CHAPTER II

TYPES AND FORMATS OF POLICE REPORTS

Common practices of inter office communication in the police service is the memorandum.
Interpreted the simplest way, a memorandum is “a note to help the memory.”

A memorandum may be general in application, requiring compliance by, or information of a

majority of all the officers and members of the police organization. It may be also of limited
application, such as those directed to, or requiring performance of an action by an individual or
group of individuals within a particular police unit, directorate, service, region, province, station or
section.

III. MEMORANDUM:

Police executives may issue administrative instructions in the form of a MEMORANDUM.

Subordinate officials may use this form, only on matters advisory or informative in nature. Routine
MEMORANDUM is presently resorting to a “bottom line” technique to enable the police executives
to know right away what had been done about the problem at hand.

Tones 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. 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 somebody of equal rank, the tone is casually personal, i.e., “The
undersigned noticed 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 acknowledge.”

Tones of Memorandum

In other line agencies of the government similar with police offices, using FOR and TO has
been done. The “MEMORANDUM FOR:” is written above the addressee if sent to a superior officer;
the “MEMORANDUM TO:” if sent to subordinate officer or to same rank and position. 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

1. The 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.

III. MEMORANDUM:
Parts of a Memorandum

1. The Heading

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.

CHAPTER II

TYPES AND FORMATS OF POLICE REPORTS

III. MEMORANDUM:

Parts of a Memorandum

1. The Heading

A. Letterhead:

Example:

Republic of the Philippines Department of the

Interior and Local Government

Philippine Public Safety College

NATIONAL FORENSIC SCIENCE TRAINING INSTITUTE

Fort Bonifacio,
Taguig City Tel No.
8812722 (loc 112)
 CHAPTER II

TYPES AND FORMATS OF POLICE REPORTS

III. MEMORANDUM:

Parts of a Memorandum

1. The Heading

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.

Example: NFSTI-Admin

III. MEMORANDUM:

Parts of a Memorandum

1. The Heading

C. Addressee:

The title 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. Example:

MEMORANDUM:

FOR : The Director, HSS

III. MEMORANDUM:

Parts of a Memorandum

1. The Heading

D. Addressor:
 The title of the addressor (sender) is entered after “FROM”.

Authorized abbreviations are used.

Example: FROM : The Director, HSS

III. MEMORANDUM:

Parts of a Memorandum

1. The Heading

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.

Examples: THRU : DCA

DCO

TCDS

III. MEMORANDUM:

Parts of a Memorandum

1. The Heading

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.
 III. MEMORANDUM:

Parts of a Memorandum

1. The Heading

F. Attention Address:

Examples: Addressed to the Attention of an Individual: MEMORANDUM:

TO : Regional Director, PRO CALABARZON Camp

Vicente Lim, Canlubang, Laguna Attn:
PSINSP JUAN B DELA CRUZ

III. MEMORANDUM:

Parts of a Memorandum

1. The Heading

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 PSINSP JUAN B DELA

CRUZ

III. MEMORANDUM:

Parts of a Memorandum

1. The Heading

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 or
abbreviated. If the month is abbreviated the year may be shortened too.

Example: DATE : March 15, 2008