URDANETA CITY COLLEGE OF CRIMINAL

JUSTICE EDUCATION
UNIVERSITY
Owned and operated by the City Government of Urdaneta
_____________________________________________________________________________________

TWO GENERAL TYPES OF POLICE REPORTS

1. Basic or Informal report

This report deals with ordinary, miscellaneous, usual, day to day memorandum,
letter or form accomplished by any member of a unit, section, precinct, bureau or
division within a department in accordance with prescribed regulation. Usually, this
report contains the following items:

a. The heading or the letterhead of the organization, office or section where the
writer is assigned.
b. The date of preparation or submission
c. The person or office to whom it is addressed or submitted
d. The text proper
e. The name of the writer or source of the report

Basic or informal reports are generally informal in nature. It seldom goes out of
the police department.

2. Investigative or Formal report

This report covers a full dress treatment in the presentation of the case. It is an
exact and exhaustive narration of facts, without an addition or subtraction, which
were discovered during the course of investigation.

Classification of Investigative or Formal Report

1. Initial or Advance Report

It is advance information on a new or fresh case assigned to an investigator. It

is written and submitted immediately after having conducted the initial investigation
of the case.

2. Progress or Follow-up Report

It is the result of the follow-up investigations of the fresh or new case. It is

written and submitted every time or whenever any development or progress is
accomplished in the follow-up investigation.

3. Final or Closing Report

It is a complete written narration of facts based on exhaustive investigation of

the case by the detective who initially started the investigation of the case. It is the
result of evaluation, summation, analysis of all the facts and circumstances
surrounding the case; typing with loose ends pertinent thereto as to form a clear and
composite picture of the crime committed in the mind of the readers for prosecutorial
and judicial actions.
 URDANETA CITY COLLEGE OF CRIMINAL
JUSTICE EDUCATION
UNIVERSITY
Owned and operated by the City Government of Urdaneta
_____________________________________________________________________________________

This final or closing report is written and submitted whenever the case is solved
and classified as CLOSED. It is categorized as solved and closed when the offender is
finally arrested, the evidence against him was completely gathered to warrant
prosecution, and witnesses located to notify for trial.

PARTS OF AN INVESTIGATIVE REPORT

1. ADMINISTRATIVE DATA

a. Date – The date on which the investigator’s diction or draft of the report
was given to the typist will be the date of the report.

b. File Number – This is a matter of local custom. Standard decimal

classification file numbers can be used.

c. Subject – If the subject is known, his full name and address should be
reflected on the report. He may subsequently be referred to in the same
report as the SUBJECT or by his last name in capital letters. If the subject is
unidentified, a short description of crime should be given using a fictitious
name JOHN DOE.

d. Classification – The specific nature of the case should be given. This may
be done by citing the name of the crime and the section of the penal code
under which it is punished.

e. Complaint – The name of the complaint and the manner in which the
complaint was received will be given. The complaint may have been
received directly or from another office.

f. Reporting Investigator – The name of the investigator assigned to the

case will be given. Assisting investigators will be listed in the details of the
report. This is of particular importance to the prosecutor in preparing for
trial.

g. Office of Origin – The office, squad, or precinct in which the complaint was
received or which has jurisdiction over the area where the offense
requiring investigation took place is considered the Office of Origin.

h. Status – This entry should reflect the status of the case within the office or
squad submitting the report. The status either “Pending” or “Closed”.
 URDANETA CITY COLLEGE OF CRIMINAL
JUSTICE EDUCATION
UNIVERSITY
Owned and operated by the City Government of Urdaneta
_____________________________________________________________________________________

h. 1 Pending – This term, when used by the Office of the Origin, indicates
that the investigation is continuing. In effect, it often means that the case
is not closed yet.

h. 2 Closed – A case be closed by the Office of Origin. Ordinarily, it is closed

for one of the following reasons: the subject died; the investigation is
completed or further investigation is considered to be unwarranted for
some reason such as the failure to establish a corpus delicti.

h. 3 Auxiliary Completion – This designation status is used by an auxiliary

office or squad on completing its assigned portion of the investigation.

i. Distribution – The disposition of the original and all copies of the report
should be clearly stated.

2. SYNOPSIS

Each report should bear on its cover sheet a synopsis or brief

description of the actions of the perpetrators as established by the body of the
report and the summary of the major investigative steps thus far
accomplished. This is done in a single paragraph using the narrative style. If
the perpetuator is known, his name should be used and his present status
described.

3. DETAILS OF THE REPORT

The DETAILS section of the report has for its objective a narrative
account of the investigation. It should be arranged logically with an eye to
reader comprehension.
Each paragraph should normally contain a separate investigative step.
Paragraphs and pages should be numbered. All pertinent details uncovered
by the phase of the investigation being reported should be related. The
investigator should refer parenthetically to all exhibits which support by
details.

4. CONCLUSIONS AND RECOMMENDATION (Optional)

The investigator’s opinions, conclusions, and recommendations as to

the status of the case and the disposition of physical evidence, should be
expressed under this heading.
 URDANETA CITY COLLEGE OF CRIMINAL
JUSTICE EDUCATION
UNIVERSITY
Owned and operated by the City Government of Urdaneta
_____________________________________________________________________________________

5. UNDEVELOPED LEADS

This is an “uncontacted” possible source of information which appears

necessary in bringing the investigation to a logical conclusion. The
investigator should try to make each lead specific, stating exactly what
information is to be expected from the lead.

6. INCLOSURES

Photographs and sketches of crime scenes, identification, Photostats of

checks are among the exhibits or enclosures that can aid assist offices.
7. STYLE

Clear, simple language should be employed. The use of confusing

pronouns should be avoided. The “past tense” should be used

TYPES OF REPORT WRITERS:

1. Those who write without thinking.

2. Those who write and thinks of the same time.
3. Those who think first and write afterwards.

Narrative Technique of Police Report

Among the techniques in composition writing, narration is effective in police

report. This is because narration concern events, with action, and with life in action.
An action takes place in time. There is chronological movement from the beginning
to an end. This means that the report begins when something happened; it ends
when something has finished happening.

THREE ESSENTIALS OF A NARRATIVE:

1. SETTING - In writing an investigative report, the setting is the introductory

paragraph. It must first be presented to the reader which includes the time, the
date, the place and the nature of the crime.

When? (Time and date of crime occurrence)

Where? (The crime scene)
What? (The nature of the crime)

2. CHARACTER - The second essential in the narrative involves the people in the
crime such as the victim, the suspect and the witness.
 URDANETA CITY COLLEGE OF CRIMINAL
JUSTICE EDUCATION
UNIVERSITY
Owned and operated by the City Government of Urdaneta
_____________________________________________________________________________________

COMPLAINANT – The person who institutes action; calls police; makes

complaint; first person contacted by the police.

VICTIM – The person who is injured or killed by acts of another person or by

misfortune or calamity or place in case of a building, ex. Attack or suffering loss.

SUBJECT – is actually the wanted person.

SUSPECT – The person who involve to major degree and wanted for
questioning or in some cases, apprehended.

WITNESS – The person who has seen or knows something about the case
being investigated or one which can furnish evidence or proof.

PERSON INVOLVED – Talks about either the subject or suspect but is still
involved in the matter and of interest to the police.

NOTE:

In all instances, give all know details as to the name, age, birthdate, birthplace,
and complete physical description and include information as to whether or not the
person (subject/suspect) is armed or considered dangerous, etc.

3. ACTION

- Why? (motive of the crime)

- How? (modus operandi of the manner occurrence)

USE OF PAST TENSE

At the time a police officer is writing the report, the writing will always be about
things that happened in the past. Therefore, the past tense will always be used to
describe events.

The use of the present tense is not only unclear, it is also factually wrong. The
officer is not currently performing the activity being described; rather it has been done
in the past, it is over.

Tone of Police Report

Written police report are most effective when they have an objective tone in
order to achieve detachment. The use of “I”, or the “WE”; the “ME,” or the “MY,” makes
writing subjective and opinionated. Administrative decisions cannot effectively be
based on subjective opinions.

CRITERIA OF A GOOD POLICE REPORT AND POLICE CORRESPONDENCE

 URDANETA CITY COLLEGE OF CRIMINAL
JUSTICE EDUCATION
UNIVERSITY
Owned and operated by the City Government of Urdaneta
_____________________________________________________________________________________

1. CLARITY
Good English is relative. It can be right for one reader, wrong for another,
in other words, this is situational, zeroing in written routinary communications,
the writer must consider that his readers have no time to dilly-dally because
they are always in a hurry to get things done. They have no time to be looking
into the meaning of difficult words used by an inconsiderate writer.

A correspondent, therefore, is duty-bound to service his readers by

letting them understand easily what he is trying to get across.

A. AVOID IMPRESSIVE EXPRESSIONS

B. AVOID AN UNWITTING TRANSFER OF LANGUAGE- Some Filipinos

attempt at language transference. He transfers what he thinks in his
home language to English language. Unconsciously, his written
communication becomes semantically ill- formed, thereby resulting in
ambiguity and losing clarity in the process.

C. AVOID ILLITERACY- This refers to the misuse of an English word. Never

mistake “advice” for “advise” , the former is a noun while the latter is a
verb.

2. Accuracy

The report must conform with the established standards for syntax,
format and written composition .The data must be precise and the information
must be factual, hence assumptions or opinions must be avoided. The terms or
words used must reflect constancy throughout the report.

Use the word that serves your purpose. What exactly do you mean? Have
you made your readers see and feel what you want to see and feel.

A. Use the word that serves your purpose.

B. Literally, ACCURACY means not only exactness but also non-

commission of errors.

C. Never confuse one word for another.

3. Brevity
 URDANETA CITY COLLEGE OF CRIMINAL
JUSTICE EDUCATION
UNIVERSITY
Owned and operated by the City Government of Urdaneta
_____________________________________________________________________________________

Wordy and lengthy sentences tend to make the idea vague. The report must be
easily understood. Hence the use of short, simple sentences, and common words are
enjoined .Verbose or repetitive writing style compromises the substance of the report.
A report should provide information. It should not be written to impress with words.

Brevity or conciseness means saying much in a fewer words.

A. AVOID PADDED PHRASES.

B. IMPRESS READERS WITH IDEAS NOT WORDS

4. Specificity

When we write about the concrete examples or situation that brings ideas to life,
we need specific words that bring the reader close to firsthand experience. Words that
remain too general keep an event colorless and anonymous.

Generalities must be avoided. A good descriptive narration gives life to the written
word through particular terms that project hues, movements, quantity and shapes.

A. CONCRETIZE ABSTRACT WORDS.

5. Completeness

In any incident report, the essential elements of information must be complete.

The 5Ws and 1H should be the basic guide in writing a report. Intentional or
unintentional omission of data may leave the reader asking more questions. It must
be avoided.

6. Timeliness

A report rendered after a considerable lapse of time is useless and it defeats the
purpose of submitting an incident report. Belated accounts of events are histories that
are apt for future and not for immediate use.

7. Security

All significant incident report are considered classified, hence, transmission,

handling, and access to these reports should be limited only to police personnel who
were granted the same or higher security clearance as the report. Accordingly, it is
also imperative to place that necessary marking to emphasize the document
classification of the report. Likewise, it is prohibited to divulge the contents of the
same to anybody, except when regulations permit it, and the approval of appropriate
authorities was sought beforehand.
 URDANETA CITY COLLEGE OF CRIMINAL
JUSTICE EDUCATION
UNIVERSITY
Owned and operated by the City Government of Urdaneta
_____________________________________________________________________________________

8. Impartiality

The reporting unit must know what the receiving unit needs to know. Important
data must not be omitted or added to conceal responsibilities, to impute liabilities, or
to favor parties. Embellishments, by inducing incredible information for purposes of
making the report impressive, must likewise be avoided.

The 5Ws and 1H of Police Report

The police officer need not be a literary genius to write a good police report. If the
officer obtain the six interrogatives, i.e., WHO, WHAT, WHERE, WHEN, WHY, and HOW,
his report will be complete even though it might not be a literary masterpiece. The
5Ws and 1H can be a useful guide to report writers, especially the beginners. The
following is a list of the variations that can be derived from the above.

1. Who – This pertains to some information regarding the victim, suspect,

witness, owner and property

1) Complete and correct name. Wrong name result in failure to locate a

witness or apprehend a suspect. The spelling should be correct, name,
including middle name must be exact.
2) Exact home address, be it residence or a hotel, and telephone address.
3) Relative questions under WHO may include the following:
a. Who was present at the crime scene: witness, suspects, victims, etc..
b. Who was apprehended?
c. Who discovered the evidence?

2. What

1) What type of property was attacked, e.g., building, residence, alley, vacant
lot, etc.
2) What type of property was stolen, lost or found. What items related to the
crime were found at the crime scene. An accurate description’s of all such
property stolen, lost or found. An accurate description of all such property
should be entered in the notes.
3) What offense was committed, e.g., murder, homicide, rape, physical
injuries, robbery, theft, and violation of special laws.
4) What type of evidence was found or recovered?

3. Where - This question is concerned with the geographical location of the

crime scene, property or evidence.

1) Where was the offense committed?

2) Where was the property found?
3) Where was the evidence found?
 URDANETA CITY COLLEGE OF CRIMINAL
JUSTICE EDUCATION
UNIVERSITY
Owned and operated by the City Government of Urdaneta
_____________________________________________________________________________________

4. When - This question includes the date and the time when the offense was
committed; property found, suspect apprehended, etc.

1) When did the police officer arrive?

2) When was the crime discovered?
3) When was the suspect/s apprehended?

5. Why - Under this heading is listed the object or desire which motivated the
offense.

1) In crime against person, the object of attack might be revenge, ransom,

or sexual leisure.
2) In crime against property, the reason may be to acquire money and
property.

6. How - This question refers to the general manner in which the crime was
committed.

1) How was the crime reported?

2) How were certain tools/weapons used?
3) How was the crime committed and discovered?

Practical Considerations in 5Ws and 1H

Generally, the “who”, “when”, and “where” will appear at the beginning of the
report. The reader needs to know the persons involved, the date and time the incident
happened, and the location at which it took place. “What” happened is usually
infolded through the report. The “how” is closely related to the what. The “why” belong
before or after the what, depending on the situation. These six questions cover the
essentials of many typical police report. A police report is written because a crime is
committed, and investigation of it is made. If the writer is failed to ask important
questions during investigation in his field note or tickler, then he is in for an
incomplete report, which understandably unreliable.

Classifications of Police Report

1. Informal Reports

It is usually a letter or memorandum, or any of one of the many

prescribed or used in day-to-day police operation. It customarily carries three
items besides the text proper, i.e. , date submitted, subject, and persons or
person to whom submitted. It may however, contain many items of
administrative importance along with the subject matter of the text. Actually,
most police reports may be placed in this category.

2. Formal Reports
 URDANETA CITY COLLEGE OF CRIMINAL
JUSTICE EDUCATION
UNIVERSITY
Owned and operated by the City Government of Urdaneta
_____________________________________________________________________________________

A formal report suggests the full-dress treatment, including cover, title

page, letter of transmittal, summary sheet, text, appendices, and perhaps an
index and bibliography.

Classification of Police Report According to Purpose

1. Performance Report
Contains information as to the status of an activity or operations.

2. Fact-finding Report
Involves gathering and presentation of data in logical order, without
attempt to draw conclusions.

3. Technical Report
Present data on specialized subject.

4. Problem-Determining Report
Attempts to find out causes underlying a problem or to find whether or
not a problem really exists.

5. Problem-Solution Report
Analyzes the thought process that lies behind the solution of a particular
problem. It may include all of the elements found in the other types of
reports, including presentation of data collected, discussion of possible
solutions to the problem, and an identification of the best solution.

Categories of Police Report

1. Operational Reports

Include those relating to the reporting of police incidents, investigations,

arrests, identification of persons, and mass miscellaneous reports necessary
to the conduct of routine operations.

2. Internal Reports

Relate to the reporting necessary to the management of the police

organization and include financial reports, personnel reports, purchase
reports, equipment reports, property maintenance reports, and general
correspondence.

3. Technical Reports

It present data on any specialized subject, but usually related to

completed staff work, and add to the specific knowledge necessary to
proper functioning of police management.
 URDANETA CITY COLLEGE OF CRIMINAL
JUSTICE EDUCATION
UNIVERSITY
Owned and operated by the City Government of Urdaneta
_____________________________________________________________________________________

4. Summary of Information

Furnish intelligence information necessary to the solution of crime,

accident, and police administrative problems. In addition, police reports in
this category are in recognition of the importance of public attitude toward
police operations, and serve the useful purpose of keeping executive and
legislative authority, and general public informed as to the problems,
progress, and needs of the police organization.

Types of Police Report

1. Spot Report

A spot report is that one done after an important incident took place in
a certain area at a given time. Verbal or written, it must be acted done or acted
upon within twenty four hours. The idea is to inform an immediate chief, which
is a standing procedure, considering the fact that whatever happens in the area
is a command responsibility, or that one from higher police offices must be
informed regarding the details relative 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.

When using a radiographic message form, the following must be

indicated and\ or enfaced on the spot reports, i.e., office origin, addressee, cite
numbers, the precedence action, the precedence info, date-time group, the
text answering the 5Ws and 1H which are all written in capital letters, and
others.

2. Special Report

Special report is done either because one feels he has some reporting to
do, or lower police unit and\or office is obligated based on the directive or an
instruction from the higher police offices. In other words, a higher echelon
incident, project program or activities, an estimate of a situation, or any other
similar activity.

Formalizing a special report from a lower police office to a higher police

office has been done by men in uniform. It follows a memorandum form of
police correspondence, wherein security classification, heading, reference file,
office origin, sender, addressee, the subject or title of the report, date of
preparation of the report, body of the reports, and signature of the head of
office must be included.

The following basic in preparing a police report shall be followed: seven

roller spaces from the upper edge of the paper, fifteen bars spaces on the left
 URDANETA CITY COLLEGE OF CRIMINAL
JUSTICE EDUCATION
UNIVERSITY
Owned and operated by the City Government of Urdaneta
_____________________________________________________________________________________

margin, seven back spaces at the right margin, and at least one inch space
between the name, rank and signature and lower edge of the paper. However,
with the computerization of the different police offices-marginal spaces are not
anymore strictly being observed.

Special reports must have the following paragraph contents:

a) Problem
What is the report all about? Why it is written in the first place? This problem
portion is reflected in the first paragraph, sometimes continued to the next.

b) Rationale
This refers to the specifications related to the problem. More often than not,
these details are shown in the subordinating paragraphs after the problem is
defined.

c) Action
The last paragraph has this, usually. What action must the receiver\reader does.

3. Progress Report

A progress report has a follow-up effect. Is this is a follow-up of initial report

previously sent? Or is this a follow-up of an investigation made submitted ahead? Or
is this a follow-up of a project or a program.

A progress report can simply be an accomplishment report which may be

analytical in approach and comparatively longer. This is may be in a memorandum
form or in a radiographic message form, having these important highlights:

1) Why the report is being made?

2) What is the purpose and scope of the report?
3) What sources of information?

If it is written in memorandum form, the body of the report must contain the
following: authority for investigation, details, and recommendations, or if written in
radiographic message form, the format of spot report shall be adopted.

4. Investigation Report

In criminal investigation unit, the arrangement of the material presented in an

investigation reports follows a certain pattern. The idea is for the report to be easy
read.

The form is similar to the memorandum form of police correspondence, except

that the text or body of the report is guided with the following parts: AUTHORITY,
MATTERS INVESTIGATED, FACTS OF THE CASE, DISCUSSION, CONCLUSIONS, and
RECOMMENDATIONS. If a part is not important because it is absorbed in another part,
 URDANETA CITY COLLEGE OF CRIMINAL
JUSTICE EDUCATION
UNIVERSITY
Owned and operated by the City Government of Urdaneta
_____________________________________________________________________________________

such can be excluded. Parts are capitalized, and followed by a colon. All the
paragraphs composing the text of the report are numbered consecutively in Hindu
Arabic numerals.

The investigator or the investigating officer signs the report. On top of the
letterhead, and on the lower fold of the paper, the word CONFIDENTIAL is typed or
stamped.

5. Beat Inspection Report or After Patrol Report

The beat inspection report is one of the widely-practiced written communications.

It is routinely as it is submitted daily by the duly beat supervisor.

This differs from after patrol report in term of movement. Those on beat inspection
do their routine check on foot; and those on patrol, check their assigned sectors by
using official vehicles-mobile patrol cars.

As to form, the beat inspection report and after patrol uses a memorandum form
format. Beat inspection report and after patrol report are submitted daily by beat
patrol supervisors-each one presumed to observe an eight-hour tour of duty with his
members.

6. Situation Report

The situation report is similar to the patrol report. Both are submitted every eight
hours. However, while the patrol report is done on a regular basis daily, the SITREP is
done on a need basis only.

7. Formal Report

Essentially, a formal report is presentation of facts and\or ideas. Sometimes, this

written work is lengthy. A long, formal report usually contains the following basic
parts: introduction, summary, body, conclusion (s), and recommendation (s).

Sometimes, the subject matter of the report may not require a conclusion because
the report may just be a fact-finding one; therefore, a personal observation is not
necessary.

If conclusions and recommendations are not asked for, the writer must use his best
judgment. All in all, a complete formal report must consist of the following parts: cover,
title page, letter of transmittal, table of contents, introduction or preface, summary,
body of the report, conclusions, recommendations, and supplementary materials or
appendices.
 URDANETA CITY COLLEGE OF CRIMINAL
JUSTICE EDUCATION
UNIVERSITY
Owned and operated by the City Government of Urdaneta
_____________________________________________________________________________________

Radio Message Form

The radio message form is the one used when preparing radiographic
messages intended for transmission throughout the Philippine National Police (PNP).
This pattern is after the form used in the Armed Forces of the Philippines (AFP), and
subscribes to procedures based on the AFPRG 421-141, dated November 26, 1968.]

Important Terms

1. Message

A message is any idea expressed in plain languages prepared in a form

suitable for transmission by any means of communications.

There are three types of messages:

a) Single
A message which only one addressee.
b) Book
A message which has two or more addressees, and is of such nature that the
originator considers that no addressee need be informed of the identity of
other addressees. Each addressee may be either ACTION or INFORMATION. The
main advantage of a book message is the economy in the use of
communication facilities, and reduction of commercial cost due to elimination
of unnecessary addressee data.
c) Multiple
A message which has two or more addressees, and is such nature that the
originator considers that each addressee must be aware of all the addressee to
whom the message was addressed. A multiple-address message will not be
used when a book message will suffice.

2. Originator

The originator of a message is the authority in whose message is sent, or

is the police office and\or unit in whose name a message is sent, or is the police
office and\or unit under the direct control of the authority approving a message
for transmission. The originator is responsible for function of the drafter, and
releasing officer. The originator has the following responsibilities:

1) To determine if a message is necessary.

2) To determine the addressees and the type of message.
3) To use the message form prescribed by the police organization.
4) To draft the text in accordance with the prescribed manner and
procedure.
5) To determine the precedence.
6) To determine the security classification.
7) To ensure that the message is signed by the releasing officer.
 URDANETA CITY COLLEGE OF CRIMINAL
JUSTICE EDUCATION
UNIVERSITY
Owned and operated by the City Government of Urdaneta
_____________________________________________________________________________________

3. Drafter

A drafter is a person who actually composes a message for release by the originator
or the releasing officer.

4. Releasing Officer

A releasing officer is a person who may authorize the transmission of a message

for and in the name of the originator.

5. Text

The text is that part of a message which contains the idea that the originator
desires to communicate. It may also contain such internal instructions that are
necessary to obtain special handling.

Filling Out of Message Form

1. For Communications Electronic Service or Signal Use, Routing Indicator for

Operator’s Use

The message form has spaces provided for use by CES or Signal Personnel. No
entries are to be made in these spaces at the time the message is prepared by the
drafter or originator. When blank sheets are used, adequate space must be left for
this purpose.

2. Precedence Action

The precedence assigned to all action addressees will be entered in this block.

3. Precedence Info

The precedence assigned to all information addressees will be entered in this

block.

4. Date-Time Group

The date-time group is placed at the date-time group block and consists of six
digits and a zone designation. The first fair of digit denotes the date; the second
fair the hour; the third the minutes. When using abbreviated procedure, the digit
denoting the date may be omitted. It is then called a time group.

A letter DATE-TIME GROUP designate the time zone. Unless otherwise

specified, the local time of the geographical area will used, in which case there will
be either no letter after the date-time group, or the police executive, or head of
the police unit will designate the zone designation letter corresponding to the
local time.
 URDANETA CITY COLLEGE OF CRIMINAL
JUSTICE EDUCATION
UNIVERSITY
Owned and operated by the City Government of Urdaneta
_____________________________________________________________________________________

For Greenwich Mean Time, the zone designation letter “Z” is to be used when
required.

5. Message Instructions

Normally reserved for communication center use by the originator to indicate

the desired method of delivery of a message, e.g., radio, landline, visual, mail, by
hand, or convey any other appropriate instructions.

6. From

In this block is entered the designation of the originator. Police abbreviation

should not be used if addressees outside the police service are included.

7. To and Attn or Info

Addressees may be designated as either action or information. Again police

abbreviations should not be used if addressees outside police service included.

8. Security Classification

1) Responsibility

It is the responsibility of the originator to ensure that proper security

classification is indicated on the message before it is forwarded for
transmission, a reply classification, when contents of the text of the message
containing the reply or reference permit.

2) Security Classification

Messages are to be classified as TOP SECRET, SECRET, CONFIDENTIAL or

RESTRICTED whenever their content falls within the definition set forth in
appropriate regulations.

Those bearing no security classification should be marked

UNCLASSIFIED or the abbreviation UNCLAS.

9. Cite Number

This is to be filled-up by the originator with the office, unit or originator’s cite
number for the message.

10. Text

To save transmission and circuit time required for, normally the message text
should be prepared in block form, i.e., without paragraph numbering, indenting.
 URDANETA CITY COLLEGE OF CRIMINAL
JUSTICE EDUCATION
UNIVERSITY
Owned and operated by the City Government of Urdaneta
_____________________________________________________________________________________

If paragraphing is specifically required or desired, modified letter format should

be used.
1) Paragraph shall be numbered with Arabic numerals in sequence followed
by a period; sub-paragraphs shall be lettered alphabetically in sequence
followed by a period; sub-sub-paragraphs shall be numbered with Arabic
numerals in parentheses, commencing with “(1);” sub-sub-sub-paragraphs
shall be lettered in parentheses, commencing with “(a).”

2) Paragraphs designations are to be transmitted as those which are written

and not spelled out.

3) When message consists of only one paragraph, this paragraph shall not be
numbered.

11. Reference Message

If the message refers to another message, appropriate identifying data of the

reference message will be inserted in the block.

12. Classified

If the reference message is classified, the YES block will marked, and if
unclassified, the NO block will be marked.

13. Page number and Number of Pages

This block will be filled according to the number of message, from pages used
to complete the message.

14. Drafter’s Name Title and Phone Number

Data identifying the drafter is entered in this block.

15. Releasing Officer’s Name, Title and Signature

Data identifying the individual authorities to release the message is to be

entered in this block.

16. PNP Addressees

1) The title and location or unit designation of the signing authority will be
indicated.
2) Zip Codes of Post Office Numbers, or another coded distributions lists will
not be used as originator’s address as part of a business.

3) Messages to a police addressee will be addressed to the chief of an

instillation or head of an agency. Authorized abbreviations maybe used. All
 URDANETA CITY COLLEGE OF CRIMINAL
JUSTICE EDUCATION
UNIVERSITY
Owned and operated by the City Government of Urdaneta
_____________________________________________________________________________________

messages for personnel serving or on duty within an agency will contain

internal instructions for delivery purpose.

4) Geographical location of an instillation or agency will be included. Messages

addressed to an individual located at business or home address will include
the street address, the full name of the city or town and the abbreviated
name of the province.

17. Purely Civilian Addresses

1) The originator’s designation will consist of the full title of the chief or head
in those messages addressed to another line agency in the government.
Abbreviated titles will not be used; rather it must be spelled out.

2) When a message is for another line agency addressee, or it is to be delivered

by a commercial carrier, handling instruction will be included in the address
portion of the message form. Names of cities or municipalities will be
spelled out in full; name of province may be abbreviated, i.e., Santa Rosa, N.E.