TECHNICAL ENGLISH

POLICE REPORT WRITING

C o l l e g e of Criminology
2nd Semester, S.Y. 2 0 2 1 - 2 0 2 2
PREFACE
Technical report writing is one of the most
important skills in the PNP Organization. It
is also considered one of the most
neglected Abilities. This is a very
indispensable skill so that our criminology
students as future police officers will
perform their duties effectively.
This module provides the basic police reports
investigation formats, forensic request
formats, and legal forms which are usually
written by police officers in the police stations.
 L e s s o n 1:
Introduction to technical writing
BACKGROUND

Writing is one of the most indispensable

skills that a learner should develop to be able
to express his or her ideas effectively. It is a
skill that every student should master for
efficient expression of ideas. Similarly, this
skill is needed in all types of professions and
jobs especially because communication is a
vital component of any endeavor.
SIGNIFICANCE OF TECHNICAL WRITING

Technical writing is a skill that must be acquired not only

by every criminology students, 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, 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 output.
SIGNIFICANCE OF TECHNICAL WRITING

With all these demands, the need for developing

technical 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.

The diagram in the next page exemplifies more on

the importance and significance of technical
writer’s skills and his expertise in relation to
achieving good technical output.
 THE
TECHNICAL
WRITER

Has the expertise

In writing

Has the skills

ABLE TO PRODUCE GOOD REPORTS

DEFINITION OF TECHNICAL WRITING

The word “Technical” comes from the Greek

word ‘techne’ that means “skill”. Technical
writing then is a form of technical skills and is
used in fields like the military, police, computer
industry, robotics, finance, consumer electronics,
biotechnology and many other fields.
Technical writing according to Vicente, et al
(1997) is also termed as report writing which is
giving an account or description of an aspect of a
particular art, science, trade or professional
learned experience, study observation or
investigation.
 As stated further by Vicente, et al (1997)
technical writing is a process that involves three
element:
1. The subject matter
2. The study or the investigation
3. The organization and presentation of the
information gathered.

These three elements could be best exemplified

when an investigator writes and investigation
report, he then makes a careful investigation, and
studies through observation, analysis,
experimentation, and instrumentation.
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. 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
Mills and Walter (1988) pointed out important principles to
be considered in technical writing. These principles are
enumerated as follows:
• The writer of a report must have a specific reader or
group of readers in mind
• He must decide what the specific purpose of his report is
and make sure that every part of his report contributes
to that purpose.
• He must use specific, single, concrete word and familiar
language will not be misinterpreted.
• He must make his report very presentable in format. The
layout must conform with the standard forms of writing
TWO IMPORTANT FACTORS OF
TECHNICAL WRITING

• THE PURPOSE

• THE SUBJECT
SUBJECT MATTER

• REFERS TO THE OBJECTIVE INFORMATION THAT

THE WRITER WANTS TO CONVEY.

PURPOSE
• REFERS TO THE GOALS THAT THE WRITER
WANTS TO ACHIEVE FOR HIMSELF AND HIS
READERS AFTER PRESENTING HIS WRITTEN
OUTPUT.
T W 1. These are the concepts and information
that point to the completion of a specific
E R PURPOSE
task and decision on the part of the
writer and the reader.
C I
2. This is the analysis on the events and its
implications in relation to the written text
H T
3. It convinces, persuades and influences
the readers
N
I
I
C
N 1. This is the objective information of a
written material

A G SUBJECT
2. This tells the reader what to do, and how
to do a particular reading task.
3. This gives information about recoded
L data in criminology, military, business,
education and the like.
QUALITIES OF A GOOD
TECHNICAL REPORT
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 a particular text, therefore, materials that are briefly and
completely written may help readers save time.

2. CLARITY
• This is a condition of writing where ideas are simplified by making it
easier for the readers to understand. This is achieved by providing further
examples, illustrations, or diagrams in order to clarify the text. A
conscientious writer considers that not all readers are well-versed with
specific terminologies, therefore it is his responsibility to convey his ideas as
clearly as possible.
QUALITIES OF A GOOD
TECHNICAL REPORT
3. COMPLETENESS
• This is a quality of writing where the ideas in the paragraph are entirely
and absolutely free from inconsistencies and errors in 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 a 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.

The main function of technical communication is to

convey specific messages to specific readers.
 Technical
medium
communicator

feedback receiver

Cycle of Technical Communication

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.
 TECHNICAL COMMUNICATOR

PUBLISHES CREATES EDITS WRITES DESIGNS PREPARES

TECHNICAL DOCUMENTS
CHARACTERISTICS OF A GOOD
COMMUNICATOR
A good communicator is a person who has
developed his good writing skills, has mastered all
the conventions of written language, and has good
characteristics
1. Know 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
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 artist, 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 for 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
 L E S S O N 2:
G R A M M A R A N D ME CHANICS
Standard English
is the most widely accepted form of
English Language. It is generally used in
media, business and professional
correspondence, private and government
agencies including academic institution.
Non Standard Standard
a n/o of a native of
1 5 y/o 1 5 years old
a res. of a resident
a res. a t # 6 5 of
OOA a resident at No. 6 5
ICOW on or about
KIA in correction with
MIA killed in action
missing in action
Standard English
WORDY BRIEF A ND CONCISE
1 8 y e a r s of a g e 1 8 years old
2:00 p m t o 5:00 p m 2:00 to 5:00 p m
I n the m o r n i n g AM/ A.M.
I n the af ter n oon PM/ P.M.
I n the e v e n i n g PM/P.M

JA RGO N LAYMAN’S TERM

N e t w o r k security k ey Password
R e g r e t t a b l e ev en tuali ty of failure of War
the deterrence policy
M a s t e r p i e c e s of c om pl ex iti es Government pronouncements

INCORRECT CORRECT
To follow To follow
To follow ed To
To b e follow follow
Will fol low s To be followed
Will follow
S P E LL I N G
Spelling is a very important part of police report writing. Below are
commonly misspelled words. Study them so that you can write these
words correctly in your police reports.

Commonly Misspelled Words

Absence
Accom m odate
Becoming
Before
Citizen
Coming
Discipline
D o es
RULES ON SPELLING
The Oxford English Corpus, an electric
collection of over 2 billion words of real
English, provides the different rules
pertaining to spelling which is a very vital
component in order to write effective police
reports.
Correct S p e l l i n g S p e l l i n g A dv i c e Common Misspelling
Accommodate two cs, two m s Accomodate,
Accommodation accomodation

Ach i eve i before e Achieve

Across one c accross
CAPITALIZATION
In writing police reports, observe the proper rules on capitalization.

1. Capitalize the beginning of every sentence.

Examples: The arrested suspect is still under the custody of
Calamba City Police Station.
2. Capitalize proper nouns.
a. Persons
Prof. Eric P. Paligat
Pat Mark Jefferson L Arzola
b. Places
Continents: Asia, Australia, Europe, Africa, North America
Countries: Philippines, Singap ore, Japan, U S A
3. Capitalize specific entitles.

Organizations: Philippine National Police, Armed Forces of

the Philippines
IRREGULAR VERBS

English verbs follow the three basic

forms: the base form (infinitive), the simple
past, and the simple past participle. Most
verbs are regular verbs where the base form
to simple past are formed by adding – d or –
ed while the simple past and the past
participle are spelled alike and formed by
adding –edto the base form such as the
following;
BASE FORM
Add –e d. S I MP L E PAST P A S T PARTICIPLE
Cook cooked cooked
Walk walked walked
Kiss kissed kissed
Add –d.
BASE FORM S IMPL E PAST P A S T PARTICIPLE
Cook cooked cooked
Walk walked walked
Kiss kissed kissed

Conversely, irregular verbs do not follow this structure. Their

transformations are unpredictable such a s the one below. One of the
best things to master this is to memorize these irregular verbs.
BASE FORM S IMPL E PAST P A S T PARTICIPL E
Spring Sprang Sprung
D ri n k Drank Drunk
Blow Blew Blown

Below are examples of irregular verbs.

Infinitive Simple Past P a s t Participle
A Arise Arisen
B Arose B een
C Be C aug ht
Was/were
Catch
REDUNDANCIES
One way to achieve effective police report
writing is to eliminate the use of repetitious
expressions.
• ( ABSOL U T EL Y ) • Alternati ve
A (CHOICE) essential
. • Bald (-headed) (boat) marina
•
B.
HOMONYMS
H o m o n y m s are words that sound alike, but
have different meanings. They generally
include two categories of word types:
homophones and homographs.
A. A d e- drink type, a s in Ai s le- wa lk wa y
lemonade I’ll- I will
Aid- to help or a s s i s t Isle- i s la n d
Aide-assistant

B.
Berry- fruit f r om a b u s h B a s e - b o t t o m par t
Bu ry- to p u t B a s s - d e e p or low
underground
DEFINITIONS OF POLICE LINGO
A N D JARGON
For a co mmo n understanding of the terms used, the following
definitions are taken from the PNP Police Operational Procedures
(POP) 2 0 1 3 and the PNP Directorate of Investigation and Detective
Management (DIDM) Criminal Investigation Manual 2011.

▶ A R B I T R A R Y D E T E N T I O N – Arbitrary detention begins not

merely form the moment a person is locked up in prison cell but
the moment such person is deprived f his liberty without legal
grounds. And it ends only when such person is absolutely freed
from any restraint on his person.

▶ A R R E S T - It is the taking of a person into custody in order that

he m a y be bound to answer for the commission of an offense.

▶ B U Y B U S T O P E R A T I O N – Is an entrapment technique employed

by a peace officer as an effective way of apprehending a criminal
in the act of the commission of the offense.
 L E S S O N 3:
POLICE BLOTTER A N D POLICE REPORT
WRITING
M a i n t e n a n c e of a Police Blotter
Each PNP operating unit shall maintain an official
police blotter where all types of operational and
undercover dispatches shall be recorder containing
the five “Ws” (who, what, where, when, and why)
and one “H” (how) of an information.

A Police Blotter is a logbook that contains the daily

registry of all crime incident reports, official
summaries of arrest, and other significant events
reported in a police station (PNP Police Operational
Procedures 2013).
Police Blotter for C a s e s
i n v o l v i n g W o m e n a n d Children

A separate Police Blotter, however, shall be

maintained for crime incident reports involving
violence against women and children and those
cases involving a child in conflict with the law
to protect their privacy pursuant to Republic
Act (RA) 9 2 6 2 (Anti-Violence Against Women
and Children Act of 2004) and RA 9 3 4 4
(Juvenile Justice and Welfare Act of 2006,
respectively (PNP Police Operational Procedures
2013).
C o n t e n t s of the Police Blotter
Entry
The entries in the Police Blotter should
answer the following:
1. Who
2. What
3. Where
4. When
5. W h y
6. How
7. Disposition of the Case
S a m p l e of a Police Blotter
Entry
E N T R Y N O. D ATE TI M E INCIDENT/EVENTS DISPOSITION
2 0 1 5 -0 6 9 6-10-2015 8:10 A M At the stated date and time, an For referral to
alleged shooting incident the investigation
transpired along National Section.
Highway, Brgy. Bucal, Calamba
City Laguna. Upon receipt of
information, the operatives of
this office responded
immediately to the crime scene.
The victim was identified as
Romeo S. Tigasin , 3 8 years old,
married, carpenter, and a
resident of Brgy. Halang, this city.
The suspect left immediately
after the commission of the
crime heading toward unknown
direction. The victim was brought
to the nearest hospital at JP
Rizal Memorial Hospital for
medication.
THE 5 W s A N D 1H OF POLICE
REPORTS
A. Who?
These questions include the complete and
correct name of all those who were involved in
the incident such as the victim/s, suspect/s,
witness/es and whosoever m a y be listed as
present during the incident.
B. W h a t ?
These questions are directed to the crime being
committed. Police reports Sometime indicate
the crime committed based on the revised
penal code (PRC) Like Murder, Homicide, or
Rape a m ong other.
C. W h e r e ?
These questions are concerned with the geographical
location of the crime scene, property, or evidence.

D. W h e n ?
These questions include the date and time when the
felony/offense/infraction was committed, property found,
suspect apprehended, etc. (Soriano, 2005).

E. W h y ?
These questions provide the object of desire which motivated
the commission of the crime.

F. H o w ?
These questions pertain to the manner in which the crime was
committed.
CRIME INCIDENT REPORTING
SYST EM (CIRS)

Each PNP operating unit shall also maintain and

utilize the PNP Crime Incident Reporting System
(CIRS), an electronic reporting system that
facilities crime documentation, modernizes data
storage, and N O S U s of the PNP to the National
Headquarters at Camp Crame, Quezon City. This
is also known as electronic blotter or more
popularly known as ‘’e-blotter’’ (PNP Police
Operational Procedures 2013).
 L E S S O N 4:
INVESTIGATIVE REPORT WRITING
DEFINITION OF INVESTIGATION
Investigation is the collection of facts to
accomplish the three-fold aim.
◦to identify the suspect;
◦to locate the suspect; and
◦to provide evidence of his/her guilt.

In the performance of his duties, the investigator

must seek to establish the six (6) cardinal points of
investigation, namely: what specific offense h a s been
committed; how the offense was committed; who
committed it; where the offense w as committed;
when it w as committed; and why it wa s committed.
PROTOCOLS IN INVESTIGATION

Pr o to co l 1. Jurisdictional I n v e s t i g a t i o n b y
t h e Territorial Uni t Co n cer n ed .

▶ The police station, which has territorial

jurisdiction of the area where the crime
incident was committed, shall immediately
undertake the necessary investigation and
processing in the crime scene, unless
otherwise directed by higher authorities for
certain case to be investigated by other units
agency.
Pro tocol 2.Official Blotter
▶ A police blotter is in ‘’18X12’’ logbook hard bond cover, that contains the daily
register of all crime incident reports, official s umm ar y of arrest, and other
significant events reported in police station.
▶ A s a General rule, all crime incidents must be recorded in the official police
▶ blotter.
A separate Police Blotter, however, shall be maintained for offenses requiring
confidentially like violence against women and children and those cases involving a
child in conflict with the law to protect their privacy pursuant to R.A 9 2 6 2 (Anti-
Violence Against Women and Children Act of 2004) and R.A 9 3 4 4 (Juvenile Justice
▶ and Welfare Act of 2006).
The duty police officer shall record the nature of the incident in the police blotter
containing the five “W”s (who, what, where, when and why) and one “H” (how)
of the information and inform his superior officer or the duty officer regarding
▶ the occurrence of such incident.
In answering the above 5 “W”s and 1 “H” and the case disposition, all such material
details about the incident, including the nature of the action or offense; the date,
time, and place of Occurrence; the nam es of the suspect/s, the victim/s, the
witness/es, if any; facts of the case; significant circumstances that aggravate or
mitigate the event or the crime should be entered along with the identity of the
officer to whom the case is assigned (Officer-on-case) ; and, the status of the case.
TOOLS OF AN INVESTIGATOR IN
GATHERING FACTS
Inf o r ma tio n – Data gathered by an investigator from
other persons including the victim himself and from;
a. Public record s;
b. P ri va t e re cords; a n d
c. M o d u s O p e r a n d i file

Interview – Skilful questioning of witnesses and

suspects.

I n s t r u m e n t a t i o n – Scientific examination of real

evidence, application of instrument and methods of
the physical sciences in detecting crime.
P H A S E S OF
IN V E S T I G ATIO N S
The main objective of a police investigator is to gather all
facts in order to:
P h a s e I Identify the suspect/s through (1)
confession;
(2) eyewitness testimony, (3) circumstantial evidence;
and (4) associate evidence;

P h a s e II Gather and provide evidence to establish the guilt

of the accused.
In providing the guilt of the accused in court, the fact of the
existence of the crime must be established; the accused must
be identified and associated with the crime scene;
competent and credible witnesses must be available; and
the physical evidence must be appropriately identified. The
investigator must know by heart the elements of a specific
crime.
STANDARD ME T H OD S OF
R E C O R D I N G I N V E S T I G A T I V E DATA
▶ Photographs;
▶ Sketching Crime Scenes;

▶ Written notes (what you have seen or observed);

▶ Developing and lifting fingerprints found at the

crime scene;
▶ Gathering physical evidence;

▶ Plaster cast;

▶ Tape recording of sounds;

▶ Video tape recording of objects; and

▶ Written statements of subject(s) and witnesses.

L E S S O N 5:
REPORT WRITING
REPORT WRITING
A report is a story of actions performed by
men. In Police report. It is a chronological or
step-by-step account of an incident that
took place at a given time.

NARRATIVE TECHNIQUE
A m o n g the techniques in composition
writing, narration (long or short; preferably
short, but complete) is effective in police
report. This is because narration concerns
with events, with actions, and with life in
action.
 INVESTIGATION REPORT

In criminal investigation units, the arrangement of the materials

presented in an investigation report (acronym a s IR) follows a certain
pattern.
PROGRESS REPORT
A p r o g r e s s report h as a follow up effect. Is this a follow up of initial
report previously sent? Or is this a follow up of an investigation made,
submitted ahead? Or is this merely a follow up of a project, a program?
SPOT REPORT A N D SPECIAL
REPORT
A s p o t report is that one done after an important incident took place in
a certain area (a precinct, a station, a provincial or regional police
installation, or in the General Headquarters of the Philippine National Police),
at a given time.
 BEAT I N S P E C T I O N R E P O R T
A F T E R PATROL R E P O R T
In the station level, the beat inspection
report is one of the widely-practiced written
communications. It is rout nary as it is
submitted daily by any duty inspector.
The different from the after patrol report in
terms of movement.
▶ Those on beat inspection do their routine

check on foot;
▶ Those on patrol check their assigned

sectors by using official vehicles, mobiles.

 L E S S O N 6:
PLEBS & LEGAL F O R M S
P LE B
is the acronym of the People’s Law Enforcement Board which has been
organized and intended for the city/municipal level, under Republic Act Number
6975, otherwise known as the ‘’Department of the Interior and Local Government
Act of 1990’’.
 L E S S O N 7:
M E S S A G E & OTHER ROUTINARY F O R M S
MESSAGE FORM
The m e s s a g e form is that one used when preparing radiographic
m e s s a g e s intended for transmission.
IMPORTANT T E R M S
The message, originator, drafter, releasing officer, and text are
important terms which are defined for clarification purposes.
Message
A m e s s a g e is any idea expressed in plain or secret languages
prepared in a form suitable for transmission by any m e a n s of
communications.
There are three types of messages:
Single – a m e s s a g e which ha s only one addressee.
Book – a m e s s a g e which ha s two or more addressees and is of such
nature that the originator considers that no addresses. Each
addressee m a y be either ACTION or INFORMATION.
Multiple – a m e s s a g e which h a s two or more addressees and is such
nature that the originator considers that each addressee
addressed.
ORIGINATOR
The originator of a m e s s a g e is the authority in whose n a m e
a m e s s a g e is sent, or is the c o m m a n d or agency under
direct control of the authority proving a m e s s a g e for
transmission.
DRAFTER
A drafter is a person who actually com po ses a m e s s a g e for
release by the originator of the releasing officer.
RELEASING OFFICER
A releasing officer is a person who m a y authorize the
transmission of a m e s s a g e for and in the s a m e n a m e of the
originator.
TEXT
The text is that part of a m e s s a g e which contains the idea
that the originator desires to communicate.
Determining Precedence
Responsibility
The assignment of precedence to a m e s s a g e is the
responsibility of the originator and is determined by the
subject matter and the time factor involved.
Significance
Precedence designations are employed to indicate the
relative order in which a m e s s a g e of one precedence
designation is handed with respect to all
precedence designations.
Dual Precedence
Multiple address m e s s a g e s having both action and
information addresses m a y be assigned two precedence’s:
one precedence for all action addressees and a lower
precedence for all information addressees.
Filling o u t M e s s a g e F o r m
The following instructions are to be observed by all Originating/Drafting and/or
Releasing Officers for Police Mes sa ges :
▶ For Communication Electronics Service (CES)/ Signal use, Routing Indicator, For

Operator use.
▶ Precedence-Action

▶ Precedence-Info

▶ Date-Time Group

▶ M e s s a g e Instructions

▶ From

▶ To: and Info:

▶ Security Classification:

▶ Cite/DIG/Orig No.

▶ Text (Brief. Clear.):

▶ Reference M e s s a g e

▶ Classified, YES or N O

▶ Page No. And No. Of Pages

▶ Drafter’s Name, Title and Phone Number

▶ Addresses

▶ Purely Civilian Addresses

B R IE F
In the department of National Defense, the Brief has been
used for a long time now.

ROUTING SLIP
The Routing Slip is primarily aimed at transmitting papers
from office to office within a headquarters, or from branch
to branch, within an office.

DISPOSITION FORM
The Disposition Form (DF) is the type of correspondence
which is used within a station or within an agency from
one office to another.
When Used
A DF is designed to originate action.
 F O R M AT
C o m m e n t . Each separate statement or reply on a DF is known a s “Comment.” Typed, written in
longhand, or stamped, comments are numbered consecutively, beginning with “COMMENT N R 1” Which
is printed on the form.
Se curity Classification. the security classification is marked or stamped (not typed) on the space
provided at the top and in the middle bottom of the form, as well as at the top and bottom of each
succeeding page.
File number. The file number is the file provided.
Subject. The subject is entered in the space provided, following the rules pertaining to the entries
under this section.
A d dr e s s e e . The addressee is entered after “TO”.
D ate . The date is written on the space provided.
Identification of Writer. The grade or title and last name of the writer, the initials of the typist, and
the telephone number (especially in large installations) of the writer are placed on the line below the
printed word “COMMENT”.
Body. The substance of the comment begins on the second line below the last line of the heading.
C o m m a n d Line. As a general rule, no command line will be used.
S i g n a tu r e . Only the last name of the addressor is typed (printed or stamped?) centered on the fifth
line below the last line of the body.
Enclosure. Enclosures are shown at the left margin aligned with the first line of the typed signature
and are listed, just like in other communications.
S e p a r a t i n g C o m m e n t s . Comments are separated by a horizontal line drawn one space below the
last line of the preceding comment.
Inter-Office C o m m e n t s . These comments are also called inter-office information.
C a r b o n C opies. Ordinarily, two carbon copies are prepared plain thin paper is used.
SUMMARY DISPOSITION
FORM
The S u m m a r y Disposition Form a sks particularly for a
decision; therefore, it is more applicably addressed to
somebody (a commander or a head of an office or a unit)
who can make decision.
S u m m a r y . This portion m a y include synopsis of the
basic request, a statement of the problem, the facts or
background of the subject and/or a concise discussion of
action taken to include pertinent laws, regulations and
precedents.
Coordin ation. This will contain synopsis of the
coordination made, paraphrasing the comments of the
staff action(s) concerned.
R e c o m m e n d a t i o n . This will state clearly and concisely
the specific actions(s) recommended.
BRIEFINGS

A s the word implies, a B r i ef i ng is a

presentation of selected and compressed
information for any chief or his staff and other
designated individuals to know about.

◦Information Briefing Format

◦Decision Briefing Format
◦Staf f Briefing – h a s been widely used at every level
of commands, form the lowest level to the Central
Office.
◦Mission Briefing – is used under operational
conditions where the chief imparts information or
gives instructions to smaller units.
L E S S O N 8:
ISSUANCES
MEMORANDUMS

C o m m o n practice are memorandums (or

memoranda) which are inter-office
communications dealing with official matters.
TONE OF M E M O R A N D U M
There is no strict rule governing the tone of a
memorandum.
G u i d e in P r e p a r i n g a M e m o r a n d u m
In the preceding illustrations are
memorandum forms that deviate from the
usual problem-rationale-action technique of
most correspondences.
 MEMORANDUMS
Subject. As is other forms, the subject line in a memorandum refers
to the topic or point of the document being requested to be acted
upon.
Action(s) R e q u e s te d. This portion describes the type of action
needed, including approval or disapproval of recommendations.

B a c k g r o u n d . In this case, background refers to a brief description of

antecedent factors relevant to issue or a chronological narration of
events which lead to the present situation/development, i.e. the
preparation of the document being written.
A ttachme nts. Letters, directives or legal issuances for the
operationalization of a particular bureau m a y be attached or enclosed.
Circulars. Are administrative instruction which are directory,
advisory or information in nature, more or less permanent in duration.
MEMORANDUMS
Ge n e ra l circulars. This type of administrative issuance shall contain
administrative instructions which are directory, advisory or informative
in nature, more or less general in application, permanent in duration
and requiring compliance by or observance from or information of the
employees of the PNP and the general public.
M e m o r a n d u m circulars. More or less temporary in character, the
M E M O R A M D U M CIRCULAR (popularly acronym a s M C in government
offices)deals with subjects, such a s explanations or classification of
certain rules/regulations which are to be complied with or executed by
the PNP officers and personnel.
Office circulars. Office circulars cover administrative instructions
which are directory advisory or informative in nature, more or less
permanent in duration.