FIRE
CORRESPONDENCE
F/CINSP RICHARD C TIMOSA, RN.,
[Link].
Chief, Logistics Division
FIRE
CORRESPONDENCE
the writing of memoranda,
police reports, and
civilian letters.
CHARACTERISTICS OF EFFECTIVE
CORRESPONDENCE
1. Correctness.
No error, fault, mistake, or departure from truth. In order to avoid error
which may be inadvertently done in spelling, punctuation, price,
specification, sentence structure and grammar among others, the
correspondence should be thoroughly edited.
2. Conciseness.
Brief or limited in words. We should always consider that our superiors
as well as the subordinates are always busy. They therefore have no
ample time to read wordy letters that would only tarry their work. In
fact, most of them only spot the essential information in a written
correspondence. However, concision (brief) does not mean deleting
words that count and make your statements brusque (rough in manner).
Brevity means using necessary
words only as you retain the natural
tone of your sentences.
2.a Avoid Redundancies or Superfluous Words
true facts new innovation
whether or not hold in abeyance
general consensus joined together
were as follows past experience
new recruits future plans
controversial issue protest against
completely eliminated qualified expert
definite decision reason why
Unneeded/ unnecessary
2.b Avoid Gobbledygook
These are impressive, bombastic and unnecessary use of long words and
stuffy style that complicates the message of a letter or memorandum and
makes it less understandable or readable to the receiver.
Example of gobbledygook paragraph
This pertains to your delivery that I ordered last 5 July 2019 and
was delivered yesterday, Monday, 15 July 2019 by your delivery men in
our new address in 101 Climaco Avenue, Zamboanga City that contains
several broken items.
Better paragraph :
Your delivery dated 15 July 2019 contains 20 broken chandeliers.
2.c Avoid triteness [tired old phrases or clichés]
corny
in the final analysis
hard as a rock
last but not the least
bite the bullet
cold as ice
like a new born babe
2.d Avoid misleading euphemisms or use it sparingly
(expressions aimed at politeness or at making unpleasant subjects seem less offensive)
Examples:
meet our Creator (dying)
policy of disinformation (lying to the public)
conflicts and collateral damage ( wars and civilian casualties)
downsized workers (laid-off workers)
3. Completeness
This means perfection, fullness or sufficiency of the correspondence as
regards to information and parts. Check the document if it caries all the
necessary messages intended to be transmitted. This prevents possible
clarification calls or replies that may only delay transactions including
desired actions to messages.
4. Courtesy
This is akin to acts or expressions that manifest politeness, civility,
affability, urbanity, considerateness and respectfulness. Expressions
like please, kindly, thank you so much, we are glad, we appreciate in
both oral and written communication promote goodwill.
5. Visual Appeal
Any written communication should be attractive, has visual impact and
generally looking good but not multicolored.
1. Us quality paper (Substance 20), and prescribed font size and style (Arial,
12) should be used.
2. Format, spacing, margin and indention are matters to be carefully
visualized.
3. Avoid crafting written communications by using full uppercase letters or
full lowercase letters all throughout the document.
4. Vividness may be instituted through boldface in titles, names and on
significant information for purposes also of emphasis. We should always
remember that prints with vigor, vividness and retentiveness make a document
important to the reader.
6. Tonal Appeal
Statements may exude tense, hostility, artificiality, friendliness,
naturalness or sincerity of the communicator. In several communication
situations, there are no substitutes for simplicity, straight, forward,
modern and readers words and phrases. Hence we should organize a
letter sounding like we are talking personally to our reader.
7. Accuracy
Use the words that exactly serve your purpose. What exactly do you
mean? Have you made your readers see and feel what you want them to
see and feel? i.e. in labeling an action of a crime…What do you want them
to understand?
On Gender sensitivity
Modern writing requires us to refrain from using terms that discriminate
or show biases in the treatment of males and females.
Neutral terms should be used to manifest, fairness and equality between
sexes
Bias Fair
if a woman drives - if a person drives
businessman - businessperson
man-made - artificial; synthetic;
manpower - human power ; workforce
chairman - chairperson
salesman - salesperson; sales clerk
foreman - construction supervisor
MEMORANDUM
It is a note, a reminder, or a statement that one wishes to remember or
preserve for future use.
It evolved from a Latin term memorandus which means to be
remembered or memorare to remind.
Its various tense, forms may be done by shortening memorandum to
memo so that conjugation can be done like “memoing”, “memos”
and “memoed”.
Memorandum is definitely singular while its plural form may be
memoranda or memorandums
TONES OF MEMORANDUM
MEMORANDUM FOR
It is used by a subordinate official in communicating to a superior on
matters which are recommendatory/advisory or informative in
nature, briefings, or reports.
The tone of the memorandum from a subordinate office must be
formal.
Officials of equal positions shall use MEMORANDUM FOR in inter-
office communications but the tone may be personal.
The MEMORANDUM FOR serving as a Decision Paper shall be
used in lieu of Staff Disposition Form (SDF) as it is applicably
addressed also to a head of an office who can make a decision. The
tone must be formal. The recurring line should be incorporated in the
basic memorandum form as :
THRU: Deputy Chief for Administration and
The Chief Directorial Staff.
MEMORANDUM TO
It is used by a superior or higher office/position to a subordinate
office/position.
used to issue administrative instructions to a subordinate that requires
compliance by or information of the majority or all of the subordinate
offices or personnel in the same office/unit.
may also be of limited application such as those directed to, or
requiring performance or action by an individual or group within a
particular directorate, command, service, office, station , or unit.
- The tone of memorandum is impersonal.
GUIDELINES MAKING OF MEMORANDUM
A memo is a written business communication that conveys basic information.
Standard tips for writing memorandums may include simple stylistic
elements. For example, the word "Memorandum" should be in a
significantly larger font, bolded and either centered or placed in the top
left-hand corner.
Directly under the word "Memorandum" will be your recipient - "TO,
FROM, RE (or subject)" as well as the date in which you are writing the
memo. Under that you will want to begin the content of your
memorandum.
MEMORANDU
M
TO / FROM :
ATTN :
SUBJECT :
DATE :
___________________________________________________
Reference:
For distinction however, memorandum shall be used between offices
within the PNP, BJMP, and BFP only. Letters shall be used for
communications intended for offices outside the PNP, BJMP, and
BFP.
Memorandums shall be numbered consecutively by calendar years. The
first two digits shall represent the last two digits of the calendar years
when the issuance was prepared, and the number after the hyphen
shall represent the serial number of the specific issuance. The last two
digits shall be immediately below the last letter of the issuance category
or type, as
MEMORANDUM
No.92-9
Punctuations shall be used in accordance with grammatical
principles pertaining thereto.
Prescribed formats shall be strictly followed in the preparation of letter
and memoranda.
In the absence of institutional rules, rules of technical writing shall prevail.
GUIDELINES IN MEMORANDUM FORMATTING
Subject Line
Announce the memo’s purpose of contents, to orient readers to the
subject and help them assess its importance. An explicit title also makes
filing by subject easier.
Introductory Paragraph
Unless you have reason for being indirect, state your main point
immediately.
Topic headings
Headings help you organize and they help readers locate
information quickly.
Body
-Interpret findings and draws conclusions
-Make general recommendations
-Expand on each recommendation
-Discuss benefits of the recommendations
Signature Block
The signature appears above the printed name at the signature
block below, not after the line or sender line above. A signature
authenticates, corroborates, confirms, attests or certifies the
correctness, truthfulness or veracity of the content of the instrument by
which the signature is affixed. A signature likewise carries
responsibility or accountability over the statement or information
indicated before it.
Paragraph Spacing
Indent the first line of paragraphs. Single space within paragraphs and
double space between them.
Second Page Headings
When the memo exceeds one page, begin the second and subsequent
pages with recipient’s name, date, and page number.
Example:
CINSP TIMOSA, July 12, 2019, page 2.
Place this information three lines from the page top and begin your text
three lines below.
Copy Notation
When sending copies to people not listed on the “To” line,
include a copy notation two spaces below the last line, and list, by
rank, the names and titles of those receiving copies.
Attention Line
The name mentioned immediately after the attention line is the final
receiver of the letter.
The letter is only coursed through the person mentioned in the inside
address. Coursing the letter to the addressee means that he is superior to
the person mentioned after the attention line; therefore, as a matter of
protocol should know official matters communicated to his subordinates.
Once the inside addressee received the letter and forwards the same to
his subordinate, he has likely attested, consented or approved the
purpose of the documents.
Through Line
This part appears in the letter if the sender is a subordinate who writes to
a person higher in position than his immediate superior.
It is a protocol that communications should pass through channels. These
channels represent the hierarchy of a system, the persons who should
have knowledge regarding the content of any letter communicated to any
persons in the higher levels of an organization.
CIVILIAN LETTER
Letter refers to a message in writing, which may be in any language or
in a code, contained in a sealed or unsealed envelope or not in an envelope at
all intended for delivery to a person or entity displayed legibly on one of its
faces.
A civilian letter is used when communicating with the president of the
country, cabinet members, local officials and business personalities; or
outside the organization.
Its paragraphing is not numbered, not unless in tabulation and
enumeration.
END
