CRDI312
TECHNICAL
ENGLISH MIDTERM
WEEK 7
STYLE AND FORMAT OF
WRITING REPORT
OR MEMORANDUM
Report is a formal and detailed document that
presents the results, findings or conclusions
of an investigation, research or analysis.
How to write a report
•define the scope and objectives, considering
what you want to achieve with the report and
the questions you want to answer.
How to write a report
•conduct research and analysis by gathering
data from reliable sources and using
appropriate methods and tools to analyze
them.
•craft a descriptive and informative title with
keywords that indicate the main topic and
scope of the report.
How to write a report
•use a standard report structure with elements
such as an executive summary,
introduction, body, conclusion and
references.
•organize the body into sections and
subsections with headings, subheadings and
labels to structure the report and guide your
reader.
How to write a report
•be sure to use evidence, examples and
citations to support your claims and
arguments.
•use transitions and connectors to link your
ideas together in a coherent narrative.
•use a formal and objective tone without
personal opinions or emotions that may
undermine your credibility.
How to write a report
•use technical terms only if you define them for
an audience familiar with them otherwise
use passive voice and third person to
maintain a professional distance.
•proofread and edit your report for spelling,
grammar, punctuation, formatting errors,
completeness, consistency and correctness.
Memorandum or memo is a brief and
informal document that communicates
information, updates, requests or
recommendations within an organization.
How to write a memo
•consider your audience and purpose.
•write a clear and concise subject line, and use
a standard format.
How to write a memo
•the body of the memo should be organized
into paragraphs or sections with headings,
bullet points or numbered lists.
•use a polite and professional tone when
writing and remember to proofread and edit
your memo for accuracy.
How to write a memo
•ensure that the language used is positive and
respectful, avoiding slang, jargon or
abbreviations that may confuse your readers.
•double check for any errors in spelling,
grammar, punctuation and formatting.
Reports Memos
written for external audiences written for internal
audiences
present the results, findings, or
conclusions of an investigation,
research or analysis
typically used to inform, update,
request or recommend something
have a standard structure with a
title and several sections
have a simple format with a subject
line and body
use formal and objective language
that is technical and descriptive
use polite and professional language
that is simple and direct
maybe longer with appendices or
attachments usually one or two pages long
Types of Reports
1. Formal or Informal Reports
•Formal reports are carefully structured,
detailed and written in a style that eliminate
such elements as personal pronouns.
•Informal reports are usually short messages WEEK 8
with natural and casual use of language such MECHANICS OF
as the internal memorandum. WRITING OFFICE
MEMORANDUM
Types of Reports
2. Short or Long Reports Memorandum
•This is a confusing classification. A one-page •a written document businesses use to
memorandum is obviously short, and a communicate an announcement or
twenty page report is clearly long. notification.
•As a report becomes longer or what you •a written report that is prepared for a person or
determine as long, it takes on more committee in order to provide them with
characteristics of formal reports. information about a particular matter.
•have no salutation line and no signature area
Types of Reports
at the end.
3. Informational or Analytical Reports
•Informational reports carry objective Types Of Memos
information from one area of an organization 1. Request Memo
to another such as annual reports. •to gain a favorable response to a request.
•Analytical reports present attempts to solve •use persuasive language because the end
problems such as scientific research and goal is to convince others.
feasibility reports. 2. Confirmation Memo
•to confirm in writing something that has been
Types of Reports
agreed to verbally.
4. Proposal Report
•Proposal reports are documents prepared Types Of Memos
to describe how one organization can •situations that need agreement between two
meet the needs of another. or more parties.
5. Periodic Reports 3. Ideas and Suggestion Memo
•Periodic reports are issued on regularly •to find efficient solutions to problems.
scheduled dates and directed upward and •encourage group discussions and
serves as a management control. brainstorming sessions.

Types of Reports Types Of Memos

6. Vertical or Lateral Reports 4. Periodic Report Memo
•This classification refers to the direction a •submitted at regular intervals such as monthly
report travels. cost control reports, quarterly sales reports
•Vertical Reports move upward or downward •designed and preprinted so that the writer can
and contribute to management control. complete them quickly.
•Lateral reports assist in coordination in the
Types Of Memos
organization and travel between units of
5. Informal Study Memo
the same organization level.
•usually submitted by organizational personnel
Types of Reports who are asked to write the results of an
7. Internal or External Reports informal study.
•Internal reports travel within the organization. •the objective of the message is to present the
•External reports such as annual reports of information in an easy-to-read and
companies, are prepared for distribution understandable form.
outside the organization.
Purpose of Memorandum
8. Functional Reports
•convey information
•Includes accounting , marketing, financial and
•revert to an inquiry
a variety of other reports.
•seek explanation
•offer suggestions
•give instructions
•confirm arrangements following a discussion
•amend existing policies
•make inquiry
Importance of Memorandum
•to communicate something of immediate
importance to people within a business or
organization.
•to have an efficient way of communication
which is used to keep employees informed
on the latest happenings or to bring attention
and solve problems.
Advantages of Memorandum
•a simplified form of communication
•it helps in determining responsibility
•acts as a permanent record of anything
communicated through memos.
Parts of a Memorandum
•Header - gives basic information about the
recipient, sender, subject and date.
•Introduction - explains the context and
informs recipients about the purpose of the
memo.
•Body - explains and elaborates on the
purpose of the memo by giving details and
clarifications.
Parts of a Memorandum
•Conclusion - wraps up the memo with a call
to action or a final reminder or a rationale.
•Necessary attachments - particularly
documents that support, clarify or require
action on the part of the recipient..
Format of a Memorandum
Format of a Memorandum
WEEK 9
MECHANICS OF
WRITING OFFICE
MEMORANDUM
Movement of Memo
1. Downward Vertical Memo from Top to
Bottom (Directive)
•travel from senior management to their teams
and down the chain of command at the
workplace.
•carries orders, instructions, policies and
information from superiors to subordinates.
Movement of Memo
2. Upward Vertical Memo from Bottom to
Top (Report)
•used by junior-level or mid-level employees to
communicate with their respective
managers or leaders.
•subordinates convey their suggestions,
recommendations, requests, responses,
reports, problems etc. to their superiors.
Movement of Memo
3. Horizontal
•used for communication between employees
or coworkers at the same level of seniority
within an organization.
WEEK 10
BUSINESS LETTERS,
OFFICIAL LETTERS AND
PERSONAL LETTERS
Business letter
•a professional, formal letter that is sent by one
company to another.
•can be used for professional correspondence
between business clients, employees,
stakeholders as well as individuals.
Official letter
•also known as a formal letter
•a document professionally written for another
company or business professional.
•can be used when applying for jobs, issuing a
complaint, expressing interest in a job
position or thanking someone.
Personal letter
•a type of letter (or informal composition) that
usually concerns personal matters (rather
than professional concerns)
•sent from one individual to another.
•longer than a dashed-off note or invitation and
is often handwritten and sent through the
mail.
Types of Business Letters
1. Cover letter
•a business letter typically sent with your
resume when applying to a job.
•while not all employers require a cover letter, it
is a great opportunity to explain your
professional experience, qualifications and
interest in the company and job.
Types of Business Letters
2. Letter of recommendation
•written on behalf of another professional to
verify their qualifications and work ethic.
•can strengthen an application for employment,
higher education or another professional
opportunity.
Types of Business Letters
3. Interview follow-up letter
•sent after being interviewed for an open
position to demonstrate interest in the job
further.
4. Offer letter
•an official offer of employment that describes
the specific terms of the position.
Types of Business Letters
5. Sales letter
•to introduce a service or product to a client or
customer.
•sales professionals often use these letters
when making new contacts with prospective
buyers or strengthening relationships with
longtime clients.
Types of Business Letters
6. Letter of commendation
•a form of employee appreciation to
congratulate an employee for a job well
done.
7. Letter of resignation
•informs the employer of one’s intent to resign.
•many organizations prefer to have an official
letter for documentation purposes.
Types of Business Letters
8. Thank you letter
•an important way to let colleagues, employers,
vendors or other business contacts know
how their time or efforts are valued.
•builds rapport with the recipient and
communicate your intentions for the future
Types of Business Letters
9. Complaint letter
•sent by consumers to businesses when they’re
unhappy with a service or product.
10. Apology letters
•acknowledges a mistake, expresses regret
and asks for forgiveness or patience.
•create a formal record of admission to and
attempting to rectify a mistake or failure.
Types of Business Letters
11. Office memorandum
•a short formal document used for
communication between the business and its
employees.
12. Welcome letter
•a formal way of introducing a company or
employee and provides basic information to
the recipient.
Types of Business Letters
13. Request letter
•to formally ask for something in the workplace
which can also be a beneficial way to
acquire specific information.
14. Announcement letter
•sent out to employees and stakeholders to
declare something of note for the company,
such as a change of policy or a merger.
Types of Business Letters
15. Termination letter
•a respectful yet effective way to dismiss an
employee from their current job.
•also called a "letter of separation," "a notice of
termination of employment" or "contract
termination letter."
How to Write a Business Letter
Step 1: Date
•Rather than abbreviating with numbers, write
the entire date.
•Example: October 20, 2016 (American)
20 October 2016 (English)
Step 2: Recipient or Inside Address
•Write the recipient’s name, their title
(Ms./Mrs./Mr./Dr.) and their address.
•Make sure you’re as specific as possible so
that it reaches the right destination.
•If you don’t know the person’s name, a little
research won’t harm you. Call the company
or speak to the employees of the company
to find out the name.
•Example:
Mr. Mike Brown
Executive Director
XYZ, Inc.
602 Melrose Avenue
Los Angeles, California 90038
Step 3: The Salutation
•A salutation isn’t just a simple greeting, it’s an
indicator of respect. You can choose the
salutation based on how well you know the
person and the context of your letter.
•If you know the person you’re sending the
letter to, and you address them with their first
name, it’s okay to use their first name in the
salutation.(For example, Dear Mike)
•If you don’t know someone, always use the
personal title and their last name.
•If you are not sure of someone’s gender, you
can use their full name. (For example, Dear
Taylor Brown)
•If you don’t know specifically whom you’re
sending the letter to, use “to whom it may
concern.” Whatever the situation is, make
sure that you end the salutation with a colon,
not a comma.
Step 4: The Body
•The body should contain a few (mostly three)
concise paragraphs, each with a clear purpose.
•If you want your reader to get the best possible
impression, keep your message crystal-clear.
•In the opening paragraph, introduce yourself and
clarify the point of your letter. You can also
mention mutual connections here, in case the
recipient doesn’t know who you are.
•In the closing paragraph, briefly summarize your
points, restate the letter’s purpose and tell
your planned course of action.
Step 5: Complimentary Closing
•This is a short remark that marks the end of your
letter. You’ve got a lot of options here but
choose the one that reflects the formality of
your relationship.
•Recommended formal closings include “Yours
Truly” or “Respectfully” or “Sincerely”.
Step 6: Signature
•Below the complimentary close, sign the letter.
•Make sure that you skip at least four lines so
that there’s enough room for your signature.
After that, type out the name that has to be
signed.
•Example :
Your signature
Typed full name
Title
Step 7: Enclosures (If applicable)
•If you plan to send anything along with your
business letter, you can indicate this simply
by writing Enclosures after the signature.
•Consider it the print version of “please find
attached” for emails.
•If you have included many documents, make a
list that tells the recipient what he needs to
look for in the envelope.
WEEK 11
LAW ENFORCEMENT
AGENCIES
CORRESPONDENCE
Characteristics of Police Correspondence
1.Correctness
•No error, fault, mistake, or departure from
truth.
•The correspondence should be thoroughly
edited.
Characteristics of Police Correspondence
2. Conciseness
•Brief or limited in words.
•Concision (brief) does not mean deleting
words that count and make your statements
brusque (rough in manner).
•Brevity means using necessary words only as
you retain the natural tone of your
sentences.
Characteristics of Police Correspondence
•Avoid
•redundancies (unnecessary, repetitious) and
superfluous (more than is needed,
desired, or required) words.
•gobbledygook or meaningless and non
sense words that complicate the message
and makes it less understandable or
readable to the receiver.
Characteristics of Police Correspondence purpose.
•Avoid •Modern writing requires us to refrain from
•misleading euphemisms or use euphemisms using terms that discriminate or show biases
sparingly (expressions aimed at in the treatment of males and females.
politeness or at making unpleasant subjects
Characteristics of Police Correspondence
seem less offensive) such as meet our
7. Accuracy
Creator (dying), policy of disinformation
•Neutral terms should be used to manifest,
(lying to the public) or conflicts and
fairness and equality between sexes such as
collateral damage ( wars and civilian
businessperson instead of businessman,
casualties)
artificial or synthetic (man- made), workforce
Characteristics of Police Correspondence (manpower).
•Avoid
Tones of Memorandum
•weak phrases such as wealthy business
1. Memorandum For
person (tycoon), business prosperity
•used by a subordinate official in
(boom), carrying a child (pregnant)
communicating to a superior on matters which
•generality such as traveled in another
are recommendatory/advisory or informative
country instead of traveled in Japan
in nature.
(specific), my better-half (my husband; my
•tone must be formal.
wife)
•if used for officials of equal positions, the tone
Characteristics of Police Correspondence may be personal.
3. Completeness
Tones of Memorandum
•This means perfection, fullness or sufficiency
2. Memorandum To
of the correspondence as regards to
•used by a superior or higher office/position to
information and parts.
a subordinate office/position.
4. Courtesy
•used to issue administrative instructions that
•This is akin to acts or expressions that
requires compliance by or information of the
manifest politeness, civility, urbanity,
majority or all of the subordinate offices or
considerateness and respectfulness.
personnel in the same office/unit.
Characteristics of Police Correspondence •the tone is impersonal.
5. Visual appeal
Guidelines in Memorandum
•Any written communication should be
•In order to conform with the civilian character
attractive, has visual impact and generally
of the PNP, BJMP, and BFP the “subject-to-
looking good but not multicolored.
letter format” which is the standard military
•Format, spacing, margin and indention are
type of communication should not be used
matters to be carefully visualized.
anymore in all correspondence and instead
Characteristics of Police Correspondence be replaced with the “Memorandum” format
6. Tonal appeal which is the standard and acceptable type
•Statements may exude tense, hostility, among civilian offices.
artificiality, friendliness, naturalness or
Guidelines in Memorandum
sincerity of the communicator.
•As per Letter Directive No. 95-09-26 DHRDD,
•There are no substitutes for simplicity, straight
PNP-NHQ dated October 27,1995, the use
forward, modern and readers words and
of Memoranda and Memorandum from the
phrases.
DHRDD Director dated February 11,1998, is
Characteristics of Police Correspondence limited to the preparation of decision papers,
7. Accuracy proposals, reports, requests and replies to
•Use the words that exactly serve your queries.
Guidelines in Memorandum
•For distinction however, memorandum shall be
used between offices within the PNP, BJMP
and BFP only.
•Letters shall be used for communications
intended for offices outside the PNP, BJMP
and BFP.

Guidelines in Memorandum
•Memorandums shall be numbered
consecutively by calendar years. The first two
digits shall represent the last two digits of the
calendar years when the issuance was
prepared and the number after the hyphen
shall represent the serial number of the
specific issuance.

Guidelines in Memorandum
•The last two digits shall be immediately below
the last letter of the issuance category or
type, as:
MEMORANDUM
No.92-9

Guidelines in Memorandum
•Punctuations shall be used in accordance with
grammatical principles pertaining thereto.
•Prescribed formats shall be strictly followed in
the preparation of letter and memoranda.
•In the absence of institutional rules, rules of
technical writing shall prevail.