GAPAN CITY COLLEGE

City Hall Compound, Bayanihan, Gapan City,

Nueva Ecija, Philippines 3105
Department of Criminal Justice
Education

Week 14-15
Module in Technical English 1
(Investigative Report Writing And Presentation)

Name: ______________________________________ Score: ___________/

Course, Year & Sec.: ___________________________ Date: ____________
Endorsement Letter
What is an Endorsement Letter?
- An endorsement letter is a legal term that refers to the signing of a document that allows for the legal
transfer of a negotiable from one party to another. It is also an attachment to a document that amends
or adds to it. It is likewise defined as the act of giving approval or recommendation to something,
usually in a public manner.
- A formal communication document that professionals use to show their support for a fried, colleague,
student or other acquaintance. It helps to persuade hiring managers and committees about decision
regarding the subject of the letter.
Parts of Endorsement Letter
1. Letter Head. The letterhead is the heading at the top of a sheet the letter paper or stationery. The
heading usually consists of a name background pattern. The term "letterhead" is often used to refer to
the whole sheet imprinted with such a heading.

2. Ordinal Number. The ordinal number is a well-ordered set of number. They are usually identified with
hereditarily transitive sets. Like other kinds of numbers, ordinals can be added, multiplied, and
exponential. When expressed as figures, the last two letters of the written word are added to the ordinal
number.
Example : First 1st
Second 2nd
Third 3rd
3. Date Line. The date line may refer to a common calendar date or day on a calendar. The date line in
an endorsement is stated in terms of month, date and year, and it is reflected below the ordinal number
of the communication. Similar with other forms of police correspondence the date line must not be
abbreviated or reflected in numerals.

4. Addressee. The addressee is the person or name of the office to which something, such as a letter or
message, is addressed or sent, to whom it is intended. In this part of the endorsement, the complete
name of the person or name of the office or agency to which the endorsement, together with the
designation and address of the office must be indicated.
 5. Body. The body is the main and largest part of an endorsement. The body is made up of one or more
paragraphs in which the main idea of the endorsement is relayed. The body should include the reason
for writing. Additional paragraphs should go into more detail about the subject. The last paragraph of
the body should summarize the endorsement.

6. Signature. The signature of the endorsement is a handwritten depiction of someone's name, nickname
or a person who made the communication representing the official proof of identity. The writer of a
signature is a signatory or signer. Similar to a handwritten signature, a signature describes the work as
readily identifying its creator.

7. Enclosure. Enclosure prevents the correspondence or memoranda from becoming too detailed. List all
enclosures in an enclosure block by following the order of their appearance in the text. Describe the enclosure,
such as a memo or directive. However, when identifying a document by its subject, cite the subject exactly.

Contents of Endorsement Letter

1. The use third person 3rd person point of view, such as "the writer," "the undersigned," "this unit," "this
station" or "this office," is prescribed to achieve objectivity.
2. An endorsement is never typed on the back of the page and abbreviations should not be used.
3. Because it is a formal communication, Endorsements are numbered consecutively, starting with 1st. A
civilian endorsement is typed below the sender's address or heading, or letterhead and shows the
dateline, which is also above the text of the endorsement.
4. Communication which is being endorsed to :

Superior office "Respectfully forwarded," or "Respectfully

submitted.
Equal rank "Respectfully transmitted,"
Subordinate units "Respectfully referred."
Correspondence returned to an office where it is originated or where it has been recorded use
"Respectfully returned," regardless of the rank of the office concerned 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.
Tips in Writing Endorsement Letter
1. Provide Identity and State the Endorsement Letter. At the beginning of the endorsement letter,
immediately indicate the individual writer’s identity and what or to whom endorsement is being made.
Make sure to include the rank and designation that the writer has or the expertise that is pertinent to
the endorsement.
2. Indicate the reason for Endorsement Letter. State that the person you are endorsing is the best
person for the job based on previous experience working with the individual in similar roles.
3. Reiterate the Endorsement Letter. Conclude the letter by repeating the endorsement and
summarizing why the endorsement letter made matters. Include contact information and, for the
greatest effectiveness, offer to answer any follow-up inquiries in relation to the endorsement letter.
Addressees in Endorsement Letter
1. Copy for Action Addressee. The original copy of the endorsement must be endorsed to the action
addressee. The action addressee can be shown in the "TO" or "FOR" line. The word is applied to any written
text of the correspondence sent to other offices or sections by way of providing it with an endorsement,
indicating therein the addressees.
2. Copy for Thru Addressees. The thru addressee copy must be shown in the "thru line." If there are two or
more "thru addressees," renumber them starting with one in parentheses before the next recipient of the
correspondence. Moreover, there is no need for the originator or the endorsement to provide the single
remaining endorsement thru addressee with a number.
3. Copy for Earlier Addressees. Add these addressees to the copy line. Routine endorsements include
"forwarded," "forwarded for consideration," and "forwarded recommending approval." Hence, significant
endorsements include disapproval," "readdressed and forwarded," and those with substantive comments.
4. Copy for Other Addressees. The copies for any information addressees must be indicated in the copy line.
Hence, to the right of each of these addressees, type the word "Complete" to show that the endorsement
includes copies that the originator of the endorsement has made fort the standard memo, enclosures, and prior
endorsements.
5. Copy for the Originator. The originator is the office or section responsible in making the endorsement of
the original communication to the concerned office or section wherein the same must be transmitted; therefore,
a copy duly receipted by the addressee with date received and name of recipient must be kept by the said
office or section for future reference.
6. Copy for the File. In receiving or sending an endorsement from elsewhere, either from inside or outside the
public or private entities, it is more likely that a file copy must be maintained or kept for purposes of officially
recording the documents enclosed with it. Hence, a decision has to be made whether to keep it in both hard
copy and soft copy.
Types of Endorsement Letter
1. Commercial Endorsement Letter. Commercial endorsement letter occurs when a business receives a
commercial benefit or profit through association with the police hierarchy. Hence, commercial endorsement is
strictly prohibited. The police do not endorse organizations, individuals, products, services or activities where
the endorsement will result in a commercial benefit.
2. Non-Commercial Endorsement Letter. Non-commercial endorsement letter occurs when an event or
activity organized by a government agency, not for profit community organization or charity, is publicly
supported by the police, and the benefits it receives does not involve a commercial benefit or profit, and is of
official interest to the police or law enforcement agency.
Considerations in Endorsement Letter
1. State clearly who or what are being endorsed. The endorsement letter should indicate plainly what or
who it is that the writer is endorsing.
2. The letter should offer clear reasons signifying the support for the person, product, program and so on.
3. Include all relevant details: and explain the qualities, skills or qualifications that make a person suitable
for the job, why the program is exceptional and the personal experience of conviction with it, what it did
for the company or oneself, and other appropriate details.
4. Write the endorsement letter professionally.
5. Avoid graphics, an abundance of bold or italic fonts, and leave plenty of white space around borders:
this make the letter look professional, and it is easy on the eye of the reader.
6. Always be concise, accurate, specific, and the endorsement must meet the requirements of brevity:
avoid getting out of the topic: write briefly and to-the-point.
 GAPAN CITY COLLEGE
City Hall Compound, Bayanihan, Gapan City,
Nueva Ecija, Philippines 3105
Department of Criminal Justice
Education
Week 16-17
Module in Technical English 1
(Investigative Report Writing And Presentation)

Radio Message
What is a Radio Message?
A radio message is a discrete means of communication sent by the originator to the recipient for consumption
by some recipient or group of recipients and is delivered by the use of radio communication equipment, via an
interactive exchange of conversation, usually by two or more radio operators, usually the sender and the
recipient. Usually, this medium of communication is being used during actual law enforcement operations.
An example of a radio message, is a communication in the form of a spot report sent by the lower police office
to higher police office after an investigation has been conducted and which is relative to the occurrence of an
incident or event that transpired in a given date, time and place, and with the purpose of informing the latter of
the facts and circumstances about the event or incident.
Important Terms
The message, originator, drafter, releasing officer, and text are important terms which are defined for
clarification purposes
1. Message. A message is any idea expressed in plain language prepared in a form suitable for transmission
by any means of communication.
There are three types of messages:
a. Single. This is a message which has only one addressee.
b. Book. This is 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. This is a message which has two or more addressees, and is of such nature that the originator
considers that each addressee must be aware of all the addressees to whom the message is 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 the police office or
unit in whose name a message is sent, or the police office or unit under the direct control of the authority
approving a message for transmission. The originator is responsible for the function of the drafter, and
releasing officer. The originator has the following responsibilities:
a. To determine if a message is necessary.
b. To determine the addressees and the type of message.
e. To use the message form prescribed by the police organization.
d. To draft the text in accordance with the prescribed manner and procedure.
e. To determine the precedence.
f. To determine the security classification.
g. To ensure that the message is signed by the releasing officer.

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.
Significance of Precedence
Precedence designation is employed to indicate the relative order in which a message or one precedence
designation is handed with respect to all precedence designations. Precedence designation indicates:
1. To the originator, the required speed of delivery to the addressee.
2. To the communication electronic personnel, the relative order of handling the delivery.
3. To the addressee, the relative order in which he should note the message.

Dual Precedence Radio Message

Multiple addressee messages having both action and information addressees, may assign two precedence,
i.e., one precedence for all action addressees, and a lower precedence for all information addresses.
Filing Out of Message Form
1. Communication Electronic Service Use. The message form has spaces provided for use by
Communication Electronic Service 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 addresses in the radio message will be entered
in this block, or if not using a radiographic message form, at the upper right portion of paper.
3. Precedence Info. The precedence assigned to all addressees will be entered in this block. information
4. Message Precedence. It is an indicator attached to a message indicating its level of urgency. Here are the
message precedence designators, in descending order of importance:

Precedence Letter Handling time Meaning

a. Flash "Z" Must be handled as fast This precedence is reserved for initial criminal
as humanly possible. elements, contact messages, or tactical
operations messages of extreme urgency. Brevity
*not exceeding 10 mins is mandatory.
Messages of lower precedence are interrupted
on all circuits involved until the handling of flash
messages is completed.

b.Immediate "O." It requires immediate This precedence is reserved for messages

delivery. relating to situations gravely affecting the peace
and order and public safety.
* handling time not to Example : civil disturbance, grave natural
exceed 30 minutes disaster, search and rescue operations.
They are to be handled as quickly as possible.
c. Priority "P." They are to be handled This precedence is reserved for traffic requiring
as quickly as possible. expeditious action by the addressee or for
conducting operations in progress when routine
*handling time not to precedence will not suffice.
exceed three hours. Examples :requests for supplies or equipment
during the conduct of an operation, time-critical
items requiring quick response and situation
reports.
d. Routine "R." They should be handled This precedence is used for all types of message
as soon as traffic flow traffic justifying transmission by rapid means, but
allows, but not later than not of sufficient urgency to require higher
the beginning of the next precedence.
duty day. Examples :any message that requires the
documentation of its transmission or delivery;
messages concerning normal operations,
programs, or projects; and periodic or
consolidated reports.
e. Flash "Y." The Commander-in-Chief or the Chief Executive
Override has access to a flash override capability. Flash
override is not precedence, but instead
represents the authority and means to override
all other traffic, including FLASH precedence
messages. Used to indicate a message having
 the authority to override all other traffic, and is
usually assigned to Emergency Action Messages
(EAM).

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 time may be omitted. It is then called a date group.
The letter date-time-group designates the time zone. Unless otherwise specified, the local time of the
geographical area will be 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. For Greenwich Mean Time (GMT), the zone designation letter "Z" is to be used when required.
5. To and Attention or Information. Addressees may be designated as either attention or information. The
former is used in calling the attention of a particular office, while the latter is used if the message is Specifically
addressed to a particular office. Again, police or law enforcement abbreviations of terminologies should not be
used if addressees outside police or law enforcement service are included.
6. Message Instructions. Normally reserved for use of the communication center of the originator to indicate
the desired method of delivery of a message, for example, radio, landline, visual, mail, by hand, or convey any
other appropriate instructions.
7. From. In this block is entered the designation of the originator, Police abbreviations should not be used if
addressees outside the police service are included.
8. Security Classification. Radio message prior to its transmission shall be provided with corresponding
security classification, purposely to ensure the security of classified information or materials contained in the
text of the message.
a. 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.
b. Security Classifications. Messages are to be classified as TOP SECRET, SECRET, CONFIDENTIAL or
RESTRICTED whenever their content falls within the definition set forth in appropriate rules and regulations
with regard to document security.
c. Unclassified. 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 the originator cite number for the
message.
10. Text. To save transmission and circuit time required for, normally the text of the message should be
prepared in block form, i.e., without paragraph numbering, indenting. If paragraphing is specifically required or
desired, modified letter format should be used.
a. Paragraphs 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)."
b. Paragraph designations are to be transmitted as those which are written and not spelled out, and 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 be marked, and if unclassified, the
NO block will be marked.
13. Drafter's Name Title and Phone Number. Data identifying the drafter of the radio message is entered in
this block.
14. Page Number and Number of Pages. This block will be filled according to the number of messages, from
pages used to complete the message.
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. Information regarding the identity of the addressee or receiver of the radio message
shall be included in this portion, such as follows:
a. The title and location or unit designation of the signing authority will be indicated as in:
FM: COP CCPS
or
TO: PD, NEPΡΟ
b. ZIP Codes or Post Office Numbers, or another coded distributions lists will not be used as originator's
address as part of an address.
c. Messages to a police addressee will be addressed to the chief of an installation or head of an agency.
Authorized abbreviations maybe used. All messages for personnel serving or on duty within a particular level of
police office will contain internal instructions for delivery purpose.
d. Geographical location of an installation 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 Addressee. In purely civilian addressee, data identifying the name, office and address of
the recipient of the message must be included, as follows:
a. The originator's designation will consist of the full title of the chief or head in the messages addressed to
another line agency in the government. Abbreviated titles will not be used; rather it must be spelled out as in:
From: Chief of Police
Cabanatuan City Police Station
Cabanatuan City
or
To: Provincial Director
Nueva Ecija Police Provincial Office
Cabanatuan City
b. When a message is for another line agency addressee, or is to be delivered by a commercial carrier,
handling instructions will be included in the address portion of the message form. Names of cities or
municipalities will be spelled out in full; name of provinces maybe abbreviated as in:
Santa Rosa, N.Ε.
Principles of Operations
Both the sending and receiving operators should have a common understanding so they can work together
effectively. The principles for the proposed on-the-air protocol in sending radio message are as follows:
1. The content of the radio message is relayed in sequence: top to bottom, left to right.
2. It takes longer to write a message than it does to read it. Therefore, the sending station needs to pace the
reading of the message so that the receiving station has the time to clearly and accurately write the message
down.
4. Each exchange on the radio consists of the originating operator reading one item or sentence from the form
over the air, the receiving operator writing down the item or sentence then reading the item or sentence back
over the air and if the copy is correct, the originating station moves on to the next item or sentence.
5. The receiving station writes in block print or capital letters. Do not use script, as it can be very unreadable
when the receiving operator is fatigued.
6. The originating operator should break up sentences into phrases of about five to six words and release the
push-to-talk (PTT) switch and listen for the response from the receiving station to ensure he or she has copied
that portion accurately and is not requesting a repeat. The originating operator can pause for about two to
three seconds listening for a response, and hearing none, can move on to the next phrase of five to six words.
7. If the receiving operator has a good copy, he or she can say "copy" or "go ahead," to signal the originating
station to resume reading the next phrase. This is especially helpful after copying unusual or difficult words.
Skilled receiving operator will say "copy" while writing the last words to cut down the overall time. The two
operators can adjust this exchange according to how well they are passing the message.
8. The originating operator should make an effort to spell out unusual names and words. He can do that by
saying "I spell" followed by the spelling. The preferred phonetic alphabet is the International
Telecommunications Union (ITU) phonetics, also known as the International Civil Aviation Organization (ICAO)
phonetics.
9. Punctuations are important. In the message, the originating operator should pronounce each of the
punctuations such as a period, comma or question mark. Do not say "end" as a replacement for the period at
the end of each sentence.
10. If the receiving operator has a problem, that the radio operator can request a "fill" by saying "word before,"
"word after," "all before" or "all after" and call out the word or phrase to help locate the section. If the operator
does not want to have to relay the entire message when the receiving party calls out "say again all after the
word ICOW," make sure to take the time to pace the rate at which to say the message the first time.
11. In a communication environment, there is a lot of noise and distraction that makes receiving and copying a
message difficult. If the receiver did not hear the sender clearly, say "say again" to request that station
retransmit his message. Do not say "repeat," as it is a military command pro-word for artillery fire discipline
control to fire again on the same target coordinates, and is never used in radio communication except for that
purpose.
12. Because the originating radio operator has the message already written, on read-back, the receiving
operator can read back the item or sentence rapidly.
13. As the radio operator becomes more experienced, and if the communication link is free from noise, the
radio operator can forego reading back the line to the originator and just acknowledge receiving the line by
saying "Copy." Dates and times are examples of items commonly acknowledged by saying "Copy."
14. If the receiving radio operator copied the item or sentence incorrectly, the originating operator can assist
the receiving operator getting it corrected by emphasizing the section that is in error.
15. The end of a message is marked by the originating radio operator saying the procedural phrase "end of
message," or the phonetic alphabet, "Bravo Tango-End."
Procedures in Radio Message

Remember:
1. To working quickly and efficiently in a radio network is to use standard procedures.
2. Organize the thoughts about what the sender is going to say
3. The information contained herein must be practiced until it is second nature. Practicing proper day-
to-day radio procedures will make radio network procedures automatic and reduce confusion.
4. Use common approved radio communication procedures and guidelines, and constantly practice the
use of radio communication equipment.

1. It is a must to give the radio call-sign of the police station being called. This alerts the police station that
it is being called and that it should listen to determine who is calling.
2. Say, "This is." The receiver will know the sender of the radio message. This is extremely important in
cases where there is a lot of confusion or poor signal conditions.
3. Give the radio call-sign. Do not give the first name. Radio call-signs are important and first names are
not, egos notwithstanding . Remember, the radio operators are licensed for radio to radio not person to
person communications.
4. Relay the message. Speak clearly. Do not speak too fast especially if the radio message needs to be
written down. Pause after logical phrases. Do not use the word "break" when in pause. It is confusing,
wastes time and has other connotations. Merely un-key and pause. If the receiver has questions, the
latter should key-up and make the request known.
5. The conversation can be ended with "clear;" however, it is not required.

REFERENCES:
Soriano (2021) Technical English Writing - 1 with basic application

PREPARED BY:
Cathly Joy M. Velasco, RCrim.
INSTRUCTOR