Module TECHNICAL ENGLISH 1 (Investigative Report Writing and Presentation)

CHAPTER IV
Memorandum and
Endorsement Letter

At the end of this module, the learner should be able to:

▪ Express the preparation, and effective Memorandum

▪ Construct an outline for memorandum Report

TONES OF MEMORANDUM

There is no strict rule governing the tone of memorandum. However,

the tone usually differs in accordance with the person or persons reading
it. From a chief of office to his subordinates, the tone is impersonal,
i.e., “for guidance and strict compliance.” From a writer sending a
memorandum to someday of equal rank, the tone is casually personal, i.e.,
“The undersigned notice changes in …” A subordinate police officer
writing a memorandum to a higher police officer uses a more formal tone,
i.e., “For info and request acknowledgement.”

In other government agencies similar to

police offices, using FOR and TO is
commonly practiced. The “MEMORANDUM FOR:”
is used if sent to a superior officer; the
“MEMORANDUM TO:” is used if sent to
subordinate officers. Police organization
adopt memorandums in the following general
usage: to inform; to answer; to record a
significant event; for special reports;
basic transmittal, etc.

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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 the 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 the paper is folded, the address
can be seen through the envelope windows.
If the letter has a single addressee, about
five blank spaces between the first line
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
Example:

Republic of the Philippines

National Police Commission
PHILIPPINE NATIONAL POLICE
SANTA ROSA POLICE STATION
Santa Rosa, Nueva Ecija

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2) File Reference
It is called the office symbol. A file reference is
placed on the first margin, usually two spaces below the
letter head. It varies according to the individual item of
correspondence. Each part of the 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 and typist of the letter.
Example:
MLVFRJR/ogs/600-3752
4) Addressee
The addressee preceded by “MEMORANDUM FOR” or
“MEMORANDUM TO” is written in block style, with open
punctuation, and is normally placed before the file reference.
Example:
MEMORANDUM
FOR: Provincial Director, NEPPO
Example:
MEMORANDUM
FOR: SP04 Juan Santos Crus 031740 PNP
5) In Turn Addressee
When letters are routed to several addressees, the
entire address of each office is placed on a single line as
much as possible.
Example:
MEMORANDUM
TO: Chief, PPHRDB/PIIB/POPB/PCRB/PFLB
Example:
MEMORANDUM
TO: Provincial Directors, BPPO/NEPPO
6) Attention Line
For faster routing, correspondence maybe 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 the individual

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known to handle the type of correspondence concerned, and

when it is known that he will be at the address.
Examples:
a. Addressed to the attention of an individual.
MEMORANDUM
TO: Chief of Police, SRPS
(Attn: SP04 Juan S. Cruz PNP)
b. Addressed to the attention of the head of office.
MEMORANDUM
TO: Chief of Police, SRPS
(Attn: Chief, Opns & Plans Sec)
c. Addressed to the attention of the head of a unit or
command by the use of an office symbol.
MEMRANDUM
TO: Chief of Police, SPRPS
(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.
Example:
FROM: Chief of Police, SRPS
8) Subject
The subject line should contain no more than 10 words.
It starts two spaces below the sender and two spaces to the
right of the colon.
Example:
SUBJECT: SPECIAL REPORT RE HOMICIDE
WITH RAPE TRANSPIRED AT BRGY
RIZAL THIS CITY
9) Date
The date is placed below the subject.
Example:
DATE: June 1, 2020

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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 ending.
1) Paragraphing
2) Abbreviations
3) References
Example:
Special Report this station dated June 1, 2020 re
Homicide with Rape at Brgy Bonifacio, Cabanatuan City.
4) Page Numbering
5) Dividing a Paragraph
3. Complimentary Ending
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 copies being furnished.
1) Authority Line
Examples:
(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 may sign under authority line only when

authorized to do so.
2) Signature
Example:

PETER DULNUAN GUIBONNG

Police Superintendent

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Example:
PETER DULNUAN GUIBONNG
Police Superintendent

FOR

EFRENILO FAJARDO RESTUA

Police Inspector
Deputy Chief of Police
3) Enclosures
Enclosures are supplementary documents which are sent
with the communication to provide additional information.
Example:
Enclosures:

1 - Crime Scene Sketch

2 - Pictures of Crime Scene

Example:
Original Duplicate Triplicate

1 2 3
Encl 3 Encl 3 Encl 3
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.

2 Encls
Dupl copy Encl 2/Wd

No change in the number of enclosures or copies.

3 Encls

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n/c

withdrawal of all enclosures.

Wd all encls
4) Copy Furnished Other Offices
Example:
Copy Furnished:

RD, PROs
D, NSUs

Additional copies
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 the communication is
necessary. Such record shall show only the
minimum requisites 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.

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ASSEMBLING

Outgoing letters are relevant papers should be arranged from top

to bottom and fastened with paper clips, as follows:

Outgoing letter on top.

Copy of outgoing letter, if any.
Enclosures and copies, in numerical sequence.
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 a forwarding statement usually
added to a letter;
-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;
-This is not a personal matter; it is an official one wherein the sender
acts on a particular problem in behalf of their agency he belongs to.
-Endorsements are numbered consecutively, starting with 1st. A civilian
endorsement is typed below the sender’s address, or heading, or
letterhead, and above the dateline, which is also above the text.
Hence, a communication being endorsed to a superior office shall
use “Respectfully forwarded”, or “Respectfully submitted”, and never
“……. referred”, or “……. transmitted”.

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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.

References:
Basic Police Report Writing
By
Oscar Gatchalian Soriano
BSCrim, MSBA, MACrim, PhDCrim

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