NOTES IN POLICE CORRESPONDENCE

MEMORANDUM AND ENDORSEMENT LETTERS

Commonly used in the police service are memorandums or memoranda, which are inter-
office communications, dealing with official matters. A memorandum is a note to help the memory. The
message is reduced to the fewest possible words.
Memorandums may be general in application, requiring compliance. They may also be
for information of the majority or all the officers and members of the police organization. They may be of
limited application, such as those directed or requiring performance of an action by an individual, group of
individuals within a particular police unit, directorate, service, region, province, station or section.
Police executives may issue administrative instructions in a form of a MEMORANDUM.
Subordinate officers may use this form only on matters advisory or informative in nature. A routine
memorandum resorts to the bottom line technique to enable police executives to find out immediately
whether or not a problem have been attended to.

TONES OF MEMORANDUMS

There is no strict rule governing the tone of a memorandum. However, the tone usually
differs in accordance with the person or persons reading it. From the Chief of office to his subordinates,
the tone is impersonal (ex. For guidance and strict compliance). From a writer sending a memorandum for
somebody of equal rank, the tone is casually personal (ex. The undersigned noticed changes in you
performance). A subordinate officer writing a memorandum to a higher ranking officer uses a more formal
tone (ex. For info and request acknowledgement).
In other government agencies similar to police offices, using FOR and TO is commonly
practiced. The MEMORANDUM FOR is written above the addressee if sent to a superior officer ; the
MEMORANDUM TO is noted on the upper left hand of the page is sent to a subordinate officer. Police
organizations adopts memorandums in the following usages: to inform; to answer; to record a significant
event; for special reports; basic transmittals, etc.

POSITION AND PLACEMENT

The memorandum is typed on legal or custom-sized bond paper. Only one side of the
sheet is used. Ordinarily, three copies are prepared. One copy accompanies the original; the other copy
is kept for filing. An exception to the rule occurs when a letter is sent from an office not authorized to keep
records, in which case, both copies accompany the original, one for the recipient and the other for first
office of record. Another exception occurs when copies are furnished to individual organizations. When
they arise, instructions are obtained from the chief or supervisor.
The heading including the addressee appears on the upper third of the sheet, so that when the paper is
folded, the address can be seen through the envelope window. If the letter has a single addressee, about
five blank spaces between the first lines of the body of the letter are needed; the rule of placement is
followed even if a window envelope is not used. The body of the letter is placed on the lower two thirds of
the sheet. It is followed by the complimentary ending.

PARTS OF MEMORANDUM

1. HEADING
All the materials above the first line of the body comprise the heading. These are office
origin, address, file reference, identifying initials, date, subject, channels through which the letter
will pass, and addressee to whom the letter is being written.

1) Letterhead
Printed letterhead stationery is normally used for first page. If not available, a typed
letterhead may be substituted. Each police office or its unit 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. All courtesy carbon copies are made on plain bond
paper.

Example:
Republic of the Philippines
National Police Commission
PHILIPPINE NATIONAL POLICE
SANTA ROSA POLICE STATION
Santa Rosa, Nueva Ecija
2) File Reference
It is otherwise called the office symbol. A file reference is placed in the first margin,
usually two spaces below the letterhead. It varies according to the individual item of
correspondence. Each part of reference is also used as identifying information on the
second and subsequent pages.

Example:
CCPS-IN

3) Identifying Initials
Some offices place the surname or the initials of the originator or typist of the letter. This
practice varies because of the differences in size and functions of the various offices. The
initials of the individual who dictated the correspondence and those of the typist are
placed in the upper extreme right corner of the first page of all copies or on the file
copies, depending on the instructions issued by the chief or the supervisor. In large
installations, the telephone numbers of the originator may also be added.

Example:
MLVFJR/ogs/600-375

4) Addressee
The addressee preceded by MEMORANDUM FOR or MEMORANDUM TO is written
in block style, with open punctuation, and is normally placed before file reference. The
memorandum is addressed to the chief or head of an agency, or an installation by his
title. This letter is not addressed to the police office. The title is not abbreviated whether
or not it has complete or brief addresses.

Example:

MEMORANDUM

FOR: PROVINCIAL DIRECTOR, NEPPO

Unless the correspondence pertains to an individual, the name of the individual is not
used in the address of a memorandum form. When it is necessary, however, to address
correspondence to an individual by name, his grade, first name, middle name and last
name are indicated in the order. His badge number and branch of service maybe shown,
if it is known and considered necessary for identification.

EXAMPLE:

MEMORANDUM

FOR: SPO4Juan Santos Cruz 031740 PNP

5) In turn Addressee
When letters are routed to several addresses, the entire address of each office is placed
on a single line as much as possible. An onionskin copy should be made for each
addressee who pulls out the copy prior to dispatching the letters to the addresses. The
copy for each addressee is identified by a check mark on the carbon copy.

Example:

MEMORANDUM

TO: Chief, PPHRDB/PIIB/POPB/PRCB/PFLB

When the same letter is intended for several addresses, the entire address of each is
placed on a single line if possible. The copy for each specific addressee is indicated by a
check mark.

Example:
MEMORANDUM

TO: Provincial Directors, BPPO/NEPPO

 6) Attention Line
For faster routing, correspondence may be addressed to the individual or the head of a
subdivision or by the use of an office symbol. The name is used only when there is a
special reason for calling the attention of an individual known to handle the type of
correspondence concerned, and when it is known that he will be at the address:

Example:
a.) Addressed to the attention of an individual.

MEMORANDUM

TO: Chief of Police, SRPS

(Attn: SPO4 Juan S Cruz PNP)

b.) Addressed to the attention of the head of a unit or command by the use of an office
symbol.

MEMORANDUM

TO: Chief of Police, SRPS

(Attn: OPS)

7) Sender or Originator
The sender or originator preceded by the word FROM is written in block style, with open
punctuation, and normally placed below the addressee.

The designation or title of the sender and the office symbol wherein the communication
originated is written to inform the addressee where or from whom the report originated.

Example:

FROM: Chief of Police, SRPS

8) Subject
The subject line should contain not more than 10 words. It starts two spaces below the
sender and two spaces to the right of the colon. All are written in capital letters. When the
subject extends two lines, the second line is blocked under the first letter of the first word
of the subject.

Example:

SUBJECT: SPECIAL REPORT RE HOMICIDE

WITH RAPE TRANSPIRED AT BRGY
RIZAL THIS CITY

9) Date
This may refer to either the date of signature or the present date. The former is placed
below the subject.

Example:

DATE: July 3, 2004

2. BODY
The body of the letter is the message itself. It is the substance of the typed letter as
distinguished from the beginning and the ending. This part of the letter is single spaced, except
when it is less than nine lines, and no reply is expected, in which case it may be double-spaced.
Double-spacing is always used between paragraphs. The first line of the body of the police
correspondence begins two spaces on the heavy line drawn two spaces below.

1) Paragraphing
When a letter consists of only one paragraph, the paragraph is not numbered, although
its sub-paragraphs will be lettered, if there are two or more. When there are two or more
paragraphs, they are numbered consecutively. The first line of a paragraph is intended
five bar spaces. The succeeding lines begin on the left margin.

There must be at least two sub-paragraphs. For example, if there is (1), there is (2).
 First subdivisions are designated by letters: a, b, c, and so on. The first line is intended so
that the designating letters appear directly under the first letter of the first word in the
main paragraph. The second and succeeding lines of these sub-paragraphs begin on the
left margin.

Second subdivisions of paragraphs are designated by underscored numbers. The first

line of these subdivisions is intended. The second and succeeding lines begin on the left
margin.

2) Abbreviations
A memorandum 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, i.e., PCHF Supt. JUAN S DELA CRUZ; if family name only, the rank is
spelled our, i.e., POLICE SUPERINTENDENT DELA CRUZ.

However, good practice tells the writer to use abbreviations sparingly. But
definitely, they are not used in correspondence going outside of the police organization.

3) References
References to publications must be specific and fully implemented. References are not
be made to a publication or a document which is not available to the addressee of the
correspondence.

Example:

Special Report this station dated December 15, 2003 re Homicide with Rape
transpired at Brgy Bonifacio, Cabanatuan City.

Reference to correspondence must include the type of correspondence, file reference,

office origin, data and subject.

4) Page Numbering
The first page should not be numbered. Subsequent pages, including those on which
endorsements are prepared are numbered consecutively, beginning with the second
page as 2. The page number is centered 1 inch from the bottom of the page. The number
should stand by itself; and should not be set off by dashes, parentheses, or some other
punctuation.

5) Dividing Paragraph
Three or fewer lines should not be divided between pages. At least two lines of divided
paragraph should on appear on each page. In dividing a sentence between pages, at
least two words should appear on each page. A word should not be divided between two
pages. The complimentary ending should not appear alone on a page without part of a
body or text.

When the space below the text is not sufficient for the close, at least two lines of the last
paragraph or sub-paragraph, which, in its entirety, consists of only one line, may be
placed on the last page together with the complimentary ending.

On the second and each succeeding page, the file reference and subject should be
typed, beginning on the left margin, 1.25 inches from the top edge of the page. The text is
continued on the second line below the identification line.

3. COMPLIMENTARY ENDING
As in business letters, there is also a closing portion in a memorandum. 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 being furnished.

1) Authority Line
An authority line should be shown when the correspondence is signed for the chief or
head of an agency or office by an individual authorized to do so. This reflects the fact that
the communication is an expression of the will of the chief himself.

The authority line begins on the second line below the last paragraph directly under the
first of the preceding main paragraph. It is typed in capital letters, without abbreviations. A
staff officer may sign under the authority line only when authorized to do so.
 Example:

(1) if signing for a chief or head of office and addressed to members under him,

BY AUTHORITY OF POLICE SUPERINTENDENT GUIBONG:

EFRENILO FAJARDO RESTUA

Police Inspector
Deputy Chief of Police

(2) if not addressed to a member under him,

FOR THE CHIEF OF POLICE:

EFRENILO FAJARDO RESTUA

Police Inspector
Deputy Chief of Police

NOTE: A staff officer may sign under the authority line only when authorized to do so.

2) Signature
The signature contains the name of the officer, usually his first name, middle initial and
last name, signed in black or blue-black ink, never blue or any other color, the name
being typed, stamped or printed, all in capital letters, identical with the written name, the
officers rank or service and title designation. If the concerned chief or head of office
personally signs the memorandum, his title or designation may not be included anymore.

Example:
PETER GUIBONG
Police Superintendent

Double signatures should be avoided. Instead, a designated individual may sign his own
name and add the word, FOR or BY, the rank and designation of the individual may be
shown.

Example:

PETER GUIBONG
Police Superintendent

FOR:

EFRENILO FAJARDO RESTUA

Police Inspector
Deputy Chief of Police

The typewritten portion of the signature begins approximately one space to the right of
the center of the five lines below the authority line of the body.

Block style and open punctuations are used. Abbreviations of rank or service, and title
may be used. In the block style, the first letter of the rank and title is placed directly under
the first letter of the typewritten signature, but not necessarily blocking under the last
letter of the typewritten signature.

3) Enclosures
Enclosures are supplementary documents, which are sent with the communication to
provide additional information. When the letter has one or more enclosures, this fact is
entered on the left side of the page in the following manner.

Example:

Enclosures:

1-Crime Scene Sketch

2-Pictures of Crime Scene
 The enclosure number is penciled into the lower left corner of the first page of the
enclosure. Thus, the notation may be erased when the enclosure is withdrawn for use
with another communication. A copy of the original communication is not an enclosure. If
an enclosure consists of more than one copy, an additional page is placed to the right
and above the enclosure number to indicate whether it is first, second or other copy.

Example:
Original Duplicate Triplicate

1 2 3
Encl 1 Encl 2 Encl 3

When the enclosure is sent separately from the main correspondence, a copy of the
basic letter or an explanatory notation on a separate sheet of paper is attached, and a
notation, such as Under Separate Cover, is typed on the original communication.

Example:
Additional to enclosures listed in para 1.

4 Encls
Added 1 Encl
GO 749

Withdrawal of enclosures listed in para 1.

2 Encls
Wd Encl 2 and 3

Withdrawal of carbon copy only from above enclosures.]

3 Encls
Dupl copy Encl 2/Wd

No change in the number of enclosure or copies.

3Encls
n/c

withdrawal of all enclosures.

Wd all encls

4) Copy Furnished Other Offices

A notation concerning copy furnished should be typed immediately under, and separated
by at least one line from the listing enclosures, if any. When there are no enclosures,
notation of copies furnished should be typed beginning on the left margin of the same line
as that of the typed signature. The copy for each specific addressee should be indicated
by a check mark. This information is omitted from the original and courtesy copy unless
specifically desired by the individual preparing the letter.

Example:

Copy Furnished:

RD, PROs
D, NSUs

Additional Copies

Ordinarily, letters or endorsements are made with two carbon copies. Each stamped
endorsement, which is similarly addressed, is made with one copy. Copies are not
signed, but the signature affixed on an original is typed, stamped, or reproduced on each
copy. If sent by an office of record, one copy is forwarded with the communication to the
recipient who is take principal action and the other is filed.

If the communication is sent by an office or by an individual not of record, one copy will
be forwarded with the communication to the first office record receiving the
communication. A third copy may be retained by the writer and may be destroyed later
when such copy is deemed no longer necessary. The first office of record which receives
a communication from an office or from an individual not of record will take one copy for
its record. No other immediate recipient of a communication may withdraw a copy.

Records of Intermediate Recipient

All intermediate recipients of a communication should make a record of such
communication only when an office of record is inaccessible and when the retention of a
brief current record of communication is necessary. Such record shall show only the
minimum requisite information. Except in unusual circumstances, no copy of the letter
itself will be made. Notation for record purposes of secret materials should be such that
the content of the letter is safeguarded.

Special Handling
Correspondence sometimes requires special handling. When it is necessary, words such
as Air Mail, Special Delivery, etc. are stamped, or typed on the center of the top and
bottom of the first page.

Assembling
Outgoing letters and relevant papers should be arranged from top to bottom and fastened
with paper clips, as follows:

1. Outgoing letters on top.

2. Copy of outgoing letter, if any.
3. Enclosures and copies, in numerical sequence.
4. Information copies of outgoing letter, if any, with enclosures, when applicable.

The file copy and relevant papers should be arranged from top to bottom as follows:

1. File copy of outgoing letter on top. If consisting of more than one page, last page on
top.
2. Correspondence or synopsis to which reply has been made, if any.
3. Copies of enclosures, if any, in numerical sequence.

Endorsement
An endorsement letter is a reply or forwarding statement usually added to a letter. Among
those in uniform, a basic communication may not just be a letter; it can be a message; it
can be a memorandum from a higher police office. It is a communication within a
communication. It becomes an integral part of the correspondence and is not withdrawn
from the basic communication to which it is appended. It shows all facts relative to a
definite case stated in the forwarding correspondence.

Regarding content, an endorsement is meant to furnish information, comment or

recommendation. The use of the third person such as: the writer, the undersigned,
this unit, or this Office, is prescribed to achieve objectivity. After all, this is not a
personal matter; it is an official one wherein the sender acts on a particular problem in
behalf of the agency he belongs to.

If there is enough space at the end of the letter, meaning, the lower fold portion of the
bond paper, the endorsement is written or begun there. When the space is not sufficient
to include the address and at least two lines of the body, the endorsement should be
started on a separate sheet of plain paper. Because it is formal communication, an
endorsement is never typed on the back the page and abbreviations should be used.

Endorsements are numbered consecutively, starting with 1 st. a civilian endorsement is

typed below the senders address, or heading, or letterhead, and above the dateline,
which is also above the text.

In the different line agencies of the government, there is a standard operating procedure
in paragraphing an endorsement text. The police agency follows this rule. Unlike the
military endorsement, which has numbered paragraphs, if there are two or more
endorsements, the police counterpart does not have any of this, unless tabulating, or
enumerating points.

Hence, a communication being endorsed to a superior office shall use Respectfully

forwarded, or Respectfully submitted, and never .referred, or transmitted. If sent
to an office of equal rank, it is Respectfully transmitted; to subordinate units,
Respectfully referred. Correspondence returned to an office where it originated or where
it has been recorded use Respectfully returned regardless of the rank of the office
concerned.

Starting with the word Respectfully, whether submitted, forwarded, transmitted, referred,
or returned, the text, which is usually composed of one paragraph, should be brief,
accurate, clear, and definitely following grammar rules.