Professional Documents
Culture Documents
PNP MC 2019-013 Lecture
PNP MC 2019-013 Lecture
Preparation of Communications
SITUATION
General Guidelines
(except legal documents) memoranda
white A4 sized bond paper (80 grams per
square meter [GSM])
General Guidelines
ARIAL Font, Size 12
General Guidelines
Additional titles in the signatories be it
prefix or suffix not included in the
registered name of the personnel in the
Philippine Statistics Authority shall no
longer be permitted.
PNPMC 2019-013
General Guidelines
Except for the usage of comma, between
the surname and qualifier, there shall be
no period for the rank abbreviations,
middle initials, and names of PNP
offices/units
PNPMC 2019-013
General Guidelines
General Guidelines
General Guidelines
There are two ways of writing the names of
PNP personnel as signatories:
PNPMC 2019-013
General Guidelines
Three lines:
OSCAR D ALBAYALDE
Police General
Chief, PNP
PNPMC 2019-013
General Guidelines
Two lines in correspondence:
General Guidelines
Two lines in memoranda:
OSCAR D ALBAYALDE
Police General
PNPMC 2019-013
General Guidelines
Abbreviated in communications
PLTGEN CASCOLAN
PBGEN CAMBAY, JR
PNPMC 2019-013
General Guidelines
Retirees may use the new ranks :
(Implementing Rules and Regulation of RA 11200 dated March 24, 2019)
General Guidelines
How to write Chief, PNP in
communications:
(Memorandum from TCDS dated March 21, 2019 with subject: Standard Use
of CPNP on All Memoranda)
CPNP
PNPMC 2019-013
General Guidelines
The following guidelines are prescribed in the
preparation of tabs:
Size of Tab : 1/2" by 1/2"
Size of lettering : 28
General Guidelines
2 ½”
RUSH 1”
PNPMC 2019-013
General Guidelines
2 ½”
PRIORITY 1”
PNPMC 2019-013
General Guidelines
General Guidelines
General Guidelines
The standard distribution to be followed in the
preparation of MCs, CMCs, memoranda, and
other communications:
General Guidelines
In case only selected D-Staff, P-Staff, NSUs, and
PROs including NCRPO Districts will be given copy
of the communication, here is the sample
distribution:
General Guidelines
All communications intended for the
Command Group must be signed by the
Head of Office.
PNPMC 2019-013
General Guidelines
There shall be no instance that the Unit
Commander/Head of Office and his Deputy
are both absent or away from their
station/office for long periods of time unless
explicitly permitted by the higher
authorities. (Memorandum from TCDS dated September 27, 2018 with
subject: Application for Leave of Head of Offices/Units)
PNPMC 2019-013
General Guidelines
In case of authorized absence, the duly
designated Officer-In-Charge shall sign the
documents.
PNPMC 2019-013
General Guidelines
Unit Commanders/Heads of Offices should
ensure that in the former’s absence the next
in rank or the Deputy should be the
designated Officer-In-Charge of the unit.
(Memorandum from TCDS dated September 27, 2018 with subject: Application
for Leave of Head of Offices/Units)
PNPMC 2019-013
General Guidelines
Other authorized PCOs to sign on behalf of
the Head of Office for the Command Group:
Deputy of the D-Staff;
Deputy for Administration of NSUs; and
Deputy Regional Director for
Administration of PROs
PNPMC 2019-013
General Guidelines
Except for issuance of orders, the previous
practice of using the command line in
communications such as, “FOR THE
DIRECTOR/COMMANDER,” “FOR,” “BY,” and
“SIGN FOR” in communications shall no
longer be permitted.
PNPMC 2019-013
General Guidelines
Staff Officers of D-Staff, P-Staff, PROs, NSUs
shall sign communication intended for
their respective personnel and/or lower
offices/units, copy furnished their
respective Command Groups
PNPMC 2019-013
TO : See Distribution
FROM : C, ROD
SUBJECT : SAMPLER
DATE : July 11, 2019
JUAN D CRUZ
Police Colonel
Copy Furnished:
Command Group
PNPMC 2019-013
General Guidelines
Staff Officers/Division Chiefs of D-Staff/P-
Staff/PROs/NSUs are not authorized to
sign/send official communication directly to
the Command Group/Directors of D-Staff
PNPMC 2019-013
General Guidelines
All communications from subordinate
offices/units must be coursed through their
supervising Functional Directorate and other
concerned units
PNPMC 2019-013
(Memorandum from Acting SDS dated April 18, 2017 with subject:
Concurring Line for Command Group)
THRU : TDCA
TDCO
1 space
TCDS
TDO
FROM : D, SAF
SUBJECT : SAMPLER
DATE : July 11, 2019
PNPMC 2019-013
General Guidelines
When the CPNP has given specific
instructions that a communication must be
directly submitted to him, a copy shall be
furnished to the members of the Command
Group.
PNPMC 2019-013
General Guidelines
Communications needing fund support and
logistical requirement should always pass
thru DC and/or DL for concurrence
PNPMC 2019-013
General Guidelines
All comments/recommendations on a
particular communication coming from
different offices/units should be properly
tabbed
PNPMC 2019-013
General Guidelines
Communications to be signed by members
of the Command Group should be on top of
all the annexes and properly marked with
“For signature” or “Please sign here”
tabs/stickers.
PNPMC 2019-013
General Guidelines
All comments/recommendations on a
particular should not cover the original
document from the originating office/unit.
PNPMC 2019-013
General Guidelines
The date portion on all communications
from the different PNP offices/units should
be printed and not stamped.
PNPMC 2019-013
General Guidelines
However, the dates on communications for
signature of the CPNP and the members of
the Command Group shall be stamped
upon their signing of the documents.
PNPMC 2019-013
General Guidelines
All compliances to Handwritten
Instructions/Routing Slip from the CPNP thru
TCDS/SDS, which do not require the
approval of the CPNP should be addressed in
memorandum form for the CPNP (Attn:
ADMO) copy furnished TCDS
PNPMC 2019-013
FOR : CPNP
(Attn: ADMO)
FROM : TDPRM
SUBJECT : SAMPLER
DATE : July 11, 2019
LYNDON G CUBOS
Police Major General
Copy Furnished:
TCDS
PNPMC 2019-013
General Guidelines
The standard folder to be used by all
offices/units in packaging the
communications for the annexes and/or
enclosures is “file folder short or file folder
long.” The use of plastic folder/sliding folder
is no longer allowed.
PNPMC 2019-013
General Guidelines
In writing references, the principle of
“latest first, oldest last” should be
observed
PNPMC 2019-013
General Guidelines
Hierarchy of references:
1. Constitution;
2. Republic Acts/Presidential Decree;
3. Department Orders/Issuances;
4. Civil Service Issuances;
5. NAPOLCOM Issuances;
6. PNP Issuances; and
7. Other references.
PNPMC 2019-013
General Guidelines
Guide in opening memoranda:
(Higher to Lower Office/Unit)
TO
PNPMC 2019-013
General Guidelines
Guide in closing memoranda:
(Higher to Lower Office/Unit)
For guidance, compliance, information,
dissemination, appropriate action, attention,
etc.
PNPMC 2019-013
General Guidelines
Guide in opening memoranda:
(Lower for Higher/Equal Office/Unit)
FOR
PNPMC 2019-013
General Guidelines
Guide in closing memoranda:
(Lower for Higher Office/Unit)
For information, preferential attention,
favorable consideration, approval, perusal, etc.
PNPMC 2019-013
General Guidelines
Only communications that fall under the
parameters of either RUSH and/or PRIORITY
shall be marked accordingly.
Communications that are intentionally
mislabelled shall be returned without action.
PNPMC 2019-013
General Guidelines
Security classifications for Classified Matter,
should be typed or stamped following its
respective color schemes on the header and
footer accompanied by the corresponding
cover sheet.
(Memorandum from TADI dated July 11, 2019 with subject: Reminder on the
Rules of Confidentiality and Privileged Nature of certain Government Matters,
Papers, and Documents)
PNPMC 2019-013
General Guidelines
Photocopies of cover sheets and/or faded
cover sheets should not be used.
Communications with photocopied, faded,
and/or miscoloured cover sheets shall be
returned without action.
(Memorandum from TADI dated July 11, 2019 with subject: Reminder on the
Rules of Confidentiality and Privileged Nature of certain Government Matters,
Papers, and Documents)
PNPMC 2019-013
General Guidelines
The posting of Classified Matter to social
media sites/internet sites is strictly
prohibited.
General Guidelines
Documents for dissemination must first be
declassified, sanitized, cleared for
publication, and converted into a
“civilianized format” and/or press
release/media lines format.
PNPMC 2019-013
Specific Guidelines
Complimentary endings:
Specific Guidelines
Complimentary endings :
Specific Guidelines
The signatory portion for communications
intended for signature of the CPNP, TDCA,
TDCO, and TCDS should be printed as
follows:
PNPMC 2019-013
Specific Guidelines
OSCAR D ALBAYALDE
Police General
Chief, PNP
PNPMC 2019-013
Specific Guidelines
FERNANDO H MENDEZ, JR
Police Lieutenant General
The Deputy Chief, PNP for Administration
PNPMC 2019-013
Specific Guidelines
Specific Guidelines
Style Guide
LETTERHEAD
For documents to be signed by the Chief, PNP.
No Logos
Style Guide
LETTERHEAD
For documents to be signed by the Command Group
Style Guide
LETTERHEAD
For documents to be signed by the D-Staff
Style Guide
LETTERHEAD
For documents to be signed by the P-Staff
Style Guide
The phrase NATIONAL HEADQUARTERS in
the header shall only be used for headers of
the Command Group, D-Staff, and P-Staff
PNPMC 2019-013
Style Guide
LETTERHEAD
For documents to be signed by the NSUs
PNPMC 2019-013
Style Guide
LETTERHEAD
For documents to be signed by the NSUs
Style Guide
LETTERHEAD
For documents to be signed by the NSUs
Style Guide
LETTERHEAD
For documents to be signed by the PRO/PPO/CPO/MPS/CPS
Style Guide
LETTERHEAD
For documents to be signed by the PRO/PPO/CPO/MPS/CPS
Style Guide
LETTERHEAD
For documents to be signed by the PRO/PPO/CPO/MPS/CPS
Style Guide
LETTERHEAD
For documents to be signed by the PRO/PPO/CPO/MPS/CPS
Style Guide
LETTERHEAD
For documents to be signed by the PRO/PPO/CPO/MPS/CPS
Style Guide
LETTERHEAD
For documents to be signed by the PRO/PPO/CPO/MPS/CPS
Style Guide
LETTERHEAD
For documents to be signed by the PRO/PPO/CPO/MPS/CPS
Style Guide
LETTERHEAD
For documents to be signed by the PRO/PPO/CPO/MPS/CPS
Style Guide
ADDRESSEE AND SALUTATION
FOR THE PRESIDENT:
President RODRIGO ROA DUTERTE (bold letters, complete full name)
Republic of the Philippines
Malacañan Palace
Manila
Style Guide
Style Guide
ADDRESSEE AND SALUTATION
FOR THE VICE PRESIDENT:
Vice President MARIA LEONOR G. ROBREDO (bold, dotted middle initial)
Republic of the Philippines
Quezon City Reception House
100 11th St., Bargy. Mariana
New Manila, Quezon City
Style Guide
ADDRESSEE AND SALUTATION
FOR THE SENATORS:
Senator RALPH G. RECTO (bold, dotted middle initial)
Senate of the Philippines
Room 508 5th Floor, GSIS Building, Financial Center
Roxas Boulevard, Pasay City
Style Guide
ADDRESSEE AND SALUTATION
FOR THE REPRESENTATIVES:
Representative RODOLFO T. ALBANO (bold, dotted middle initial)
1st District of Isabela
Room S-201, House of Representtaives
Quezon City
Style Guide
ADDRESSEE AND SALUTATION
FOR THE DEPARTMENT/CABINET SECRETARIES:
Secretary EDUARDO M. AÑO (bold, dotted middle initial)
Department of the Interior and Local Government
DILG-NAPOLCOM Center
EDSA corner QuezonAvenue
Quezon City
Style Guide
ADDRESSEE AND SALUTATION
FOR THE CHAIRMAN, NAPOLCOM:
Chairman EDUARDO M. AÑO (bold, dotted middle initial)
National Police Commission
DILG-NAPOLCOM Center
NAPOLCOM Building
EDSA corner Quezon Avenue
West Traingle, Quezon City
Style Guide
ADDRESSEE AND SALUTATION
FOR THE UNDERSECRETARIES:
Undersecretary BERNARDO C. FLORECE (bold, dotted middle initial)
Undersecretary for Peace and Order
Department of the Interior and Local Government
DILG–NAPOLCOM Center
EDSA corner Quezon Avenue
Quezon City
Style Guide
ADDRESSEE AND SALUTATION
FOR THE ASST SECRETARIES:
Assistant Secretary MANUEL B. FELIX (bold, dotted middle initial)
Assistant Secretary for Peace and Order
Department of the Interior and Local Government
DILG–NAPOLCOM Center
EDSA corner Quezon Avenue
Quezon City
Style Guide
ADDRESSEE AND SALUTATION
FOR THE OMBUDSMAN:
Ombudsman SAMUEL R. MARTIRES (bold, dotted middle initial)
Ombudsman Building, Agham Road
North Triangle, Diliman, Quezon City
Style Guide
ADDRESSEE AND SALUTATION
FOR THE MAYORS:
Mayor HERBERT M. BAUTISTA (bold, dotted middle initial)
Quezon City Hall, Elliptical Road
Quezon City
Style Guide
ADDRESSEE AND SALUTATION
FOR THE BARANGAY OFFICIALS:
Chairperson ELEUCITA T. FELICIANO (bold, dotted middle initial)
#57 1st Avenue, Cubao
Quezon City
Style Guide
ADDRESSEE AND SALUTATION
FOR THE ARCHBISHOP:
His Excellency
Most Reverend LUIS ANTONIO G. TAGLE (bold, dotted middle initial)
Archbishop of Manila
Residencia del Arzobispo
121 Arzobispo Street, Intramuros
Manila
Style Guide
ADDRESSEE AND SALUTATION
FOR THE PRIESTS:
Reverend Father MARLON A. CAMARGO (bold, dotted middle initial)
Sta. Catalina de Alejandria Parish Church
Arayat, Pampanga
Style Guide
ADDRESSEE AND SALUTATION
FOR THE OTHER RELIGIOUS DENOMINATIONS:
Brother EDUARDO V. MANALO (bold, dotted middle initial)
Executive Minister
Iglesia Ni Cristo (Church Of Christ) Central Office
No. 1 Central Ave., New Era,
Quezon City
Style Guide
ADDRESSEE AND SALUTATION
FOR THE AMBASSADORS:
His Excellency
Ambassador DANIEL R. PRUCE (bold, dotted middle initial)
British Embassy Manila
120 Upper McKinley Road, McKinley Hill
Fort Bonifacio, Taguig City
Style Guide
ADDRESSEE AND SALUTATION
FOR THE CONSUL GENERAL:
Consul General CLARO S. CRISTOBAL (bold, dotted middle initial)
Philippine Consulate General, New York
556 Fifth Avenue, New York, NY 10036
Style Guide
ADDRESSEE AND SALUTATION
FOR THE JUSTICES/JUDGES:
Honorable LUCAS P. BERSAMIN (bold, dotted middle initial)
Chief Justice
Supreme Court of the Philippines
Ermita, Manila
Style Guide
ADDRESSEE AND SALUTATION
FOR THE AFP/PNP/BFP/BJMP etc (PCOs) including retirees:
PGEN OSCAR D ALBAYALDE (bold, not dotted middle initial)
Chief, Philippine National Police
National Headquarters, Philippine National Police
Camp BGen Rafael T Crame, Quezon City
Style Guide
For consistency of style, the names of PNCOs
should be in UPPERCASE letters ONLY in the
addressee line of a letter. They will resume their
normal case style in the main body of the text.
PNPMC 2019-013
Style Guide
ADDRESSEE AND SALUTATION
FOR THE AFP/PNP/BFP/BJMP etc (PNCOs) including retirees:
PAT CLARIZA A MARIANO (bold, not dotted middle initial)
Marilao Police Station
2nd Floor Old Municipal Hall
Poblacion 1, Marilao, Bulacan
Style Guide
All middle initials and name suffixes (JR.,
SR.) shall be dotted EXCEPT for that of
POLICE and MILITARY personnel. Example:
Style Guide
Style Guide
For the sake of brevity, “MR.” and “MS.” should be used
only in SALUTATION and NOT in the addressee line.
MELINDA A. LONGABILA (bold, dotted middle initial)
Principal II
Dolores Academy School System
Karuhatan, Valenzuela City
Style Guide
Style Guide
Style Guide
OTHER STYLE ISSUES
Do NOT use the article the with acronyms that are
pronounceable
Example:
NAPOLCOM, PAG-ASA, PAG-IBIG, MERALCO
PNPMC 2019-013
Style Guide
OTHER STYLE ISSUES
Use the for acronyms that are pronounced by the
letter
Style Guide
OTHER STYLE ISSUES
Style Guide
OTHER STYLE ISSUES
Style Guide
OTHER STYLE ISSUES
Style Guide
OTHER STYLE ISSUES
Style Guide
OTHER STYLE ISSUES
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OTHER STYLE ISSUES
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OTHER STYLE ISSUES
PUNCTUATION MARK PLACEMENT IN HOW IT SHOULD
RELATION TO THE APPEAR
CLOSING QUOTATION
Period Inside “Thank you, sir.”
Style Guide
OTHER STYLE ISSUES
PUNCTUATION MARK PLACEMENT IN HOW IT SHOULD
RELATION TO THE APPEAR
CLOSING QUOTATION
Colon Outside “They said”: “Go ahead.”
Question Mark or Inside • She said, “Thank
Exclamation Point (as you!”
part of quoted material) • She said, “Are you
thankful?”
Question Mark or Outside • He was the boy who
Exclamation Point (not cried “Wolf”!
part of quoted material) • Was he not the same
boy who cried “Wolf”?
PNPMC 2019-013
Style Guide
OTHER STYLE ISSUES
Pagination
All documents (CMCs, MOAs, MOUs, MCs, etc.) that have
more than two pages must have page numbers, except
letters and memoranda. For uniformity, pagination must be
at the lower right corner of the page following the herein
format:
Page 1 of 2
Page 2 of 2
PNPMC 2019-013
Style Guide
Additional Styles
Style Guide
Additional Styles
Style Guide
Additional Styles
OR
1. References:
a. Memorandum from the CPNP dated July 16,
2019 with above subject; and
in – for weeks, months, years, parts of the day (except at night), and
seasons
(in January, in 1998, in week 6, in the morning, in summer)
• land-based operations
• police-community relations
• police-to-population ratio
• quick-impact projects
• riding-in-tandem criminals
• state-of-the-art equipment (Also, the equipment is state-of-the-art)
• third-level position
Uppercase/Lowercase
• Bicol region
Ilocos region
• Ammunition
• Baggage
• equipment
• furniture
• infrastructure (pluralized in special cases)
• jewelry
• Luggage
• Training
• Armament
Other Style Issues
• Use “to wit” in legal forms only.
• Use practise when used as a verb, practice when used as a noun.
Similar with advise – verb and advice – noun.
Thank You
and
Good Day