
3. Use complete sentences.

35
 4. Be formal and address the person by their name.
5. Be direct and clear in your writing. Get to the point of your communication and
don’t feel like you need to add additional sentences to make it longer.
6. Reread your response before finalizing it. This will lessen the likelihood of you
having spelling or grammar errors.
7. Conclude your response with a closing ‘thank you’ or ‘sincerely’. Make sure you
end with a proper goodbye.
8. Remember your written response is quotable and can be easily referenced.
Unlike a spoken word, a written statement can more easily be traced back to
you. Make sure what you are writing you would also be willing to say to
someone’s face.
9. Know the appropriate time to communicate in writing versus by phone or in
person. Sometimes it is more appropriate or effective to have a conversation in
person or by phone. Don’t be afraid to pick up the phone or ask if an in-person
interaction could occur instead.
10. Know when to ask for help. If you are sending an important written document,
ask a peer for advice or have them review it. Written correspondence can be
casual or professional. Your written communication can be a way to impress the
person you are writing to and show them your professionalism. It can be a way
to communicate to a larger group of people in a more efficient way.

15 Email Etiquette Rules Every Professional Should Follow

Despite being glued to their reply buttons, plenty of professionals still don't
know how to use email appropriately. https://www.inc.com/business-insider/email-
etiquette-rules.html. In fact, because of the sheer volume of messages we're reading
and writing each day, we may be more prone to making embarrassing errors--and those
mistakes can have serious professional consequences.

Barbara Pachter outlines the basics of modern email etiquette in her book The
Essentials of Business Etiquette:

1. Include a clear, direct subject line.

Examples of a good subject line include "Meeting date changed," "Quick question
about your presentation," or "Suggestions for the proposal." People often decide
whether to open an email based on the subject line. Choose one that lets readers
know you are addressing their concerns or business issues."

2. Use a professional email address.

If you work for a company, you should use your company email address. But if you
use a personal email account--whether you are self-employed or just like using it
occasionally for work-related correspondences--you should be careful when choosing
that address. You should always have an email address that conveys your name so
that the recipient knows exactly who is sending the email. Never use email addresses
(perhaps remnants of your grade-school days) that are not appropriate for use in the
workplace, such as "babygirl@..." or "beerlover@..." -- no matter how much you love
a cold brew.

36
3. Think twice before hitting Reply All.
No one wants to read emails from 20 people that have nothing to do with them.
Ignoring the emails can be difficult, with many people getting notifications of new
messages on their smartphones or distracting pop-up messages on their computer
screens. Refrain from hitting Reply All unless you really think everyone on the list
needs to receive the email.

4. Include a signature block.

Provide your reader with some information about you. Generally, this would state
your full name, title, the company name, and your contact information, including a
phone number. You also can add a little publicity for yourself, but don't go overboard
with any sayings or artwork." Use the same font, type size, and color as the rest of
the email.

5. Use professional salutations.

Don't use laid-back, colloquial expressions like "Hey you guys," "Yo," or "Hi folks."
The relaxed nature of our writings should not affect the salutation in an email. ‘Hey’
is a very informal salutation and generally it should not be used in the workplace.
And ‘Yo’ is not okay either. Use Hi or Hello instead. Avoid shortening anyone's name.

6. Use exclamation points sparingly.

If you choose to use an exclamation point, use only one to convey excitement.
People sometimes get carried away and put a number of exclamation points at the
end of their sentences. The result can appear too emotional or immature.
Exclamation points should be used sparingly in writing.

7. Be cautious with humor.

Humor can easily get lost in translation without the right tone or facial expressions.
In a professional exchange, it's better to leave humor out of emails unless you know
the recipient well. Also, something that you think is funny might not be funny to
someone else. Something perceived as funny when spoken may come across very
differently when written. When in doubt, leave it out.

8. Know that people from different cultures speak and write differently.
Miscommunication can easily occur because of cultural differences, especially in the
writing form when we can't see one another's body language. Tailor your message to
the receiver's cultural background or how well you know them.

9. Reply to your emails--even if the email wasn't intended for you.

It's difficult to reply to every email message ever sent to you, but you should try to,
This includes when the email was accidentally sent to you, especially if the sender is
expecting a reply. A reply isn't necessary but serves as good email etiquette
especially if this person works in the same company or industry as you. Here's an
example reply: "I know you're very busy, but I don't think you meant to send this
email to me. And I wanted to let you know so you can send it to the correct person."

10. Proofread every message.

Your mistakes won't go unnoticed by the recipients of your email, and depending
upon the recipient, you may be judged for making them. Don't rely on spell-
checkers. Read and reread your email a few times, preferably aloud, before sending

37
 it off. One supervisor intended to write 'Sorry for the inconvenience,' but he relied on
his spell-check and ended up writing 'Sorry for the incontinence.'"

11. Add the email address last.

You don't want to send an email accidentally before you have finished writing and
proofing the message. Even when you are replying to a message, it's a good
precaution to delete the recipient's address and insert it only when you are sure the
message is ready to be sent.

12. Double-check that you've selected the correct recipient.

Pay careful attention when typing a name from your address book on the email's
"To" line. It's easy to select the wrong name, which can be embarrassing to you and
to the person who receives the email by mistake.

13. Keep your fonts classic.

Purple Comic Sans has a time and a place (maybe?), but for business
correspondence, keep your fonts, colors, and sizes classic. The cardinal rule: Your
emails should be easy for other people to read. Generally, it is best to use 10- or
12-point type and an easy-to-read font such as Arial, Calibri, or Times New Roman.
As for color, black is the safest choice.

14. Keep tabs on your tone.

Just as jokes get lost in translation, tone is easy to misconstrue without the context
you'd get from vocal cues and facial expressions. Accordingly, it's easy to come off
as more abrupt that you might have intended --you meant "straightforward," they
read "angry and curt." To avoid misunderstandings, read your message out loud
before hitting send. If it sounds harsh to you, it will also sound harsh to the reader.
For best results, avoid using unequivocally negative words ("failure," "wrong,"
"neglected"), and always say "please" and "thank you."

15. Nothing is confidential--so write accordingly.

Always remember what former CIA chief General David Petraeus had said, “Every
electronic message leaves a trail.” A basic guideline is to assume that others will
see what you write, so don't write anything you wouldn't want everyone to see. A
more liberal interpretation: Don't write anything that would be ruinous to you or
hurtful to others. After all, email is dangerously easy to forward, and it's better to
be safe than sorry.

7 Things You Need to Know to Text With Good Etiquette

It seems the good, old-fashioned telephone call

has gone by the wayside, replaced with texting,
a more convenient method of communication that
has increased dramatically and is practiced by all
ages. Although fast and convenient, texting brings
about its own set of challenges. Words can be
misinterpreted, messages can be incomplete and
etiquette boundaries can be violated without your
knowledge.

38
 Here are seven texting etiquette tips to keep in mind.

1. Consider your audience.

Each text message is a concrete projection of you and it is important to present
yourself in the way you want to be perceived. Although you might text one way
with your friends, you should text in an entirely different fashion with your co-
workers, clients or prospects. Be sure your text is appropriate for your
audience.
2. Communicate clearly.
The receiver should not be confused as to what you are trying to say, and if
your message is interpreted the wrong way, your miscommunication could cause
conflicts and even missed business opportunities. Make sure your message is
clear and review it for stand-alone clarity before hitting the “send” button.
3. Respond promptly.
When someone texts you they assume you will receive the message and
immediately respond. Unless you are unavailable, make the effort to respond
quickly, otherwise your lack of response might be interpreted as a lack of caring.
If for some reason you cannot attend to the message quickly, offer an apology
for your tardiness as soon as you can.

4. Use symbols and emojis only when necessary.

Smiley faces sometimes have their place when sending a text, which is why this
feature was added to texting. However, you should be mindful as to when it is
appropriate to use emojis. For example, if you are communicating on your client,
or a witness, it’s inappropriate to litter your message with smiley faces. Retain
your emotional emojis for more personal interactions. When in doubt, leave
them out.

5. Don’t be long winded.

It may be considered inappropriate to reply to a two-word text with paragraphs
upon paragraphs in your response. If you receive a two-word text from someone,
you can most likely assume that the sender is in a hurry, does not have much time
available, or needs a quick response. If you need to go into detail or offer an
extensive explanation, pick up the phone instead or meet in person.

6. Be patient.
Treat text messaging the same way you treat an actual conversation. As it would be
rude for you to dominate the conversation when you are speaking, it is also
inappropriate when texting. Give the recipient the opportunity to respond before
sending a multitude of messages.

7. Know when to end the conversation.

Texting is similar to verbal or written communication. Be perceptive when the other
person is ready to stop texting, and do not try to continue or badger the recipient
with texts like “Are you still there?” or “Why aren’t you responding?” If you’re not
careful, texting gaffes can be embarrassing and can cause confusion and frustration
with friends and clients alike. Keep in mind these seven tips for better
communication skills.

39
Exercise 14. Explain in your own words the email etiquette rules mentioned
above.

1. _________________________________________________________________
_________________________________________________________________

2. _________________________________________________________________
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3. _________________________________________________________________
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4. _________________________________________________________________
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5. _________________________________________________________________
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6. _________________________________________________________________
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7. _________________________________________________________________
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8. _________________________________________________________________
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9. _________________________________________________________________
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10. _________________________________________________________________
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11. _________________________________________________________________
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12. _________________________________________________________________
_________________________________________________________________

13. _________________________________________________________________
_________________________________________________________________

14. _________________________________________________________________
_________________________________________________________________

15. _________________________________________________________________
_________________________________________________________________

Exercise 15. Write a short paragraph about good texting etiquette. Discuss
its importance to you as a soon to be police officer. Make sure to
occupy all the all lines provided below.

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_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
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MODULE 5

LAW ENFORCEMENT AGENCIES CORRESPONDENCE

INTENDED LEARNING OUTCOMES:

At the end of module 5, learners are expected to:

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

communication;
2. Identify the special parts of a civilian letter;
3. Determine the arrangement styles of civilian letters in compliance with the
Study Committee on Police Correspondence and Issuances;
4. Apply the rules on margin and spacing in writing civilian letters;
5. Distinguish the types of civilian letters;
6. Discuss each type of civilian letters; and
7. Write an actual civilian letter addressed to appropriate persons in the
community.

Civilian Letters

In the business world, a business man writes business letters for

communication; whereas, in the civilian-paramilitary realm a policeman makes use of
the civilian letters.

The term civilian refers to a person who is not a member of the armed force.
According to Soriano (2005) the police belongs to the armed force, though in character,

41
the police organization is civilian-paramilitary, still the police utilizes the civilian letter in
communicating with those outside the parameters of the organization.

Specifically, civilian letters are used when a law enforcer is communicating with
the President of the country, the chief of staff, Department Secretaries, Governors,
Mayors, Managers, School Heads, and the like.

The Basic Parts of a Civilian Letter

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

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

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

Republic of the Philippines

National Police Commission
PHILIPPINES NATIONAL POLICE
LAPU-LAPU CITY POLICE STATION
Pusok, Lapu-lapu City

1.2 Dateline- this is written few spaces below the letterhead signifying the date when
the letter is written. Months of the year should not be abbreviated and methods
used in military should also be avoided.

Example:

X Incorrect
Aug. 25, 2020
16 August 2020
O8/25/220

/ Correct
August 25, 2020

2. Inside Address – This part should occupy at least 3 lines, and not less. The first
line should contain the name of the addressee, position, and address. This is
separated by a comma; if the name is too long, the position/designation may appear
below the name. The next line contains the name of the agency or company of the
addressee; and the last line the address of the agency or company.

Examples:

Mr. John Raymond Phipps, President

Dumaguete City Chamber of Commerce
Predice St. Dumaguete City

42
3. Salutation- This refers to the greetings, and this could either be formal, informal,
cordial, or personal. The first letters of the first and the last words are capitalized.
Below are examples of commonly used salutations.

ADDRESSEE FORM OF SALUTATION SALUTATION

ADDRESS TYPE
Male Mr. Micheal Dasigao Dear sir Formal
Dear Mr. Dasigao Formal & cordial
Female Ms. Anita Melicor Dear Madam Very formal
Dear Ms. Melicor Formal & cordial
Dear Anita personal
(if the marital status
is not determined use
MS.)

A specific Mr. John Canete Dear sir Formal

person at a SYKES Philippines Rear Mr. Canete Formal & cordial

Business firm
Firm composed 3MJT Gentlemen Informal
of male and Communications Ladies Informal
female Corporation

Government The President of the Dear Madam Formal

Officials Philippines Dear Mr. President Formal

Mayor/ The Honorable Mayor Dear Mayor Osmeña Formal&cordial

Governmal/ Hon. Governor Garcia Dear Gov. Garcia Formal&cordial
Senator Hon. Manny Villar Dear Sen. Villar formal

Military Director General Ramos Dear Gen, Ramos Formal&cordial

Personnel Chief Inspector Lopez Dear Major Lopez Formal&cordial
Senior Police Officer Tan Dear Sgt. Tan Formal&cordial
Chief Superintendent Lim Dear. Brig. Gen. Lim

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

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

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

ADDRESSE SALUTATION COMPLIMENTARY

CLOSE

43
 President The President Malacañang Very respectfully yours, Yours
Palace Manila very respectfully, Respectfully
yours, Yours respectfully,

Business Owners/ Managers/ Mr. Bienarc Canete Manager Yours truly, Yours very truly
Heads 3MJJT Communications

Military Personnel Dear Gen. Ramos Very respectfully yours, Yours

Dear Major Lopez very respectfully, Respectfully
Dear Sgt. Tan yours, Yours respectfully,
Dear. Brig. Gen. Lim

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

Very respectfully yours,

3MJJT Communications

Mr. Chadd R. Anthony

Executive Officer

_______Letterhead______
________________
____________

_Dateline__________

__Inside Address____
__________________
__________________

__Salutation________:

Body of the Letter

_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
___________________________________________________________

_______________________________________________________________________

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_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________

_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________

Complimentary Close_____,

Signature Block__________

Special Parts of a Civilian Letter

Aside from the basic parts of a civilian letter, there are also special parts that are used
mainly for specific purposes, these special parts of a civilian letter may include the File
Reference, Attention Line, Subject Line, Reference Initials, Enclosure, Carbon Copy
Notation, and Postscript. Each of these part is discussed below:

1. File Reference- this is an optional part of a civilian letter, this is used

depending upon the directive of the chief or head of office, and this is written at
the left margin two spaces below the letterhead.

Examples:

7PRSBInves

2. Attention Line- This may be written before or after the salutation and it is
centered. This is used when the letters addressed to an office or company but
the sender of the letter wants a specific person to read it.

Examples:
ATTENTION: SPO2 Bienarc John Canete

ATTENTION: Homicide Division

45
3. Subject Line- This is written after the Salutation and is properly centered. This
informs the reader about the subject or what the letter is about.

Gentlemen:

SUBJECT: Tactical Inspection

4. Reference Initials- for administrative purposes, the initials of the

signatory, secretary, or encoder may be included. These initials appear at
the left side of the paper two spaces below the writer’s identification,
however these are aligned with the left margin of the letter.
Example:

MCBN/MAN/CRAN

Initials of the signatory initials of the drafter initials of the encoder

5. Enclosure- this is placed directly below the initials. This signifies that in the
same envelope with the letter something is included. The number of enclosures,
the specific kinds of materials enclosed, or the word “a/s” (as stated) are the
information to be included in the enclosure.

Encl.: 1. Memorandum Receipt

2. Invoice

Enclosure.: a/s

6. Carbon Copy Notation- This is written below the initials followed by the name
of the person who will receive the carbon copies. “Cc” is written if carbon copies
of the letter are to be sent to other parties aside from the reader.

Cc: Lt. col. Crisanto Bajado Superintendent

Cc: Major Skipper Kent Chief Inspector

7. Postscript- This is written two spaces below the last line of the reference
initials. This is intended to attract attention as well as to emphasize as in a sales
gimmick. The letters “P.S.” precedes the postscript.

P.S.

See the attached brochures

46
 Agreement: Read and make a short reflection about this
article/exercises:
http://www.primaryresources.co.uk/english/pdfs/11forminform.pdf

Watch this video on Youtube:

https://www.youtube.com/watch?v=PgwmAUJx248

Sample Layout of a Civilian Letter with Special Parts:

_______Letterhead______
________________
____________

_File Reference_____

_Dateline__________

__Inside Address____
__________________
__________________

____Attention Line___

__Salutation________:
Body of the Letter
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________

____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
47
Arrangement Style of Civilian Letters

Soriano (2005) reiterated that the Blocked Letter and Semi-Blocked Letter are the two
arrangement styles chosen by the Study Committee on Police Correspondence and Issuances,
under the Directorate for Plans of the General Headquarters of the Philippine National Police.
The Semi-blocked letter may be used if the body of the letter is made up of nine lines, and the
Blocked Letter may be used if the body of the letter is more than nine lines. Refer to the
examples of these two letter formats in the next pages.

Sample of Blocked Letter Format

_______Letterhead______
________________
____________

_Dateline__________

__Inside Address____
__________________
__________________

__Salutation________:

Body of the Letter

_______________________________________________________________________

48
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
___________________________________________________________

_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________

Complimentary Close_____,

Signature Block__________

Sample of a Semi-Blocked Format

_______Letterhead______
________________
____________

_Dateline__________

__Inside Address____
__________________
__________________

__Salutation________:

Body of the Letter

(Indention)_______________________________________
_____________
_____________________________________________________________________
_____________________________________________________________________

49
 _______________________________________________________________
________________________________________________________________________
__________________________________________________________________

Complimentary Close_____,

Signature Block__________

Exercise 16. Below are the parts and special parts of a civilian letter. Using
the blocked letter style, arrange the parts below using fictional
text of your letter. Observe proper spacing.

1. Salutation
2. Attention Line
3. Enclosure
4. Letterhead
5. Inside Address
6. Reference Initials
7. Body
8. Signature Block
9. Dateline
10. Complimentary Close
11. File Reference
12. Postscript
13. Carbon Copy Notation

Note: Have it encoded and email to bikbik_73@yahoo.com or send to my messenger

account.

Rules on Margin and Spacing of Civilian Letters

Soriano (2005) discussed the basic rules on margin and spacing to be followed
in writing civilian letters, some of these rules are written below:

50
 1. Whether a letter is handwritten or computerized, left margin should always
be straight.
2. For computerized letter, justify the page to avoid a ragged appearance.
3. Margin should increase for short letters to accommodate the content in the
middle of the page.
4. Double spacing should be used for an average letter of 100-150 words.
5. Single spacing should be used for 200-300 words.
6. Use the same margins for letters with second page.
7. The top margin of the continuation page should be one inch, typing the first
line on the 7th line.

Types of Civilian Letter

Anybody who is in the law enforcement agency has a relationship with a

community; and he needs to communicate with them in language understandable in
every layman’s term. For him to be an effective communicator, especially in dealing
with constituents outside the realm of the law enforcement agency, he needs to utilize
the civilian letter. Therefore it is expected that he is knowledgeable on the rules
governing these letters. Depending on the situation, the law enforcer may write any of
these civilian letters: Application Letter, Resume, Letter of Invitation, Letter of Inquiry,
Letter of Reply, Letter of Order, Letter of Complaint, and Letter of Adjustment.

1. Application Letter

The main purpose of an application letter is to persuade the prospective

employer that the applicant is an outstanding candidate to be called for an
interview. This type of letter could either be solicited or unsolicited.

1.1 A solicited application is written based from the advertisement coming

from a newspaper, radio, television, or internet. A solicited application includes
the following information:
a. Attention Getter
b. The position you seek
c. How you learned about it
d. Your qualifications
e. How can you help in the growth of the company or organization
f. Request for an interview

1.2 The unsolicited application letter on the other hand is not based
from an advertisement. This format is used when one is inquiring about a
job in a firm or company, but he is not sure if such particular position is
advertised, or available. In this situation, the job applied for should still
be indicated. Same with the solicited letter, the applicant still need to talk
about his qualifications, special skills for the benefit of the organization,
and should request for an interview.

51
52
TASK 7: Do the following activities below:

I. Cut/print a job advertisement that is related with Criminology from the

Classified Ads of any local or national newspaper, or from the internet. Write
a solicited letter basing from that advertisement.

II. Write an unsolicited application letter addressing it to any agency related to

Criminology.
_______________________________________________________________________

2. Resume

This is a record of the personal information, educational background, and work

experiences of a person applying for a job. This accompanies the application letter
or cover letter, and this reflects the professionalism of the applicant. An effective
resume presents relevant information in a clear and concise form, presenting the
applicant in the best possible statement without wasting the reader’s time. There
are two type of resume, the Chronological and Functional resume.

1. Chronological Resume. This is a structured resume in reference to the

position applied for, the applicant’s educational background, work
experiences, qualifications, and references. These are listed starting from the
most recent. This type is more often used by applicants looking for work in a
specified field.

2. Functional Resume. This type of resume gives emphasis on the person’s

skills and abilities. This is used for those applicants who gave gaps in their
work experiences or have “mixed bag” work history, and for those who are
reentering the workforce because of frequently changed jobs.

Tips in Writing Resume

1. Use a standard resume paper which is white and not flashy.

2. Present the most relevant information to make your resume easy to read.
3. Use large fonts so your name would stand out in your resume.
4. Include your permanent and mailing addresses.
5. Begin with an objective stating the job you are applying for.
6. Be consistent with the heading, bullets, margins, spacing, fonts throughout
5your resume.
7. Never send a resume without a cover letter or application letter.

53
TASK 8: Write your resume the following the given format. You may use
fictional data for some information to complete your resume. Send
it to my email or to my messenger account.

3. Letter of Invitation

This letter is an invitation for the presence of a person with a main purpose of
inviting him to a particular event, or celebration. This is also to ensure that the invited
guest is going to attend. The present and the future tenses are used in an invitation
letter. The present tense gives information about the said event, and the future tense
assures that the invited person will attend.

Steps in Writing a Letter of Invitation

1. A professional letter of invitation should be written in a professional tone.

2. Write the introduction by stating the name of the sender, the organization or
company, and its brief background.
3. Outline in the body of the letter with all the important details and information
about the event like: the purpose and the theme of the event, the date and the
time, any information about special roles at the event, attire/dress code of the
guests, and themes required for the guests to bring.
4. Close the letter by stating appreciation and expectation of the guest at the
stated event.

Tips in Writing the Letter of Invitation

1. Use a positive tone in writing the letter, with an anticipation of a positive

response from the reader.
2. Be specific in stating the purpose and name of the event, including date,
time, place, and appropriate dress code.
3. Show anticipation by expressing it in the letter.

54
 4. Send the invitation letter two or three weeks prior to the said event.

TASK 9: Do the following:

I. Follow all the steps and tips in writing a letter of invitation discussed in this
module.

II. Assume that you are the chief of police of a particular station, write a letter
of invitation to an English instructor, inviting him or her to conduct a series
of seminar/workshop on “Effective Communication” to all newly hired PNP
personnel in your station. Include the date, venue, and other necessary
information in your letter.
III. You may use fictional data or information to complete your letter.

4. Letter of Inquiry

This is a letter seeking information about people, services, products, catalogues,

prices, and policies. The following should be stated in this letter: purpose of inquiry,
the questions the writer wants to ask, and the reasons for inquiring.

Steps in Writing a Letter of Inquiry

1. Write the first paragraph by identifying the writer and his/her position of the
company or firm.
2. Write the second paragraph by explaining the reason of the inquiry and how the
information obtained will be used. Offer to keep the response confidential if
needed.
3. Specifically list down the information needed either in phrases or sentences.
4. End the letter by offering incentives for the possibility of a reply.

55
 Tips in Writing a Letter of Inquiry
1. Use courteous tone in writing this letter.
2. Make the letter short but concise by clearly explaining the inquiries.
3. Give the reader/agencies a couple of weeks to respond.
4. Mention confidentiality in the letter.
5. Include contact number for easy response.
6. Express appreciation and goodwill to the receiver of the letter.

TASK 10. Work on this activity, and again send to my email or messenger
account.

1. Follow all the steps and tips in writing a letter of inquiry discussed in this
lesson.
2. Assume that you are a policeman, but you want to advance your career by
enrolling in a Graduate Degree Program in Criminology.
3. Write a letter of inquiry to a Criminology school, or any University offering
graduate course in Criminology, Inquire on the following:
a. Requirements for enrolment
b. Price per unit
c. Schedule of enrolment
d. Schedule of entrance exams
e. Major/field of specialization
_______________________________________________________________________

5. Letter of Reply

This letter is an answer or the reply of an inquiry about anything. This is also a
means for the writer to express his appreciation on the interest of the sender about his
queries on a particular goods, merchandise, or service. The details of the information
requested, and other necessary information and enclosures are included in this kind of
letter.

Steps in Writing a Letter of Reply

56
 1. Indicate what was the inquiry and express appreciation for the interest of the
writer.
2. Respond to the inquiry by sending brochures, catalogues, and other available
information.
3. Offer other option, information, or persons to help if issues cannot be answered.
4. Include additional information about the company for further assistance.

TASK 11: Write a letter of reply basing from the letter of inquiry written in
Task 10. Include all the necessary information to come up with a
complete reply.

_____________________________________________________________

6. Letter of Order

This is a letter written to a place an order. This is also known as PO or Purchase

Order which aims to provide a detailed instruction in an order. Specifically, this includes
the following necessary information about the goods being ordered such as: complete
description, quality, catalogue number, brand, size, price, color and other relevant data.
Other important information regarding the delivery are also included like complete
name and address, time of shipment, manner or shipment, and mode of payment.

Steps in Writing a Letter of Order

1. Identify the reader by writing the name and address of the company for the
order to be sent.
2. Indicate the objective in making the purchase.
3. Provide relevant information about the items to be purchased.
4. List items to be purchased in tabular form with specific payment and shipping
instructions.
5. Close the letter in a professional manner.

Tips in Writing a Letter of Order

1. Organize the letter using logical and orderly information.

2. Establish the objective and scope of the letter.
3. Draft an order letter by using an outline.
4. Be professional by thanking the reader of the letter.

57
TASK 12: Assume that you are officer assigned to purchase office materials
needed in your station. Write a letter of order to any appropriate
supplier to purchase all the needed materials.

7. Letter of Complaint

This letter is written regarding grievances about goods or services. This explains
the circumstances and details of the complaint, with corresponding suggestions for
possible solution.

Steps in Writing a Letter of Complaint

1. Write the letter by addressing it to a specific person.

2. Start the letter with a positive tone.
3. Write briefly the complaint and omit irrelevant details.
4. Avoid aggressive and accusing language, and most of all, never generalize.
5. Include contact information so the reader can discuss the concerns.

Tips in Writing a Letter of Complaint

1. Point out the complaint to the specific person or persons involved.

2. Directly state the reasons for the complaint.
3. Be reasonable in addressing the complaint.
4. Respectfully explain your dissatisfaction of the goods or services.
5. Suggest points for retribution, or solutions to the problem.

TASK 13: Write a letter of complaint expressing your grievances about the
office materials/supply you have purchased. Base all the necessary
facts from the letter of order you have written from the previous
task.

8. Letter of Adjustment

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 This letter is written in response to the complaint letter that has been received
from an individual person or business. The main purpose of this letter is to resolve
the stated grievances.

Steps in Writing a Letter of Adjustment

1. Start the letter by pointing out reference to the original letter.

2. Utilize an opening line such as “In reference to your letter dated….”
3. State the key points discussed in the previous letter.
4. Avoid using first names unless it is written in the original letter.
5. Specifically address the question, inquiry, or complaint stated in the original
letter.
6. Give assistance to quickly resolve the situation or the problem.

Tips in Writing a Letter of Adjustment

1. Send your adjustment letter on time.

2. Repeat important information when responding from previous correspondence,
as the letter may be an opportunity to clarify misunderstanding.
3. Be specific in giving advice about the subject that has been asked.
4. Express regret and suggest assistance for subject that could not be handled.
5. Never express personal comments or opinions.
6. Use a positive tone even if the latter contains negative information.
7. Always show gratitude by thanking the reader of his/her interest and time.

TASK 14: Write a letter of adjustment in response to the letter of complaint

written in the previous task. Send the letter to my email or
messenger account.

59
EXERCISE 17: Underline the correct answer from the choices inside the
parenthesis.

1. The main purpose of an (application, reply, complaint) letter is to persuade the

prospective employer that an (applicant, receiver, sender) is an outstanding
candidate to be called for an interview.
2. A (solicited, unsolicited, cover) application letter is based from an advertisement
from a newspaper, radio, television or internet.
3. The (solicited, unsolicited, cover) application letter is not bases from any
advertisement.
4. A (resume, cover letter, application) is a record of the personal, educational
background, and experiences of a person applying for a (job, loan, school).
5. The (chronological, functional, intentional) resume gives emphasis on the
applicant’s skills and abilities.
6. The (chronological, functional, intentional) resume is structured in reference to
the position and experiences listed from the most recent.
7. The letter of (reply, complain, invitation) is inviting the presence of a person in a
particular event.
8. The letter of (reply, inquiry, adjustment) is seeking information about people,
services, products, catalogues, prices, and policies.
9. The letter of (inquiry, reply, adjustment) is the reply expressing the writer’s
appreciation of the sender’s interest on a particular goods or services.
10. The letter of (complaint, adjustment, order) is written to place an order.
11. The letter of (complaint, adjustment, order) is written regarding grievances
about goods and services.
12. The letter of (complaint, adjustment order) is written in response to the
complaint received from individual persons or businesses.

MODULE 6

POLICE REPORT WRITING

INTENDED LEARNING OUTCOMES:

At the end of module 6, learners are expected to:

1. Explain the basics of police report writing;

2. Enumerate the classification of police reports;
3. describe each type of police reports;
4. tell what a police blotter is;
5. read a news report and classify the 5W’s and 1 H; and
6. apply the concepts of investigative report writing.

The Basics of Police Report Writing

Police report writing is complex because it demands constant practice and

application of some fundamental principles of writing like perspective, selection, and
organization.

Perspective refers to the point of view from which the investigator presents the
findings of his or her report. For maintaining the objectivity of the report, the third

60
person point of view should be used, the writer referring himself as the “investigator” or
“the police officer.”

Selectivity is vital in relation to the investigator’s decision about the facts and
information that is to be included. He or she should discard irrelevant details to arrive at
a coherent report, and should only report facts that are composed of physical evidence,
statement, and investigation. An effective writer should be able to make a distinction
between facts and opinions.

The specific details of the organization of the report should be followed after the
investigator had conducted and gathered the evidences in the investigation. The
chronological sequence of reporting should be used, putting the specific details in
supplementary sections as presented in an outline, and applying the rules in writing and
stylistics.

The 5 W’s and 1 H of Police Reports

The WHO, WHAT, WHEN, WHERE, WHY and HOW are the most important
questions that an investigator must consider in writing his reports, because these
questions cover the essentials of police report writing.

In police reports, the WHO, WHEN and WHERE generally appear at the
beginning of the paragraph. It is vital that the reader should know the persons involved
in the incident, the specific time and date which it happened, and the place or location
where it happened. The WHAT and HOW generally answer all the questions throughout
the whole report. Depending on the situation of the report, the WHY may appear either
before or after the WHAT. The examples below how a list of the derivation of these
questions.

61
Exercise 18. Read the news report below for your answer. Classify the 5 W’s
and 1 H questions by identifying the statement or words that
answer them. Write your answer in the blanks provided below.
The first item in WHO is done for you.

62
 WHO: a 38-year old man___________________________________________
_________________________________________________________________
_________________________________________________________________

WHAT:___________________________________________________________
_________________________________________________________________
_________________________________________________________________

WHERE:__________________________________________________________
_________________________________________________________________
_________________________________________________________________

WHEN:___________________________________________________________
_________________________________________________________________
_________________________________________________________________

WHY:____________________________________________________________
_________________________________________________________________
_________________________________________________________________

HOW:____________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________

Exercise 19. Read the news item carefully; identify what question the
underlined word answers. Categorize the underlined words by
rewriting in the space provided. Some of the 5 W’s and 1 H
may be repeated.

63
 1. Where-Cebu, Philippines_________________________________________
2. ______________________________________________________________
3. ______________________________________________________________
4. ______________________________________________________________
5. ______________________________________________________________
6. ______________________________________________________________
7. ______________________________________________________________
8. ______________________________________________________________
9. ______________________________________________________________
10. ______________________________________________________________
11. ______________________________________________________________
12. ______________________________________________________________
13. ______________________________________________________________
14. ______________________________________________________________
15. ______________________________________________________________
16. ______________________________________________________________
17. ______________________________________________________________
18. ______________________________________________________________
19. ______________________________________________________________
20. ______________________________________________________________
21. ______________________________________________________________
22. ______________________________________________________________
23. ______________________________________________________________
24. ______________________________________________________________
25. ______________________________________________________________
Writing techniques in Police Reports
Soriano (2005) stressed that narration is the most effective type of writing in
police reports, since narration deals with events and chronology of actions.
Below are some points to consider in writing police reports:
1. Avoid writing needless information
2. Go directly to the point
3. Be concise but complete
4. Go for neatness, it counts
Moreover, Rutledge (2006) suggested these point for further consideration in writing
police narratives.

1. Identify and know how to use quotations in the report

2. Don’t replace facts
3. Never make unsupported assessment about someone else’s abilities,
perception, or state of mind
4. Present facts rather that state of mind
5. Never give a misleading information
6. Make a recapitulation of the report
Suggestions in Improving the Readability of a Police Report
Below are examples of words and phrases that add nothing but extra work for
the writer and the reader.
WORDY EXPRESSIONS BRIEF EXPRESSIONS

64
made an effort
made an attempt tried
endeavored
attempted
maintained surveillance
lance over watched
kept under observation
visually monitored
related
stated said
verbalized
articulated
informed
advised told
indicated
communicated verbally
Initiated
Instigated
Commented began
Inaugurated
Originated
alighted from got out
exited
dismounted
telephonically contacted
reached via landline phoned
contacted by phone
Responded proceeded
went, walked, drove
placed under arrest arrested
effected an arrest on
altercation
mutual combat fight
physical confrontation
exchange of physical blows
at this point
at this time then
at which time
at which point in time
visually perceived
visually noticed saw
observed
viewed
was in the possession of
had possession of had
requested
inquired asked
queried
presently
currently now
at the present
at this time
prior to
previous to before
in advance of

65
subsequent to after

for the purpose of for

for the reason that

in order that so

in reference to
reference
in regard to about
regarding
on the subject of
In order to
With the intention of to
With the objective to
due to the fact that
considering that
as a result of the fact that because, since
in light of the fact that
in view of the fact that
6’ in height 6’ high, 6’ tall
2’ in width 2’ wide
3’ in length 3’ long
8’ in depth 8’ deep

Exercise 20. Each statement contains wordy expressions, crash out the
wordy expressions and replace it with the brief one. Make sure
to maintain the correct grammar, and write the sentence in the
space provided.

1. I made an effort to pass a good report to the deputy Director.

I tried to pass a good report to the deputy Director.___________________

2. The police maintained surveillance over the property for two months.
_____________________________________________________________
3. The police kept the warehouse under observation.
____________________________________________________________
4. The suspect verbalized that he did not commit the crime.
_____________________________________________________________
5. She communicated verbally to the police the exact location of the explosives.
______________________________________________________________
6. A riot was instigated before the morning roll call of the prisoners.
______________________________________________________________
7. I saw him alighted from the stolen vehicle.
______________________________________________________________
8. The victim telephonically contacted the police station after the incident.
______________________________________________________________
9. A police officer affected an arrest on the law violators.
______________________________________________________________
10. An altercation ensued between two gangs.
_______________________________________________________________

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 11. A physical confrontation happened between the police and the group of rallyists.
_________________________________________________________________
12. There was a verbal altercation before he hit the victim in the forehead.
_________________________________________________________________
13. As of the present time, there is no lead to the whereabouts of the perpetrators.
_________________________________________________________________
14. The death of the young woman is as of this time still a mystery.
_________________________________________________________________
15. The investigators queried about the constant companion of the suspect.
_________________________________________________________________
16. She visually perceived a dead body lying in the sidewalk.
_________________________________________________________________
17. She was in the possession of the prohibited drugs when the police apprehended her.
_________________________________________________________________
18. Prior to the murder, she heard a loud scream from the other room.
_________________________________________________________________
19. Subsequent to his testimony, the principal witness disappeared.
__________________________________________________________________
20. He was investigating on the subject of the unidentified body found in the sidewalk.
___________________________________________________________________

Classifications or Police Reports

Police reports are classified as the following: Technical Reports, Problem

Determining Reports, Problem Solution Reports, Fact-Finding Reports, and Performance
Reports.

1. Technical Reports. These are reports dealing with technical and specialized
subjects.
2. Problem Determining Reports. There are reports on identifying the existence
and causes of certain problems.
3. Problem Solution Reports. These are reports on identifying the processes
and solutions of certain problems.
4. Fact-Finding Reports. These are reports on the methods of logical gathering
and presentation of data.
5. Performance Reports. These are reports referring to the activities,
operations, and status of individuals within a unit or organization.

Types of Police Report

Police reports are of different types, and these are some examples: Spot Report,
Special Report, Beat Inspection Report, Situation Report, Wanted Persons Report,
Homicide Report, Miscellaneous Incident Report, Arrest Report, Investigation Report,
and Traffic Accident Report.

1. Spot Report. This is a verbal or written report done within twenty-four hours
after an important incident. This report is written to inform an immediate chief
or those in higher position of particular occurrences in his or her command of
responsibility. In some cases, a spot report may be in the form of a radiographic

67
 message if the reporting unit is far from the receiving office. The following are
indicated in a radiographic message: Originating office, Addressee, Cite
numbers, Precedence actions, Precedence info, Date-time group, Text written in
capital letters.

2. Special Report. This is written by a police or unit based from a directive or

instruction from higher police officers, this report follows the memorandum
format of correspondence. The commander or chief signs this report or an
authorized person signs if the commander is not around. This report should
contain the following:
 Rationale - specifications and details related to the problem
 Action – the expected action or response the receiver or reader will
do after reading the report

3. Beat Inspection Report/After Patrol Report. This is one of the widely

practiced written forms of communication in a station. This is a routine report
because the duty beat supervisor submits this report daily; those assigned on
beat inspection do their routine check on foot, while those on patrol sectors use
patrol cars. The Beat Inspection and After Patrol Reports use the memorandum
format.

68
TASK 16. 1: Interview a Beat Patrol Officer on the following:

1. How is Beat Patrol done

2. Identify the personnel involved in Beat Patrolling
3. How is Beat Inspection Report written
4. Provide a sample copy of an actual Beat Patrol Report

TASK 16.2: Research on website https://www.youtube.com/watch?v=V1Xk4bdUU_E,

watch the video and write a short paragraph about it.

69
4. Situation Report. Also known as SITREP, this is similar to patrol report which
is submitted every eight hours but on a need-only basis.

It is important when reporting on a situation to higher authorities, to

present the information in a way that is concise, easily transmitted on unreliable
radio or telephone systems, easily read and which covers key areas. Normally,
they are sent to some central control authority at set times of the day or week,
to provide a ‘snapshot’ of the situation as it develops. This also helps to cut
down the pressure on communications that may themselves be disrupted or
reduced. The value od SITREP is to help both the area affected and local and
government authorities to deal with the disaster and ongoing developments in it.

1. Completing the SITREP covers all key aspects of community survival.

2. A structured message is easier to carry as a document or to send
over radio or the telephone.
3. The SITREP can be copied to organizations with different
responsibilities, to initiate action and ensure that action is
coordinated.
4. SITREP’s from various parts of an affected area can be used to detect
variations in general need and so assist in allocating resources most
effectively.
5. SITREP’s form a record for the future of the actual situation and the
results of action to deal with problems.

Preparing SITREP:

1. Gather information on each aspect covered by the SITREP.

Remember that this can be done by several people and the
information assembled centrally.
2. Draft SITREP at an agreed time, preparing one copy to file locally and
one to be taken or transmitted to higher authorities.
3. If possible, arrange for the message to be sent through secure
official channels (e.g. Fax, Police radio, local authority radio) that are
hard for others to interfere with or to monitor for a malicious
purpose.
4. Alternatively, send a copy of the SITREP by messenger or transmit by
the most secure channel available (in order of security, line
telephone, mobile telephone, amateur radio, CB radio).
5. Prepare a modifies version of the SITREP as headed paragraphs for a
news bulletin for local Rest Centers and official notice boards.

SITREP Classification:

In view of the Government advice, it is wisest to adopt those

categories, which match the effects of the disaster rather than the cause.
The following classifications are advised but may need to be modified
according to events:

1. To: (The Police or local authority control centre in charge of relief

operations).

70
 2. From: (Author of the Report e.g. Community Council, Community
Volunteer)
3. Date and Time of SITREP draft.
4. Area referred to in the SITREP (e.g. location, type and scale of
crisis).
5. Nature of the Emergency (e.g. location, type and scale of crisis.
6. Law and order situation (Used ONLY in the absence of any Police
presence)
7. Medical Situation (e.g. persons killed, missing or injured, medical
support or ambulance needs, vulnerable people needing support)
8. Feeding Problems (e.g. food or drinking water shortages,
emergency feeding or delivery requirements)
9. Welfare Problems (e.g. accommodation, rest centre, social service
needs, vulnerable groups needing support)
10. Road Access (e.g. roads blocked, best routes in)
11. Telephone and Radio Communications (e.g. systems available and
any disruptions)
12. Public Utility Availability (e.g. disruptions to water, electricity, gas
and sewerage)
13. Organizations Active (e.g. Emergency services, Voluntary Aid
Societies, WRVS, Emergency Volunteers, local authority services
and commercial firms)
14. Local assessment of the general situation (keep it brief)

Source: http://www.dalbeattie.com/domesticcivildefence/sitrep.html

TASK 17. Interview a Police Officer on the following:

1. Discuss the similarities and differences of a SITREP in comparison to other

police reports
2. Procedure in writing a SITREP
3. Provide a sample copy of an actual SITREP

71
5. Wanted Person Report. Using the notice on Wanted Person Report, this
report is about those persons who are wanted by the Police. This report is
done in four (4) copies to be submitted to the following:

1. To the PNP Provincial Director or to the PNP Chief in Camp

Crame if the province is not under the provincial commander.
2. To the Department concerned which will have the original
copy in the “Persons Wanted File”.
3. To the National Bureau of Investigation which will have one
copy.
4. To the Rouges gallery which have the fourth copy.

6. Homicide Report. Depending on the frame of the arrival of the police

officer, this report varies; as the police may be the primary officer, or if the
officer arrives when the homicide is in progress, or when the homicide
victim is somebody important information included in the report are the
records of the notifications the officer made, the arrival of the persons such
as detectives, crime lab, medical examiner. The report is primarily a
chronological record of activity regarding the crime scene.

7. Miscellaneous Incident Report. Also known as MI Report, this is used to

document any incident situation, or circumstance that may or may not be
designated by a particular title. The purpose of this report is simply to
maintain the integrity of the department’s reporting system.

72
 8. Arrest Report. Based on information received, this provides probable cause
for warrant/ warrantless arrest. A follow-up report may be required under the
original case number listing the arrest information such as date, time, location,
etc.

9. Investigation Report. The investigator writes an investigation report to

achieve these objectives for the following:

 Record – provides a permanent official record of the pertinent information

procured during the course of the investigation.
 Leads – provide other investigators the information relevant to further
advance their own investigation.
 Prosecution action – a statement of facts on which designated authorities
may base a criminal, either for corrective or disciplinary action.

Like any other reports, an investigation report is subject to close scrutiny at

all levels of command, therefore it must be grammatically correct, it must use
correct and appropriate abbreviations, and it must be free from slang,
colloquialism, and unnecessary technical terms.

73
 There are three classifications of investigation report namely: the
Initial or Advance Report, the Progress or Follow-up Report, and the Final Report.

 Initial or Advance Report- this is an advance information on a new or fresh

case assigned to an investigator; it is written immediately submitted after
the investigation of the case.
 Progress Report- this is a written narration of facts developed by the
investigator in the course of the follow-up investigation. This is a report on
subsequent details which are very vital to the case but have not been
incorporated in the initial report.
 Final Report- a complete written narration of facts based from a thorough
investigation of the case. This is a result of evaluation summation, and
analysis of all facts and circumstances of the case.

Points to Remember in Writing the Initial/ Advance Report

1. Paragraph No. 1 is the introductory paragraph of an initial report.

2. The objective of the introductory paragraph is to point out the reader the
statement of the objective, and the subject of the report.
3. After representing the introductory paragraph, the report writer will proceed
with paragraph No. 2, narrating the facts gathered in the course of the ongoing

Points to Remember in Writing the Progress Report

1. In the Progress Report, the statement of the objective or the subject of the
report is changed.

1. The opening statement of the introductory paragraph is also changed

from Initial Report to Progress Report
2. For administrative purposes, the case number is not mentioned, an
original number is assigned to every new fresh cases throughout the
investigation until it is solved.
3. The report progresses through the follow-up investigation done by the
investigator.

Points to Remember in Writing the Final Report

1. The final report bears the mark “CASE SOLVED/ CLOSED”

2. It has three parts, namely: heading, body, ending:

1. The heading has the same letterhead, case number, date, nature of
the crime. The introductory paragraph presents the original facts of
the case.
2. The body has the main contents of the report and related facts about
the crime and the final sequence of events are unfolded here.

74
3. The ending has the usual administrative data like the signature of the
report writer, the official endorsement of the section, and the
department offices.

75
TASK 15. Applying the concepts of Investigative Report Writing, write the
following:

1. Initial Report
2. Progress Report
3. Final Report

Base the contents of your report from the news story below, for the
information that are not found in the news you may apply your own fictional data to
complete the report.

76
10. The Traffic Accident Report. This report is written by the officer who
investigates the accident. This contains all the information about any vehicular accident
whether it is fatal or non-fatal, the nature of the damage of any property, the location
of the accident and its causes. Delizo (2008) pointed out that the officer of the case
should do the following:

1. Uniform traffic accident report system.

2. Preparation of traffic accident report is done by competent, bonafide, traffic
investigator.
3. Submission or reports such as evidence gathered, diagram, sketches, sworn
statements of the witnesses.
4. Traffic investigation report will be accomplished in 5 copies for:
- Courts or prosecutor’s office
- TRAFCOM (TMG)
- The Investigator
- The Insurance Company for party involved #1
- The Insurance Company for party involved #2

77
TASK 18. Read the news report carefully; use the facts in the news as your
initial information in making a Traffic Accident Report. Fill in the
Traffic Investigation Form with the appropriate facts, for some
blanks where the facts are not appropriate, you may use your
own fictional information leaving no blanks to complete your
report.

78
TASK 19. For additional knowledge on police report writing, watch this video
on https://www.youtube.com/watch?v=09LFZ-1_HNU, then write a short
reflection about it.

The Police Blotter

The National Headquarters, Philippine National Police issued Circular No. 05 on

December 0, 1992 entitled “ Prescribing a Uniform Police Blotter for the Philippine
National Police.” This Circular mandated the different police offices and units in the
country to follow the said for4m and usage of Police Blotter.

What is a Police Blotter?

This is a daily record of events in a police unit or command; these daily events
have details for legal and statistical purposes. The police blotter is a hardbound book
measuring 12 inches by 16 inches. Printed in the front cover is the name or designation
of the police district or station, the number or book number, the series number, and the
period covered.

The contents of the police blotter entry should answer the WHO, WHAT, WHY,
WHERE, WHEN, HOW and the DISPOSITION OF THE CASE. The following are possible
incidents or transactions in a police blotter:

1. Reported and recorded violations of laws and ordinances

2. Calls taken and action done by any PNP dispatched personnel
3. Reports and information about fire alarms received by the station
4. Prisoner’s movements and corresponding notations
5. Reported cases of missing and found persons, animals, and properties
6. Vehicular accidents requiring police actions
7. Suicides, bodies found, and personnel injuries
8. Property damage
9. Arrests
10. Miscellaneous cases

Points to Consider in Writing a Blotter Entries:

1. Enter clear, concise, simple handwritten entries that answer the 5 W’s and 1
H.
2. Facts are the only acceptable entries in the blotter.
3. Use black or blue ink pen in writing the entries.
4. Suppression and misinterpretation of information in the blotter is punishable.
5. Entries are consecutively numbered and written in longhand.
6. Each blotter page is consecutively numbered leaving no blank between two
entries.
7. Development of a case reflected in the blotter is a new entry at the day and
time it was reported, but still making a reference to the previous entry
number is still required.

79
 8. Thee Duly Sergeant Duty Officer, Complaint Desk Officer will write the actual
blotter entries and sign them at the end of their duty.

Units Required and Supply Accountability of Police Blotter

1. All police blotter should be maintained by a police station.

2. All PNP operating units or Divisions in the Metropolitan Police District,
together with the stations and substations, should maintain a separate
blotter.
3. The General Headquarters, Philippine National Police should supply police
blotters to each PNP command reflecting the same as accountable items on
their property books.
4. It is the responsibility of the PNP unit commander to properly maintain, use,
safe keep, and account the police blotter.
5. Police forces shall continue to use the present blotter, provided the forms
and rules should be followed.

Sample Blotter Page:

ENTRY NO. DATE TIME EVENTS/INCIDENTS DISPOSITION

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FINAL ACTIVITY:

(1) Choose a police station that you want to visit. Write a formal letter noted
by me as your subject teacher, your adviser and your Dean, requesting an
appointment with any Desk Officer in charge of the Complaint
Department. Gather information through an interview on how a blotter
entry is made; identify what cases are available for public access, and
what are not. Provide a sample copy of any available entry and write a
short description whether it has followed the prescribed rules in writing
blotter entries.

(2) Research on Circular No. 5 issued by the General Headquarters, PNP

dated December 10, 1992 entitled “Prescribing a Uniform Police Blotter for
the Philippine National Police.”

Based on this circular, do the following:

1. Identify the contents of the said circular

2. Relate the contents of this Circular to the blotter entry
obtained in your Final Activity. Discuss in a short paragraph
whether or not the rules are followed regarding the uniform
entry for police blotter.

81
REFERENCES:

Nano, Maria Cristina B, et.al., Technical Report Writing 1 for Criminology Students and
Professionals (2012), Wiseman’s Books Trading, Quezon City,

Nano, Maria Cristina B., et.al., Technical Report Writing 1 for Criminology Students and
Professionals (2014), Wiseman’s Books Trading, Quezon City,

Pioquinto, Paulino V., et.al., Technical Report Writing 2 for Criminology Students and
Professionals (2014), Wiseman’s Books Trading, Quezon City,

https://www.youtube.com/watch?v=09LFZ-1_HNU

https://www.youtube.com/watch?v=V1Xk4bdUU_E

https://www.menlo.edu/wp-content/uploads/2015/03/SUBJECT-VERB_AGREEMENT.pdf

https://www.youtube.com/watch?v=LfJPA8GwTdk

https://www.scribd.com/presentation/324621021/POLICE-REPORT-WRITING-LECTURE-pptx

https://www.slideshare.net/PoliceConsultant/police-report-writing

http://www.yourpolicewrite.com/wp-content/uploads/2010/07/Guide-to-Report-Writing2.pdf

https://www.slideshare.net/AdityaGupta11/business-47279004

https://www.inc.com/business-insider/email-etiquette-rules.html

https://www.inc.com/business-insider/email-etiquette-rules.html

https://www.inc.com/business-insider/email-etiquette-rules.html

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