Mod 2.1 Building Communications Proficiency (IOBC) (Lecture) - Revised

Building
Communications
Proficiency
BY: MS. FE B. QUIJADA

FE BACOL QUIJADA
- Non-Uniformed Personnel presently assigned at RLDDD 10 as

Training Specialist 1.
- Married with 4 children
COURSE:
Bachelor of Arts (AB) major in Development Communication
(DevCom) at Ateneo de Cagayan (Xavier University).
MASTERAL:
Xavier University and Capitol University
TEACHING EXPERIENCE:
Liceo de Cagayan University- Higher English, Philosophy, others
(BSN)
Capitol University - English, Psychology, others (BSN,
Marine, Nautical, Eng’g.)
TEACHING EXPERIENCE:
- Police Media Relations; Correspondence (PSBRC)
- Human Relations; Police Correspondence; Best Practices;
Leadership Actions (PSJLC)
- Human Resource Management; Intro to Research; Managing
Problem Emphasis; Best Practices; Effective Police
Communication; Intro to CSW (PSSLC)
- Completed Staff Work (COP)
- Best Practice; Police Media Relations; Concepts and
Principles of Teaching (PSOCC)
- Police Correspondence; Records Management (CIC)
- Managing Media Relations; Building Communications
Proficiency (IOBC)
- Into to CSW; Technical Report Writing; Public Speaking
(PCADC)
- Best Practices; Strategic Performance Management System
(PSOAC)
- Guide to Effective Media; Public Relations (EMPO)
SEMINARS/SCHOOLINGS:
- Instructor’s Development Course-ICITAP

- Supervisory Development Course (Tracks 1, 2 &
3) - DHRDD
- Ethics and Human Dignity Course – ICITAP
- Police Media Relations – RPCRD
- Rescue Training Program – Rotary Club of Metro
Cagayan
- others
Building Communications Proficiency
Lesson Goal
The lesson aims to strengthen and further build

competency among participants on communications
correlated to their duties and functions as investigation
officers.
IOBC
Lesson Objectives
After this lesson, the participants will be able to:
• Discuss the importance of communication

process;
• State the different types of Communication;
• Identify the different general barriers of
Communication;
IOBC
Lesson objectives
• Review and correct the most common errors

encounter in writing police reports, memoranda,
and letters;
• State the pre-requisites in writing
correspondence and technical report writing;
• Recognize the Essential Qualities of Good
Writing;
• State ideas, situations, and facts clearly and
concisely when writing a memorandum, civilian
letter, and police report; and
• Prepare reports as required by the existing
policies of the PNP.
IOBC
Presentation Sequence
1. The Communication Process
• Importance of Communication Process
• Types of Communication
• Different general barriers of Communication
2. Language Proficiency
• Determining Sentence Errors
IOBC
Presentation sequence
3. Correspondence and Technical Report

Writing
• Pre-requisites in Writing Correspondence

and Technical Reports
• Essential Qualities of Good Writing
• Writing a Memorandum, Civilian Letter,
and Police Report;
Course: IOBC
Part One:
The
Communication
Process
IOBC
The Communication Process
• Guide towards realizing effective

communication
• Sharing of a common meaning between the
sender and receiver
• Effective communication leads to
understanding
• The transfer of information
IOBC
Components of Communication
Process
1. Sender
2. Encoding
3. Transmission of Message
4. Decoding
5. Receiver
6. Feedback
IOBC
COMPONENTS OF COMMUNICATION PROCESS
SENDER ENCODING TRANSMISSION DECODING RECEIVER
FEEDBACK
(RESPONSE)
IOBC
Goals of Communication Process

1. To transmit a message clearly within a context;
2. To establish relations or strengthen
relationship;
3. To develop, realize, concretize an idea into
action;
4. To achieve an objective or learning or goal;
IOBC
GOALS OF COMMUNICATION PROCESS
5. To make growth possible; and

6. To seek answers:
a. Communication Research
b. Investigation
c. Management of Processes
IOBC
Series of inquiry Investigate File a case against

the suspect
Discovery Establishment
Conviction
of Truth of Facts
IOBC
Types of Communication
A. Non-Human Communication
1. Animal Communication – forms of communication

include gestures, facial expressions, use of scent,
gazing, vocalization and bioluminescence.
2. Plant Communication – communication can

take place inside cells, between cells, between
plants belonging to the same or similar species and
between plants and non-plant organisms.
IOBC
Types of Communication
B. Human Communication
1. Verbal Communication – refers to the oral-
auditory (develop listening, speaking and
presentation skills) and written (develop writing
skills)
2. Non-Verbal Communication – includes the
behavioral patterns (develop professional
attitude; looks), symbols, signs, arts (meanings
or contexts) and the electronic visuals (use of
communication technologies)
IOBC
General Barriers in Communication

1. Physical Barriers (distance, presence, health, personal looks
and gadgets/tools)
2. Psychological – Emotional Barriers (state of mind, mood
swings and stress)
3. Cultural Barriers (dialects or language differences, traditions,
customary relations or norms and racial differences)
4. Linguistic Barriers (Semantics, Syntax, Skills and Jargons)
Semantics – meaning of words may differ
Syntax – how language is organized to express message
Skills – listening, speaking, writing
Jargons – use of technical or specialized terms
IOBC
5. Interpersonal/Behavioral Patterns (uses self-image (how do I see

myself?), value or principles (how do I see them?) and pattern of
relating people (how do I interact?)
6. Perceptual Barriers (refers to various interpretation (how do I

perceive?), self-image (how do I react?) categorical values or
principles (how do I classify?), origin and development of
perceptions (where am I coming from?)
7. Organizational Barriers (designation and complex structure)
8. Information Overload (too much data or inadequate message and

unorganized data or unclear message)
9. Noise/Distractions (may be physically or technology-related or

mental sensory noises (worries, inattention and unfocused)
10. Feedback System might be lacking or none at all.

IOBC
Part Two:
Language
Proficiency
IOBC
Language Proficiency
• Also called Linguistic Proficiency
• The ability of an individual to speak or perform in an

acquired language
IOBC
Determining Sentence Error
1. Run-on Sentence
2. Misplaced Modifier
3. Fragment
4. Dangling Modifier
5. Faulty Parallelism
6. Use of Split Infinitives
IOBC
DETERMINING SENTENCE ERROR
1. Run-on Sentence
• Two sentences or ideas written as one

• No appropriate punctuations or
connecting word separating the ideas
• Either Comma splice where two
complete ideas are separated by a
comma only, or Fused sentence where
there is no punctuation at all between
ideas.
IOBC
1. Run-on Sentence
Four Ways to Correct Comma Splice and
Fused Sentence:
• Use of coordinating Conjunction

• Use of Semi-Colon
• Use of Subordinating Conjunction
• Use of a Period
IOBC
1. Run-on Sentence
Example 1:
Comma Splice: The altercation occurred in
front of the victim’s residence, the suspect was
already drunk at that time.
Corrected: The altercation occurred in front of the

victim’s residence. The suspect was already drunk
at that time.
IOBC
Example 2:
Fused Sentence: The altercation occurred in

front of the victim’s residence the suspect was
allegedly drunk at that time.
Corrected: The altercation occurred in front of the

victim’s residence; the suspect was already drunk at
that time. (a semi-colon was added between two
complete ideas)
IOBC
• Modifiers or descriptive phrases that

are not placed beside or near the
word(s) they are supposed to modify
or describe
• Resulting to ambiguous or confusing
sentences.
IOBC
Module 2.1 Building Communications Proficiency
Example 1:
Wrong: This action is in compliance with the
Chief, PNP’s directive to place police personnel
under restrictive custody involved in criminal
complaints.
Corrected: This action is in compliance with the
Chief, PNP’s directive to place police personnel
involved in criminal complaints under
restrictive custody.
(involved in criminal complaints, seems to modify the
word “custody” rather than the word “personnel”)
IOBC
Example 2:
Wrong: On June 21, 2009 at about 5:00 P.M., a
woman appeared to this office and presented a
photograph of the suspect who introduced herself as
the lone witness to the stabbing incident.
Right: On June 21, 2009 at about 5:00 P.M., a

woman who introduced herself as the lone
witness to the stabbing incident appeared to this
office and presented a photograph of the suspect.
(“who introduced herself as the lone witness to the stabbing
incident” seems to modify the “suspect” rather than
the “woman”)
IOBC
3. Fragment
• Consists of Phrases or groups of

words
• No subject or verb
• Does not express a complete thought
IOBC
3. Fragment
Example 1:
Fragment: When uncovered, reveal a male
cadaver, clad in white shirt with blood and a pair of
gray Corduroy short pants.
Revised: When uncovered, the stretcher

revealed a male cadaver, clad in white shirt soiled
with blood and a pair of gray Corduroy short pants.
IOBC
3. Fragment
Example 2:
Fragment: Upon arrival, the operatives saw the
accused drinking hard liquor and immediately
arrested him. Brought to the warrant office for proper
disposition. Likewise, informed him of RA 7438
known as Miranda Doctrine.
Revised: Upon arrival, the operatives saw the

accused drinking hard liquor and immediately
arrested him. They brought him to the warrant office
for proper disposition. Likewise, they informed him of
his rights under Republic Act 7438, otherwise known
as the Miranda Doctrine.
IOBC
• Subject of the main idea or main clause

is not the one that the phrase modifies.
• Modifies the wrong word or no word at
all because the word it should modify
has been omitted from the sentence
IOBC
Example 1:
Incorrect: To enter the police service, mental and

physical preparations should be made by the
applicants.
Correct: To enter the police service, applicants

should make mental and physical preparations.
IOBC
Example 2:
Incorrect: Having reported the incident to the police,

the black Montero SUV was driven by the witness en
route to the hotel.
Correct: Having reported the incident to the police,

the witness drove his black Montero SUV en route to
the hotel.
IOBC
• Sentence contains elements of

different grammatical kind
• Disrupts the reader’s flow of thought
and expectations
IOBC
Example 1:
Non-parallel: The members of the search and rescue

team convened to share information about their
mission and for the planning of their next move.
Parallel: The members of the search and rescue

team convened to share information about their
mission and to plan their next move.
(The infinitive form of the verb was used to make each idea
being expressed in the same grammatical structure)
IOBC
Example 2:
Non-parallel: PO3 Charlie Austria arrived at the

crime scene, interviewed witnesses and evidence
was gathered by him.
Parallel: PO3 Charlie Austria arrived at the crime

scene, interviewed witnesses, and gathered
evidence.
IOBC
• Use of infinitive phrase

• To + the main or base form of the verb
IOBC
Example 1:
Wrong: The robbers decided to equally divide

the loot among themselves.
Right: The robbers decided to divide the loot

equally among themselves.
IOBC
Example 2:
Wrong: The witness agreed to readily

testify on the kidnapping incident.
Right: The witness readily agreed to testify

on the kidnapping incident.
IOBC
Part Three:
Correspondence and
Technical Report Writing
IOBC
Pre-Requisites in Writing
Correspondence and
Technical Report Writing
1. PLAN the Contents of the report
2. COLLECT the Information
3. DRAFT the Rough Report
4. FINALIZE
IOBC
Essential Qualities of Good Writing

1. Accuracy
2. Clarity
3. Conciseness
4. Objectivity
5. Completeness
IOBC
ESSENTIAL QUALITIES OF GOOD WRITING
1. Accuracy
• Correctness or precision in both information

and word choice.
• Free of errors in substance and details.
• Using the exact words meant to express your
intended meaning.
• Using “specific word” rather than vague ones.
IOBC
Accuracy
Example:
Vague: A middle-aged single mother was killed a
week ago by motorcycle-riding robbers who took
the cash she had just withdrawn from a bank in
Laguna.
Revised: Mayumi Sanghari, a 27 year old single
mother was gunned down on Friday, January 20,
2012 by two motorcycle-riding criminals who took
the PHP 200,000.00 cash she had just withdrawn
from Banco de Laguna in Los Baños, Laguna.
IOBC
2. Clarity
• Freedom from ambiguity

• Don’t have to read the same paragraph over
and over again to understand its meaning
• Not having to ask “who did what?” or “what is
that again?”
IOBC
Additional Strategies to make your

Sentences Clear
a. Avoid elaborate and impressive words.
Elaborate: The vehicular accident caused bodily

impairments to ten passengers.
Simple: The vehicular accident injured ten
passengers.
Elaborate: The spokesperson attempted to elucidate

PNP’s involvement in the botched rescue mission.
Simple: The spokesperson attempted to clarify PNP’s
involvement in the botched rescue mission.
IOBC
ADDITIONAL STRATEGIES TO MAKE YOUR SENTENCES CLEAR
b. Avoid double negatives and construct

positive sentences.
Negative: Applicants who will not pass this

test will not qualify for admission.
Positive: Applicants who will pass this test
will qualify for admission.
Negative: The recruits are not absent.

Positive: The recruits are present.
IOBC
3. Conciseness
• Express much in a few words as

possible
• Brief but substantial
• Summarize narrative report using
pertinent or important details
IOBC
3. Conciseness
Example:
Poor: Having been shot, Norma Lagueno howled in

pain and slowly crawled and dragged her bleeding
left leg as she looked for cover.
Concise: Having been shot in her left leg, Norma

Lagueno crawled for cover.
IOBC
Six Strategies in Writing Concise

Sentences
a. Use active voice instead of passive voice.
Passive Voice: The incident was investigated

by a special team.
Active Voice: A special team investigated the
incident.
IOBC
SIX STRATEGIES IN WRITING CONCISE SENTENCES
b. Reduce long clauses into phrases.

Wordy: The man who is sitting beside the
mayor is the chief of police.
Concise: The man beside the mayor is the

chief of police.
IOBC
c. Cut unnecessary words and empty

phrases.
Wordy: The team made a decision to clear

the area of peddlers.
Concise: The team decided to clear the

area of peddlers.
IOBC
d. Eliminate repetition and redundancy.
Wordy: The team leader presented a brief

summary of their activities.
Concise: The team leader presented a

summary of their activities.
IOBC
e. Avoid “Nominalization” or using the

noun forms of the verbs.
Wordy: The rescue of the kidnapped victim

carried out by Task force Sagip was swift.
Concise: Task Force Sagip rescued the

kidnapped victim swiftly.
IOBC
f. Avoid the use of “there is/are/were” as

sentence openers.
Wordy: There were two witnesses who

testified against the kidnapping suspect.
Concise: Two witnesses testified against

the kidnapping suspect.
IOBC
4. Objectivity
• Use the language that has a neutral tone

• Report shall cover all sides of the story and
does not slant toward or favor one side
only
• Avoid opinions, personal judgment and
emotional overtone in your sentences
IOBC
4. Objectivity
Example:
Subjective: An inmate at Iwahig Penal Farm acts

strange and lunatic.
Objective: An inmate at Iwahig Penal Farm known
as Alyas Boy Kalawang talks to himself, shouts
and laughs at his fellow inmates for no apparent
reason. He is also seen often times wearing his
underwear over his head.
IOBC
5. Completeness
• A good narrative report answers all

questions (who, what, where, when, why,
and how).
• Opinions, judgments concerning the
nature of the crime should be backed up
by evidence.
IOBC
5. Completeness
Victim
Witness Suspect
WHO
Crime Evidence
Reporter Keeper
OIC
IOBC
5. Completeness
Nature of
the Crime/
Incident
Weapons Action
or Tools WHAT Taken
Evidence
IOBC
5. Completeness
Victim last
seen
Crime Suspect
Discovered Arrested
WHEN
Authorities
Arrived Authorities
Informed
at the CS
IOBC
5. Completeness
Place of
Commission
Tools
Victim/ Acquired
Suspect or
Obtained
WHERE
Marking of Evidence
Evidence Keeping
IOBC
5. Completeness
Motive
Criminal
Commit
the Crime
WHY Late
Reporting
Victims
Reluctant
to Talk
IOBC
5. Completeness
Crime
Carried
Out
Discovery
Criminal
of the
get away Crime
HOW
Information
Responder
of the
at the CS
Crime
Crime
Reported
IOBC
Memorandum
• A note, a reminder, or a statement that
one wishes to remember or preserve for
future use
• Latin term “memorandus” (to be
remembered) or “memorare” (to remind).
• Memorandum is singular, while
memoranda is its plural form
IOBC
Parts of the Memorandum
1. Letterhead
2. Heading
3. Body
4. Penned Signature
IOBC
Republic of the Philippines

NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE, POLICE REGIONAL OFFICE 10
REGIONAL LEARNING AND DOCTRINE DEVELOPMENT DIVISION
Camp 1Lt Vicente G Alagar, Cagayan de Oro City
Letterhead
– includes logo and name of the

agency, address, and other relevant
information such as contact
information, services offered and the
like.

IOBC
1. Star Flag in Header (for 1/2/3/4 stars)
0.66
0.92
2. PNP and Office/Unit Logo in Header
0.8 1
1 1
MEMORANDUM
FOR : Regional Director, PRO 10
THRU : DRDA _________________
DRDO _________________
RCDS _________________
FROM : Acting Chief, RPCRD
SUBJECT : Police Community Affairs and Development Course
DATE : June 30, 2015

__________________________________________________________________
Heading
– includes the To/For line, From

line, Subject line, and the Date line
IOBC
Body 1. References:
a. PCR IMPLAN to PNP Anti-Illegal Drugs Campaign Plan-Project: Double
- Initial part tells the Barrel;
b. CMC 16-2016 dated July 1, 2016 entitled PNP Anti-Illegal Drugs
recipient the reason of Campaign Plan-Project: Double Barrel; and
c. Memorandum from DPCR with subject: Data on Best Practices/Activities
writing the Conducted to Surrendered Illegal Drugs Users and Pushers.
memorandum and tells 2. This pertains to the Best Practices submitted to this office in connection with
the recipient of what he the PNP Anti-Illegal Drugs Campaign Plan-Project: Double Barrel. For validation of the
best practices conducted in your area to illegal drugs personalities, it must pass through
is going to do and how. and endorsed by the Best Practice Board of your PPO.
Next part states the 3. In this connection, please submit the Project Fact Sheet of your best practices
information or details, NLT than November 30, 2016 through e-mail address: rpcrd@gmail.com. Without the
Project Fact Sheet, your best practices conducted in your area will not be recognized and
telling the reader what validated by the higher headquarters. Further, please attach pictures in high resolution.
Hereto attached is the sample format of Project Fact Sheet.
you have said and how
4. For guidance and strict compliance.
he will do it. Final part
ends with courteous
request for service,
JAMES T ESPINOSA
action or further Police Superintendent
information.

IOBC
Penned Signature
– includes the
signature of the
writer of the memo.
IOBC
SAMPLE:
MEMORANDUM
FOR : C, RHSU
FROM : AC, RLDDD
SUBJECT : Request Availability of Multi-Purpose Hall
DATE : December 1, 2022

______________________________________________________________________________________
1. Reference: Health and Fitness Program.

2. This pertains to the opening ceremony of the 15-day Health and Fitness Program on December 3, 2022, 9:00 AM
participated by the obese and overweight personnel from the different PPOs and CPOs.
3. Relative thereto, request availability of the Multi-Purpose Hall on the said time and date.
4. For your approval.
JERRY A TAMBIS
NOTE: Police Lieutenant Colonel
- Font size – 12
- Font style – Arial
- Size of Bond Paper – A4
SAMPLE:
MEMORANDUM
FOR : C, RHSU
FROM : AC, RLDDD

__________________________________________________________________________________

2. This pertains to the opening ceremony of the 15-day Health and Fitness Program on December 3, 2022, 9:00
AM participated by the obese and overweight personnel from the different PPOs and CPOs.
One Reference JERRY A TAMBIS

Police Lieutenant Colonel

SAMPLE:
MEMORANDUM
FOR : C, RHSU
FROM : AC, RLDDD
DATE : December 1, 2022 __________________________________________________________________________________
1. References:
a. Health and Fitness Program; and
b. Memorandum from RD, PRO 10 on the Resumption 0f 15-day Health and Fitness Program dated
November 29, 2022.
2. This pertains to the opening ceremony of the 15-day Health and Fitness Program on December 3, 2022, 9:00 AM participated by
the obese and overweight personnel from the different PPOs and CPOs.
JERRY A TAMBIS

Two or more References

PARTS SAMPLE:
OF Republic of the Philippines
MEMO
(1) Camp 1Lt Vicente G Alagar, Cagayan de Oro City
Letterhead
MEMORANDUM
FOR : C, RHSU
(2)
Heading FROM : AC, RLDDD

__________________________________________________________________________________

2. This pertains to the opening ceremony of the 15-day Health and Fitness Program on December 3, 2022, 9:00
(3) AM participated by the obese and overweight personnel from the different PPOs and CPOs.
Body

(4)
Signature
JERRY A TAMBIS

SAMPLE:
Republic of the Philippines (font size - 10)
NATIONAL POLICE COMMISSION(font size - 10)
PHILIPPINE NATIONAL POLICE, POLICE REGIONAL OFFICE 10 (fs -11)
REGIONAL LEARNING AND DOCTRINE DEVELOPMENT DIVISION (fs -11)
Camp 1Lt Vicente G Alagar, Cagayan de Oro City (font size - 10)
MEMORANDUM (bold, all CAPS)
FOR : C, RHSU
FROM : AC, RLDDD
SUBJECT : Request Availability of Multi-Purpose Hall (bold, max. no. of words - 10)
DATE : December 1, 2022 (month/date/year)

______________________________________________________________________________
(Separator)

2. This pertains to the opening ceremony of the 15-day Health and Fitness Program on December 3, 2022, 9:00 AM participated by the obese
and overweight personnel from the different PPOs and CPOs.
3. In this connection, request availability of the Multi-Purpose Hall on the said time and date.
Justified
JERRY A TAMBIS (bold, all CAPS for PCOs)

NOTE: Police Lieutenant Colonel (not bold, rank)
For PNCOs/NUP, Capitalize only
the first letter of their names

SAMPLE:
(1 space)
MEMORANDUM
(1 space)
FOR : C, RHSU
(1 space)
FROM : AC, RLDDD
(1 space)
(1 space)
DATE : December 1, 2022 __________________________________________________________________________________

(1 or ½)
(1 space)
(1 or ½)
2. This pertains to the opening ceremony of the 15-day Health and Fitness Program on December 3, 2022, 9:00 AM participated by
the obese and overweight personnel from the different PPOs and CPOs.
(1 space)
3. In this connection, request availability of the Multi-Purpose Hall on the said time and date.
(1 space)
(4 spaces)
JERRY A TAMBIS

SAMPLE:
ORLDDD(PD)-221201-0003
MEMORANDUM
FOR : C, RHSU
FROM : AC, RLDDD

______________________________________________________________________________________

2. This pertains to the opening ceremony of the 15-day Health and Fitness Program on December 3, 2022, 9:00 AM
participated by the obese and overweight personnel from the different PPOs and CPOs.
Reference Number:
- Arial, Black (above the JERRY A TAMBIS
document identifier Police Lieutenant Colonel
- For second page – upper right

corner of the header at 0.2
inch from the top of the page
with page no. to the right
aligned with PNP Official
tagline
Second Page Sample Ref. No. ORLDDD(PD)-221201-0003
Page 1 of 2
The difference of using

TO line or FOR line
Memo To – When the writer is addressing to his
subordinates or those who have lower positions
than him.
Memo For – When the writer is addressing to

his superior or one who has higher positions
than him.
IOBC
TONES
OF MEMORANDUM
MEMORANDUM FOR
- is used by a subordinate official in communicating

to a superior on matters which are
recommendatory/advisory or informative in nature,
briefings, or reports.
- The tone of the memorandum from a subordinate
office must be formal.
- Officials of equal positions shall use
MEMORANDUM FOR in inter-office
communications but the tone may be personal.

TONES
OF MEMORANDUM
MEMORANDUM TO
- is used by a superior or higher office/

position to a subordinate office/position.
- This is used to issue administrative
instructions to a subordinate that requires
compliance by or information of the
majority or all of the subordinate offices or
personnel in the same office/unit.
Guidelines in the Standard

Preparation of Communications
Common defects of communications prepared by
the different PNP offices/units:
• Wrong format of the addressee portion;

• Incomplete staff work;
• Redundancy in communication distribution;
• Use of wrong stationery/letterhead;
• Inappropriate complimentary endings;
• Wrong spacing;
IOBC
Types of Memorandum
The type of memorandum revolves on

the following purposes:
1. Memo that Requests

2. Memo that Informs
3. Memo that Responds
IOBC
GUIDELINES IN THE STANDARD PREPARATION OF
COMMUNICATIONS
Common defects of communications prepared

by the different PNP offices/units:
• Lack of appropriate tabs for the

enclosure/attachments;
• Typographical and grammatical errors;
• Wrong font and font size;
• Dirty printing;
• Protruding staple wires; and
• Use of sliding folder.
IOBC
Civilian Letter
• A message in writing
• Any language or code
• Contained in a sealed or unsealed
envelope or not in an envelope at all
• Communication sent outside the
organization (public, private and religious
sectors)
IOBC
Parts of a Civilian Letter
1. Heading (Letterhead)
2. Date (Dateline)
3. Inside Address
4. Salutation
5. Body of the Letter
6. Complimentary Close
7. Signature Block
IOBC
PARTS OF A CIVILIAN LETTER
Heading (Letterhead)
• A part that contains

the name of the
institution
represented by the
writer.
IOBC
Date (Dateline)
• It specifies the day

when the letter was
written, not when the
document was
dispatched.
IOBC
Inside Address
• This usually
contains the
correct name,
position, business
name and
business address
of the addressee.
IOBC
Salutation
• The greetings in
the letter that
provides a
courteous
opening.
IOBC
Body of the Letter
• It embodies the
text of the
message,
usually the
longest part of
the letter.
IOBC
Complimentary
Close
• The farewell part

of the letter
which signals
the ending of the
message.
IOBC
Signature Block
• It indicates the
name of the writer
(usually in all
capital letter) with
signature above it.
This is typed the
same way as the
name in the inside
address.
IOBC
Police Reports
• Chronological or step-by-step
account of an incident that took
place at a given time.
• Narrative or informative writing
• Written account of an incident
IOBC
Paragraphing Process
1. First Paragraph - what sort of crime is
being described
2. Second Paragraph - the recounting of

various steps or actions done
3. Third Paragraph - end paragraph which

concludes the report
IOBC
Uses of Report
1. Serves as basis for prosecution;
2. Serves as source of statistical information;
3. Serves as reference for development of
operational strategies, policy changes, and
training program formulation; and
4. Sources of stories by newspapers and
media.
5. Basis for performance evaluation.
IOBC
Purpose of an Investigation
Report
1. Record
2. Leads
3. Prosecution Action
IOBC
Basic Investigation Reports

1. Spot Report
Immediate initial investigative or incident
report pertaining to:
• the commission of the crime
• occurrence of natural or man-made
disaster
• unusual incidents involving loss of lives
and damage of properties
IOBC
BASIC INVESTIGATION REPORTS
2. Progress Report
• Follow-up of the initial investigation
• Covers new findings, statements of
additional witnesses
• An update of the ongoing action or
investigation of a particular case
IOBC
3. After Operation Report

• A report that may be rendered after any
successful police operation
• Arrest of any member or some
members of syndicated crime group.
IOBC
4. Final Report
- Submitted when an investigation is
terminated.
- This is done under the following
circumstances:
• On successful conclusion of the case
• When all leads are exhausted and
there appear to be no further steps to
be taken
• On orders from higher authority.
IOBC
Exercises
IOBC

ORLDDD(PD)042423-0001
MEMORANDUM

FOR : All PDs, CDs and FC, RMFB 10

FROM : AC, RLDDD
SUBJECT : Submission of Reference Materials for the Electronic Library (E-

Library)

DATE : 24 April 2023

1. Reference:
a. Memorandum from TDHRDD dated August 5, 2022 with subject: Corrected Copy of DHRDD Revised UPER Parameters.

2. This pertains to the reference materials found in your library wherein a copy should be submitted to this office for consolidation to be
added in the PRO’s Electronic Library (E-Library), created to bridge information to the PNP personnel regardless of their
assignment/location.

3. Relative thereto, you are directed to submit your reference materials in hard and soft copies at rldddpro10@gmail.com attn: PCpl
Jason Adams C Cambangay NLT May 2, 2023 in preparation for the coming launching of PNP PRO 10 E-library.
4. Further, reference materials shall include but not be limited to the following:

a. PNP-Related Laws, Issuances, Regulations, Policies, MCs, CMCs, RAs, SOPs, Directives, etc;
b. Other Issuances, such as (CSC Issuances, NAPOLCOM Issuances, Ordinances, and other Related Laws pertaining to PNP);
c. Books, Manuals, Journals and Accomplishment Reports, Speech Compilations, Addresses, Research and Case Studies; and
d. Other Learning References.

5. For appropriate action.

PLTCOL JERRY A TAMBIS

AC, RLDDD

“Life is Beautiful…Kaligtasan Nyo, Sagot Ko. Tulong-tulong Tayo.”
INSTRUCTIONS:
• Rewrite the Memorandum following the correct format.
• Assignment should be computerized using A4 bond paper.
• Submit assignment on or before Monday thru email ad:
febquijada@gmail.com.
• Write your name on the upper left hand corner of the paper.

Mod 2.1 Building Communications Proficiency (IOBC) (Lecture) - Revised

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Mod 2.1 Building Communications Proficiency (IOBC) (Lecture) - Revised

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Building

BY: MS. FE B. QUIJADA

- Non-Uniformed Personnel presently assigned at RLDDD 10 as

- Instructor’s Development Course-ICITAP

The lesson aims to strengthen and further build

• Discuss the importance of communication

• Review and correct the most common errors

3. Correspondence and Technical Report

• Pre-requisites in Writing Correspondence

The Communication Process

• Guide towards realizing effective

SENDER ENCODING TRANSMISSION DECODING RECEIVER

Goals of Communication Process

5. To make growth possible; and

Series of inquiry Investigate File a case against

1. Animal Communication – forms of communication

2. Plant Communication – communication can

General Barriers in Communication

5. Interpersonal/Behavioral Patterns (uses self-image (how do I see

6. Perceptual Barriers (refers to various interpretation (how do I

7. Organizational Barriers (designation and complex structure)

8. Information Overload (too much data or inadequate message and

9. Noise/Distractions (may be physically or technology-related or

10. Feedback System might be lacking or none at all.

• Also called Linguistic Proficiency

• The ability of an individual to speak or perform in an

Determining Sentence Error

• Two sentences or ideas written as one

• Use of coordinating Conjunction

Corrected: The altercation occurred in front of the

Fused Sentence: The altercation occurred in

Corrected: The altercation occurred in front of the

• Modifiers or descriptive phrases that

Right: On June 21, 2009 at about 5:00 P.M., a

• Consists of Phrases or groups of

Revised: When uncovered, the stretcher

Revised: Upon arrival, the operatives saw the

• Subject of the main idea or main clause

Incorrect: To enter the police service, mental and

Correct: To enter the police service, applicants

Incorrect: Having reported the incident to the police,

Correct: Having reported the incident to the police,

• Sentence contains elements of

Non-parallel: The members of the search and rescue

Parallel: The members of the search and rescue

Non-parallel: PO3 Charlie Austria arrived at the

Parallel: PO3 Charlie Austria arrived at the crime

6. Use of Split Infinitives

• Use of infinitive phrase

6. Use of Split Infinitives

Wrong: The robbers decided to equally divide

Right: The robbers decided to divide the loot

6. Use of Split Infinitives

Wrong: The witness agreed to readily

Right: The witness readily agreed to testify

Essential Qualities of Good Writing

• Correctness or precision in both information

• Freedom from ambiguity

Additional Strategies to make your

Elaborate: The vehicular accident caused bodily

Elaborate: The spokesperson attempted to elucidate

b. Avoid double negatives and construct