GROUP

2
Technical English 1
KINDS OF MEMORANDUM
There is no strict rule governing the tone of memorandum. However, it is usually noted that the tone differs in
accordance with the person or persons reading it.

1. From a chief of office to his subordinates, the tone is impersonal, i.e., "For guidance and strict
compliance." We often used the word "MEMORANDUM TO" as addressee in this kind of
memorandum.
[Link] a writer sending a memorandum to somebody of equal rank, the tone is casually personal, I.e.,
“The undersigned noticed changes in . . .” We again used the word "MEMORANDUM TO" as
our addressee.
3.A subordinate police officer writing a memorandum to a higher police officer uses a more formal tone,
i.e., "For info and request acknowledge.” In this kind of memorandum, we use the word
"MEMORANDUM FOR" as our addressee.

One thing to remember, we use the word "MEMORANDUM FOR" when the correspondence is intended
to be sent to higher office or officer.
Police organization adopts memoranda in the following general usage: to inform; to answer; to record a
significant event; special reports; basic transmittals, and for some other purposes.
 PARTS OF A MEMORANDUM
[Link] HEADING
All the materials above the first line of the body comprise the Heading. These are the file reference or office
symbol, addressee to whom the letter is being sent, channel through which the letter will pass, addressor, subject
and date.
a. Letterhead:
Printed Letterhead stationery is normally used for the first page. If not available, a typed letterhead may be
used. Each Office has its own letterhead. In offices where more than one kind of letterhead is used, the nature of
the letter will determine which letterhead is proper. The top edge of the letterhead is normally placed ¾ inch or on
the fifth line below the top edge of the paper.

EXAMPL
E:
Republic of the Philippines
SIQUIJOR STATE COLLEGE
College of Criminal Justice Education
BSCRIMINOLOGY III-A
Poblacion, Larena Siquijor
CEL NO. 639677359831(6225)
b. File Reference or Office Symbol: It is placed at the left margin, usually two (2) spaces below the
letterhead. Each part of the reference has a meaning. File references are also used as identifying information on
the second and subsequent pages.

EXAMPL
E: NFSTI-Admin

c. Addressee: The tie of the addressee is entered after the "MEMORANDUM FOR" if sent to superior office,
“MEMORANDUM TO" if sent to subordinates, It should be written in block style with open punctuation and normally
placed two (2) spaces after the file reference.

MEMORANDUM:
FOR :The Director, HSS
d. Addressor: The title of the addressor (sender) is entered after "FROM”. Authorized abbreviations are used.

EXAMPLE:

FROM : The Assistant

Director, IAS

e. Channels: Correspondence can be routed THRU channels, through a lower Chief or Supervisor expected to
exercise control, taken action or to be concerned and normally placed two (2) spaces after the addressee.

THRU : TDCA- The Deputy Chieffor Administration

TDCO - The Deputy Chief for Operation
TCDS - The Deputy Chief for Directorial Staff
f. Attention Address: To speed routing, correspondence may be addressed to the attention of an individual or
head of a subdivision of an agency, or an office, either by reference to the name of the subdivision or by the use of
an office symbol. The name will be used only when there is a special reason for calling the letter to the attention of
the individual known to handle the type of correspondence concerned and when it is known that he/she will at the
place addressed.

Examples: Addressed to the Attention of an Individual:

MEMORANDUM:
TO Regional Director, PRO CALABARZON
Camp Vicente Lim, Canlubang, Laguna
Attn: PCAPT JUAN B DELA CRUZ
g. Subject: The subject line should contain not exceeding ten (10) words. It starts two (2) spaces below the
addressor. Title capitalization rules may be used. This means capital letter for the first letter and other important
words, and small letters for the unimportant ones. When the subject extends to two (2) lines, the second line is
blocked under the first letter of the first word in the subject.

Example:
SUBJECT : Request for Optional Retirement of
PCAPT JUAN B DELA CRUZ

h. Date: This refers to the date of signature and it is placed at the left portion of the page on the last line below
the subject. The day and year are numerals and the month may be spelled out o abbreviated. If the month is
abbreviated the year may be shortened too.

Example:
DATE March 15, 2008
 PARTS OF A MEMORANDUM
2. THE BODY:
The body of the letter is the message itself. It is the substance of the typed letter as distinct from the beginning
and ending. This part of the letter is single-spaced. The use of the third person, such as "the undersigned", “this
unit” or “this office”, is prescribed to achieve objectivity.

a. Paragraphing: When a letter consists of only one paragraph, the paragraph will not be numbered although
its sub-paragraph will be lettered, if there are two or more. When there are two (2) or more paragraphs, they will
be numbered consecutively. The second succeeding lines will begin at the left margin.

Example: Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.
a. Xxxxxxxxxxxxxxxxxxxxxxx
b. xxxxxxxxxxxxxxxxxxxxxxxx
 b. Abbreviations: This kind of communication allows abbreviations which are generally accepted in the police
service. They are usually written without spacing or periods, except geographical locations which can be written
with or without periods. If the full name is used, the abbreviated rank is permissible, if family name only, the rank is
spelled out.
However, good practice tells the writer to use abbreviations sparingly. But definitely, abbreviations are not used
in correspondence going outside the Philippine National Police.
EXAMPL
E: PMGEN - Police Major General
PCOL - Police Colonel
PMAJ - Police Major
РСАРТ - Police Captain
Memo - Memorandum

c. References: References to publications must be specific and fully identified. References will not be made to
a publication or document which is not available to the addressees of the correspondence. References to
correspondence will include the type of correspondence, file reference, office origin, date and subject.

Example:
• Reference: Memo from the Director, NFSTI dated August 2, 2007, subject as stated
above.
d. Page Numbering: The first page should not be numbered (silent pagination). Subsequent pages, including
those on which endorsements are prepared, will be numbered consecutively, beginning with the second page as
2. Page number will be centered 1 inch from the bottom of the page. The number will stand by itself, it will not be
set off by dashes, parenthesis or other punctuations.
Example:
2

e. Dividing a Paragraph: Three (3) or fewer lines will not be divided between pages. At least two (2) lines of
a divided paragraph will appear on each page. In dividing a sentence between pages, at least two (2) words will
appear on each page. The complimentary ending will not appear alone on a page without a part of a body or text.
When the space below the text is not sufficient for the close, at east two (2) lines of the paragraph or sub-
paragraph which in its entirely consists of only one (1) line may be placed on the last page together with the
complimentary ending.
On the second and each succeeding pages, the file reference and subject will be typed, beginning at the left
margin 1 1/4 inches from the top edge of the page. The date will be placed so that it ends at the right margin. The
text will be continued on the second line below the identification line.
Example:
NFSTI-Admin. Request for Optional Retirement of PCAPT JUAN B DELA CRUZ dated
August 2, 2007.
 PARTS OF A MEMORANDUM
3. Complementary Ending:
Like in business letter, there is also a closing portion in this type of communication. This refers to the material
found below the last paragraph of the body. It consists of the Authority Line (if used), signature, list of enclosures,
and list of copies.

a. Authority Line: An authority line will be shown when the correspondence is signed for the chief or head of
office by an individual authorized to do so. This reflects the fact that the communication is an expression of the will
of the chief or head of office. The authority line will begin on the second line below the last paragraph directly
under the first letter of the first word of the preceding main paragraph. It is typed in capital letter without
abbreviations. Note: A staff officer may sign under the authority line only when authorized to:

Example: 3. For guidance and compliance.

BY ORDER OF THE DIRECTOR, NFSTI:
b. Signature: The signature contains the name of the officer, signed in ink (black or blue-black, never blue or
any other color); the name being typed, stamped or printed in capital letters identical with the written name, the
officer's rank or service and title or designation.
Example:

PAUL C DE LA CRUZ, Ph.D.

Police Colonel
Director, NFSTI

The use of the double signatures is avoided. Instead of this, a designed individual may sign his own name and
add the word “FOR” in front of the typewritten name in the signature. If an individual in the police service signs
"FOR" the rank of the signing individual may be shown.
Example:

PAUL C DE LA CRUZ, Ph.D.

Police Colonel
Director, NFSTI
c. Enclosures: Enclosures are supplementary documents which are sent with communications to provide additional
information. When a letter has one or more enclosures, this fact is entered at the left side of the page.
Example:
Incls.
1- Memo from
2- Memo from
3- Memo from
Example: Memorandum Republic of the Philippines
National Police Commission
Philippine National Police
NAGA CITY POLICE OFFICE
City of Naga
NCPO-Inves
MEMORANDUM
FOR : The City Director
Attn: The Chief, Administrative Section
THRU : The Chief, Operations Section
FROM : The Chief Investigation Section
SUBJECT : Augmentation Personnel, Request for -
DATE : May 8, 2023
 FOR:
JOEL A SANTOS
Police Major
Deputy Dírector, NFSTL

The typewritten portion of the signature begins approximately one space to the right of the center of the page,
five (5) lines below the authority line fn the body. Block style end open punctuation are used. Abbreviations of rank
or service and titles may be used. By block style, the first letter of the rank is placed directly under the first letter of
the typewritten signature, but not necessarily blocking under the last letter of the typewritten signature.
 [Link]: Memorandum from R7, PRO5, re-submission of Daily Records of Events, dated May 2, 2023.
[Link] be informed that the Investigation Section has only seven (7) personnel while on the other hand, the
R7 of PROS requires this Section to submit daily the records of events.
[Link] this connection, respectfully request additional personnel to this Section do the following tasks:
a.) to encode, print and maintain the dally record of events;
b) to submit daily through e-mall the encoded dally records of events.

Further request favorable action.

OR THE CHIEF, INVESTIGATION SECTION:

ERNESTO G. CASTILLO
Police Lletenant
Asst Chlef, Inves Section

Incl:
Memo from R7,PRO5
 SPOT
REPORT
Spot Report refers to an immediate initial investigative or incident report addressed to Higher Headquarters pertaining
to the commission of the crime, occurrence of natural or man-made disaster or unusual incidents involving loss of
lives and damage of properties. Such incidents must be acted upon and reported to higher police office whether
verbal or written, within twenty four hours. The idea is to inform an immediate chief, which is a standard operating
procedure, considering the fact that whatever happens in the area is a command responsibility, or that one from
higher police office must be informed regarding the details relative to a particular occurrence. A spot report may use a
radiographic message form, especially if the reporting unit is far from the addressee or receiving higher police office
concerned. Information contained therein must be complete, answering the 5Ws and 1 H.
 EXAMPLE: SPOT
REPORT
Republic of the Philippines
National Police Commission
Philippine National Police
NAGA CITY POLICE OFFICE
City of Naga

NCPO

MEMORANDUM
FOR : The Regional Director Attn: The Chief, R7
FROM : The City Director
SUBJECT : Spot Report, re - Stabbing Incident
DATE : January 5, 2023

1. On or about 9:00AM of January 5, 2023, a stabbing incident transpired along Panganiban Drive, Naga
City, Infront of Iglesia Ni Kristo Church, wherein the victim one, JOSE DELA CRUZ y Cruz, 30 years old, married,
jobless and a resident of No. 34 Brgy. Lerma, Naga City, was stabbed by suspect one, MARIO EVANGELISTA y
Marcelino, 28 years old, single, jobless also and a resident of Brgy. Mabolo, also of Naga City.
2. As a consequence thereof, the victim sustained multiple stab wounds in t different parts of the body and
was rushed to St. John Hospital for medical treatment b was pronounced dead on arrival (DOA) by the
attending physician thereat.
3. The suspect was arrested after the incident but the weapon used was no recovered and he is now under
the custody of this Police Office for investigation an Sur Po, Not on, Tor audave aminatied. to the PNP Crime
Laboratory Service, Sur PPO, Naga City, for autopsy examination.
4. The motive of the incident is undetermined and the case is still under investigation
5. Progress report will follow.

RICARDO HABALA
SANDOVAL
Police Colonel
 INCIDENT (Traffic Accident Report)
REPORT
An incident report is a written account of an event or occurrence. The purpose of this report is to document
the exact details of the occurrence as basis for further actions of concerned public safety officers. Incident reports
are the jump-off points of investigations designed to ferret out the facts and recommend solutions.
Example: Traffic Accident Report
Letterhead
TRAFFIC ACCIDENT REPORT

Time and Date of Occurrence 4:30 P.M., May 25, 2003 (Monday)
Place of Occurrence Northbound Lane of Ninoy Aquino Avenue, in-front of
New Duty Free Shop, Paranaque, Metro Manila
Weather Condition Fair
Reportee Traffic Enforcer Justo M Dela Fuente
Time Reported to Authorities 4:35 P.M., May 25, 2021
Numbers of Vehicles Involved Two (2)
Narrative:
Prior to the accident, both vehicle were travelling northbound with V1 ahead of V2, Upon reaching the
accident scene, V1 engine conked out and suddenly stopped. V2 which was behind 1, veered to the left to pass
V1 but in so doing accidentally hit the left rear of V1, thereby causing damages to both vehicles.
Both drivers gave their statement and both were advised to submit estimate of damages on both vehicles
and corresponding photographs.
This report is for the purpose of insurance claim only.

BENZON A HUGO
Police Lieutenant
Investigating Officer

Noted:

REY M COTEZ
Police Major
Chief, Paranaque Traffic Unit
 POLICE
BLOTTER
Police Blotter is a record of daily events occurring within the territories/ jurisdiction of a given
police unit or command. It contains material detail concerning the event for legal and statistical
purposes. The Police Blotter is therefore an informational record book that is utilized for evidentiary or
referral purposes (Circular No. 5, GHQ PNP dated 10 Dec 1992).

CONTENTS OF
ENTRY
The entry in the police blotter should answer the following cardinal elements of a police record, to wit:
who; what; why; where; when; how; and disposition of the case. event, including: the names of the suspect/s;
the victim/s; the eyewitness/es, if any; the nature of the action or offense; the possible motive/s; the place; the
date and time of occurrence; 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-cases; and the status of
the case.
The following incidents or transactions, among others, are entered in the police blotter:
Incidents to be Recorded:
[Link] violations of laws and ordinances reported and discovered;
[Link] calls in which any member of the police force is dispatched or has taken an official action;
[Link] papers handled such as warrants, subpoenas, summonses, citations, and the
[Link] fire alarms, reports and information received by the stations;
[Link] of prisoners with corresponding notations on the authority for such movements;
[Link] of missing and found persons, animals and properties;
[Link] and other types of accidents which require police actions;
[Link] personal injuries, bodies found, and suicides;
[Link] to property;
[Link] cases in which a police member is involved;
[Link] arrests and returns made; and
[Link] cases, general and special orders, violations of rules and regulations and any other
reportable incident that the Chief of Police desires to be recorded.
 PROCEDURE IN MAKING
ENTRIES
[Link] entries in the police blotter shall be handwritten in a clear, concise and simple manner but
answering as far as practicable the 5Ws and 1H. Clarity should not be sacrificed for brevity.
[Link] facts, not opinions, are entered in the blotter.
[Link] erasures shall be made on the entries. corrections are made by drawing one horizontal line over
such word or phrases and the actual entry initialed by the police officer making the correction.
4. A ball pen or pen with blue, black or blue black ink is used for making the entries.
5. Misrepresentations in the blotter or any attempt to suppress any information therein are punishable criminally
and administratively.
6. The entries must be legibly written in long hand and consecutively numbered.
7. Every page of the blotter shall be consecutively or chronologically mlled-up. No line of space shall be left
blank between any two entries.
8. Any development of a case to be reflected in the blotter should be a new entry at the time and day it was
reported. A reference to the previous entry number of the case, however, should be made.
9. In every shift, the Duty Sergeant, under the supervision of the Duty Officer or Complaint Desk Officer, shall
make the actual entries in the blotter and at the end of his tour of duty, both the Duty Sergeant and Duty
Complaint Desk Officer shall sign the blotter.
 POLICE BLOTTER
EXCERPT:
For whatever legal purpose, interested persons always seek a copy of a police blotter. Since the entry in
the police blotter is difficult to be machine copied due to its size (bigger than the ordinary document), a
certification of its contents is the only way to have it. In copying the contents of a blotter entry, it should be
copied verbatimly, meaning, it should be copied word for word and no correction in the grammar or in any
mistake should be made in the entry.
Obvious mistakes in the entry should be consulted to the Desk Officer who made the entry and he is the
only person authorized to correct it based on the procedures previously discussed.
 Republic of the Philippines
SIQUIJOR STATE COLLEGE
Poblacion, Larena, Siquijor
CEL NO. 639677359831(6225)
College of Criminal Justice Education Student Office

CCJESO-Inves

MEMORANDUM:

FOR :The Dean, College of Criminal Justice Education

THRU :The Chairperson, Department of Criminal Justice Education

FROM :The Class President, BS Criminology III-A

SUBJECT :Request for Approval of Educational Field Trip

DATE: April 25, 2025

1. This office respectfully requests approval for the conduct of an educational field trip for BS Criminology III-A students on May 15,
2025, to various law enforcement and correctional institutions in Dumaguete City.

2. The purpose of the trip is to provide practical exposure and firsthand understanding of criminal justice system operations, in line
with the curriculum requirements of field education.

3. Attached herewith are the proposed itinerary, list of participants, and letters of intent addressed to the institutions to be visited.

4. This unit assures that all safety measures and academic guidelines will be strictly followed throughout the activity.

Further request favorable action.

FOR THE CLASS PRESIDENT BSCRIM III-A:
JUAN C. DELA CRUZ
Class President
BS Criminology III-A

Incl:
Memo from CCJESO
THANK
YOU