M A RY G R A C E G .

ESCABEL
TOP 4, 2015 CLE
CERTIFIED FORENSIC SCIENCE SPECIALIST
CERTIFIED FINGERPRINT PRACTITIONER
JURIS DOCTOR, 4TH YEAR

1
TECHNICAL WRITING
1
I N V E S T I G AT I V E R E P O RT W R I T I N G A N D
P R E S E N TAT I O N S
 CHAPTER 1

BASIC ENGLISH REVIEW

PA R T S O F S P E E C H

The part of speech indicates

how the word functions in
meaning as well as Understanding parts of
grammatically within the speech is essential for
sentence. An individual word determining the correct
can function as more than definition of a word when
one part of speech when using the dictionary
used in different
circumstances.

9/3/20XX 4
1. NOUN

• A noun is the name of a person, place, thing, or idea.

• A noun is a word for a person, place, thing, or idea. Nouns are often used with
an article (the, a, an), but not always. Proper nouns always start with a capital
letter; common nouns do not. Nouns can be singular or plural, concrete or
abstract. Nouns show possession by adding 's. Nouns can function in different
roles within a sentence; for example, a noun can be a subject, direct object,
indirect object, subject complement, or object of a preposition.
• Nouns may be singular or plural
Presentation Title

•Examples: Sarah, lady, dog, New York, Philippines, room, school, football, reading, freedom.

•Example sentences:
People like to go to the beach.
Emma passed the test.
My parents are traveling to Japan next month.

9/3/20XX 6
TECHNICAL ENGLISH 1

T H E R E A R E N O U N S T H AT A R E
A LW AY S P L U R A L .
Certain nouns only have plural forms: Some of these nouns are often used with
the expression a pair of, as they refer to
These scissors are for cutting paper. things made up of two parts:
Your clothes are dirty. a pair of trousers
Have you seen my glasses? I want to read the a pair of jeans
newspaper. a pair of shoes
The table of contents should not contain any a pair of slippers
pictures. a pair of glasses
I live on the outskirts of the city. a pair of gloves
a pair of earrings

Note:
The nouns people (meaning more than one
person) and police are always plural:

07-23-2022
7
TECHNICAL ENGLISH 1

NOUNS WHICH ARE PLURAL IN FORM BUT TAK E A

SINGULAR VERB
• Certain nouns have a plural form (ending in -s) but a singular meaning: news;
shingles, mumps, rickets; dominoes, billiards, darts etc.
• Nouns ending in -ics can either take a singular (if they are considered as the
name of a science) or a plural verb (if they express a specific application of
the science):
• Acoustics is the study of sounds.
Poor classroom acoustics create a negative learning environment for
many students

07-23-2022
8
TECHNICAL ENGLISH 1

M E A S U R E M E N T S A N D A M O U N T S T H AT
ARE CONSIDERED AS A SINGLE UNIT:
• Examples:
• o One hundred years is a century.
• o Twenty dollars is not enough to buy a good shirt.
• o Seven days in prison is all he got for shoplifting.

07-23-2022
9
Presentation Title

2. PRONOUNS
• A pronoun is a word used in place of a noun. A pronoun is usually substituted
for a specific noun, which is called its antecedent. In the sentence above, the
antecedent for the pronoun she is the girl.
• Pronouns are further defined by type: personal pronouns refer to specific
persons or things; possessive pronouns indicate ownership; reflexive
pronouns are used to emphasize another noun or pronoun; relative pronouns
introduce a subordinate clause; and demonstrative pronouns identify, point
to, or refer to nouns.

9/3/20XX 10
• Examples: I, he, it, we, them, us, mine, itself.
• Example sentences:
He doesn't want go with them.
Would they help us?
• His house is bigger than ours

11
TECHNICAL ENGLISH 1

3. VERBS
• Verbs are words that describe an action or talk about something that
happens. They take many different forms depending on their subjects, the
time they refer to and other ideas we want to express. Verbs are words that
describe an action or talk about something that happens.

07-23-2022
12
TECHNICAL ENGLISH 1

KINDS OF VERB
• REGULAR VERB – A verb in which the past tense is formed by adding the usual -ed
ending.
• Promote- promoted
• Kill-killed
• Arrest-arrested

07-23-2022
13
TECHNICAL ENGLISH 1

IRREGULAR VERB
• A verb in which the past tense is not formed by adding the usual -ed ending.
he word "irregular" makes it sound like these verbs are rare, but you see
them all the time in writing and conversation.

07-23-2022
14
TECHNICAL ENGLISH 1

1. IRREGULAR VERBS WITH

DIFFERENT FORMS IN EVERY TENSE

• To English learners, the trickiest irregular verbs are the ones that have different
present tense, past tense and past participle forms, which include the word "have" and
the verb. For example, the verb to be is the most irregular verb in the English
language. It becomes:
• is/are in present tense (We are on vacation.)
• was/were in past tense (We were on vacation.)
• been in past participle (We have been on vacation.)

07-23-2022
15
TECHNICAL ENGLISH 1

2. IRREGULAR VERBS WITH THE SAME

PA S T T E N S E A N D PA S T PA RT I C I P L E

• Some irregular verbs only change once. Their past tense and past participle
forms are the same, making it a little easier to decide how to conjugate them.
For example, the verb to keep becomes:
• keep in present tense (I keep my old yearbooks.)
• kept in past tense (I kept my old yearbooks.)
• kept in past participle (I have kept my hold yearbooks.)

07-23-2022
16
TECHNICAL ENGLISH 1

3 . I R R E G U L A R V E R B S T H A T O N LY
C H A N G E I N PA S T T E N S E

• Several irregular verbs have the same present tense form and past participle
form, but not the same past tense form. For example, the
verb to run becomes:

• run in present tense (They run together every day.)

• ran in past tense (They ran together last Saturday.)
• run in past participle (They have run together for years.)

07-23-2022
17
TECHNICAL ENGLISH 1

4 . I R R E G U L A R V E R B S T H AT N E V E R
CHANGE

• Finally, there are some irregular verbs that never change form. Most of these
verbs end in -t, so they're easier to identify when you're confused. For
example, the verb to cut remains:

• cut in present tense (I cut the carrots while she stirs.)

• cut in past tense (I cut the carrots yesterday.)

• cut in past participle (I have cut the carrots before.)

07-23-2022
18
TECHNICAL ENGLISH 1

5. IRREGULAR VERB EXCEPTIONS

• While the majority of irregular verbs fall into these categories, a few don't
quite fit. These verbs are:
• beat (becomes beat in past tense and beaten in past participle)
• read (still spelled the same, but pronounced "red" in past tense and past
participle)

07-23-2022
19
TECHNICAL ENGLISH 1

TENSES
• 1. Simple Tenses - simple tenses usually refer to a single action. In general,
simple tenses express facts and situations that existed in the past, exist in
the present, or will exist in the future.
• Simple present: I drive home every day.
• Simple past: I drove home yesterday.
• Simple future: I will drive home later.

07-23-2022
20
TECHNICAL ENGLISH 1

• 2. Progressive (Continuous) Tenses - We use progressive tenses to talk

about unfinished events. Progressive tenses are :
• Past progressive: I was driving when you called.
• Present progressive: I am driving now.
• Future progressive: I will be driving when you call.

07-23-2022
21
TECHNICAL ENGLISH 1

• 3. Perfect Progressive Tenses - Generally, perfect progressive tenses

express duration, or how long? Perfect progressive tenses usually include the
adverbs for or since.
• Present perfect progressive: I have been driving since this morning.
• Past perfect progressive: I had been driving for three hours before I stopped
to get gas.
• Future perfect progressive: I will have been driving for five hours by the time I
arrive.

07-23-2022
22
4. ADJECTIVE
• An adjective is a word used to modify or describe a noun or a pronoun. It
usually answers the question of which one, what kind, or how many. (Articles
[a, an, the] are usually classified as adjectives.)

•Examples: Big, pretty, expensive, green, round, French, loud, quick, fat.
•Example sentences:
• He has big blue eyes.
The new car broke down.
The old lady was talking in a quiet voice.

23
5. ADVERB
• An adverb describes or modifies a verb, an adjective, or another adverb, but
never a noun. It usually answers the questions of when, where, how, why,
under what conditions, or to what degree. Adverbs often end in -ly.

•Examples: always, never, constantly, faster, slower

•Example sentences:
Tommy was extremely enthusiastic about doing his homework.
Joan ran out of the classroom very quickly.
He is working there temporarily.

24
6. PREPOSITION
• A preposition is a word placed before a noun or pronoun to form a phrase
modifying another word in the sentence. Therefore a preposition is always
part of a prepositional phrase. The prepositional phrase almost always
functions as an adjective or as an adverb. The following list includes the most
common prepositions:

•Examples: On, in, at, by, under, above, beside, to, out, from, for.
•Example sentences:
• I sat on the floor.
Let's go into the house.
We will meet at four o'clock.
25
7. CONJUNCTION
• A conjunction joins words, phrases, or clauses, and indicates the relationship
between the elements joined.
• Coordinating conjunctions connect grammatically equal elements: and, but, or, nor,
for, so, yet. Subordinating conjunctions connect clauses that are not equal: because,
although, while, since, etc. There are other types of conjunctions as well.

•Examples: And, but, or, because, so.

•Example sentences:
She is smart and beautiful.
Would you like a cat or a dog?
He didn't pass the test because he didn't understand the subject.

26
8. INTERJECTION
• An interjection is a word used to express emotion. It is often followed by an
exclamation point.

•Examples: Oh! Look out! Hey! Wow! Ah! Um...

•Example sentences:
• Wow, that's amazing!
Ah, that was a good meal.
Um... I'm not sure what to say.

27
 CHAPTER 2

S U B J E C T-V E R B
AGREEMENT

9/3/2022
Presentation Title 28
TECHNICAL ENGLISH 1

REMEMBER!!!
• The subject of a sentence should always match the verb describing its action.
This helps your reader understand who or what is doing something and
makes your writing easier to read.
• First, identify the subject (the person or thing doing the action) and the verb
(the action word) in a sentence. If the subject is singular, the verb describing
its action should be singular. If the subject is plural, the verb should be plural.

07-23-2022
29
1. COMPOUND
SUBJECTS
TECHNICAL ENGLISH 1

A. Subjects linked with “and”

When subjects are linked with and, use a plural verb.

B. Subjects linked with “or”

• When singular subjects are linked with or, either…or, nor, neither…nor, use a
singular verb.
• If all the subjects are plural, use a plural verb.
• If the compound subject contains both singular and plural nouns, the verb
takes the form of the closest subject

07-23-2022
31
2 . S U B J E C T S S E PA R AT E D
FROM VERBS
 33
9/3/20XX
Presentation Title
Presentation Title

“AS WELL AS” AND OTHER

TRICKY PHRASES

9/3/20XX 34
3. INDEFINITE
PRONOUNS
 36
9/3/20XX
Presentation Title
Presentation Title

S U B J E C T S T H AT C O M E A F T E R
THE VERB
• Sometimes the subject follows the verb, especially when the sentence begins
with there or here. In this case, there is not the subject – the true subject
should be identified and matched with the correct verb form.

There are many gaps in the literature.

Here is the answer.

9/3/20XX 37
Presentation Title

NUMBERS AND AMOUNTS

• When using numbers, percentages or proportions, the correct form of verb agreement depends
on exactly what you‟re referring to. It‟s helpful to look beyond the numbers and find the true
subject.
• If you‟re referring to a specific number or amount of something, match the verb with the
noun rather than the number.
• ▪ Only 25% of the measurements are reliable.
• ▪ Three meters of wire surrounds the core.
• ▪ Over 300 civilians reside in the area.

9/3/20XX 38
4. COLLECTIVE NOUNS
Presentation Title

P R O P O RT I O N S
• Terms that describe a proportion of something are usually followed by “of”
(such as most of). First look at the noun you are describing to determine if it‟s
singular or plural, then match it to the verb.
• A lot of the pie has disappeared.
• A lot of the pies have disappeared.
• Fifty percent of the pie has disappeared.
• Fifty percent of the pies have disappeared.
• A third of the city is unemployed.
• A third of the people are unemployed.

9/3/20XX 40
Presentation Title

U N C O U N TA B L E N O U N S
• These nouns describe abstract concepts or masses that can‟t be counted
(e.g. research, power, water and vegetation). They take a singular verb.
• ▪ This equipment is unusable.
• ▪ The research goes smoothly.
• ▪ Water flows through the streets

9/3/20XX 41
Presentation Title

5 . A B B R E V I AT I O N S A N D
ACRONYMS
• Abbreviations and acronyms usually take a singular verb. If you‟re unsure,
check if the full version of the acronym or abbreviation is a singular, plural or
collective noun, and refer to the rules above. It‟s most important to use one
form of agreement consistently.
• ▪ The country’s GDP correlates with its birth rate.
• ▪ The RPM falls rapidly.

9/3/20XX 42
6. COLLECTIVE NOUN
Presentation Title

Collective nouns, like team, family, class, group, and host, take a singular verb when the entity acts
together and a plural verb when the individuals composing the entity act individually. The following
examples demonstrate this principle:
The team is painting a mural. (The team collectively paints the mural, so the verb is singular.)

The team are in disagreement about how to paint the mural. (The people on the team disagree
with one another, so the verb is plural.)

The family takes a trip to California once a year. (The family collectively takes a trip, so the verb is
singular.)

The family have differing ideas about the annual trip. (The individuals in the family have differing
ideas, so the verb is plural.)

9/3/20XX 44
7 . E X P R E SS I O N S
Presentation Title

• Expressions such as with, together with, including, accompanied by, in

addition to, or as well do not change the number of the subject. If the subject
is singular, the verb is too.
•  The President, accompanied by his wife, is traveling to India.
•  All of the books, including mine, are in that box.

9/3/20XX 46
CHAPTER 3

REPORT WRITING
R E P O RT
• Report is defined as an account of any occurrence prepared after thorough
investigation. It is also defined as an account or statement describing in detail
an event, situation, or the like, usually as the result of observation or inquiry.

48
P O LI C E R E P O RT
• Police report deals with the story of action performed by police personnel. It
is a chronological or step-by-step account of an incident that transpired in a
given time, at a given place.
• It is also defined as an account of some subjects specifically investigated, or
an official statement of facts.
• Police reports result from the fact that someone has asked for them and
needs them for immediate or future use. In any event, police reporting has
become one of the most significant processes in modern police operations.

49
REMEMBER!!!
• A police officer, after rendering his/her duty, must render a report. His
immediate supervisor must be aware of the things he/she had done in the
field during his/her tour of duty, and submitting a report is the only way to do
that. Making a report is also the means of recognizing his/her good deeds that
may deserve a merit or award.

50
P O LI C E R E P O RT W R I T I N G
• POLICE REPORT WRITING is considered technical writing, and as such, one
needs to develop special skills and techniques. Police report writing is the
backbone of criminal investigation and prosecution.
• The success of police operation depends upon the quality of the reports and
the ability of the police officer to write them effectively.
• The PNP relies on written reports to relay information to superiors, co-
workers, the courts and numerous other agencies. Reports are also used to
train personnel and to get people to follow procedures and policies.

51
TERMS TO PONDER
• TECHNICAL – used to describe the practical skills and methods used to do an
activity.
• POLICE – refers to men and women with authority to implement the law.
REPORT – An article that gives information about something that has just
happened. WRITING – it is the activity of writing. The way you write with a
pen or pencil. TECHNICAL POLICE
• REPORT WRITING – it refers to the ability or skill of a police officer to portray a
detailed information about an occurrence in writing as a result of his thorough
investigation.

52
R E P O RT
• It is an account or statement describing in detail an event, situation, or the
like, usually as the result of observation, inquiry, etc.
• Account of any occurrence prepared after a thorough investigation.
• It is a story of actions performed by men.
• A chronological, step by step, account entirely or almost entirely a factual
account of the incidents that took place in a given event. Or it is the story of
actions that were actually performed by flesh and blood human beings.

53
T WO FORM S OF REP ORT
• 1. NARRATIVE – Telling a story that actually occurred
• 2. INFORMATIVE – to give information

54
IN THE CONTEXT OF
O R G A N I Z AT I O N
• REPORT is a permanent record of activities, events or
occurrences used by leaders and managers as basis in
making administrative and operational decisions.

55
IN PUBLIC SAFETY
O R G A N I Z AT I O N S
• REPORT is a written account of an incident and the inquiry or investigation of
that incident which aims
• to inform readers of the facts,
• recommend appropriate practicable measures for decision makers to
resolve the subject of inquiry.

56
• REPORT is a crucial document upon which operational activities is anchored.
From it:
 Fire officers launch information drives on prevention programs
 Jail officers’ revisits correction’s policies and security measures
 Police officers investigate, arrest lawbreakers, prosecute criminals and
huntfugitives

57
• IF YOU ARE PUBLIC SAFETY OFFICER, Report
 is the proof that you do your job.
 You are expected to document clearly, accurately and completely your
response to an incident.
 Effective public safety operations should be followed by effective
documentation.

58
• “Every police action taken must be
followed by a written report.”

59
T H E PA R A G R A P H I N G P R O C E S S C O U L D
B E A P T LY D O N E L I K E T H I S :
• 1. First paragraph reveals what sort of crime is being described;
• 2. The middle paragraphs would be involved in arrivals and departures or the
recounting of the various steps or actions done; and
• 3. The end paragraph concludes the report. This includes the status of the
case, the disposition of the individuals involved (hospitalized? jailed?
taken home?) and the disposition of the evidence obtained. “Who or
what” is being sought for can be a basis for ending.

60
QUALITIES OF A GOOD POLICE
R E P O RT
• A. Accurate. This means that the report is in exact conformity to fact
(errorless). A fact is something that has been objectively verified. You must
report the facts correctly and without error. If it’s a criminal incident report,
the elements of the crime are a must for accuracy. One must restrict his/her
report to the facts of the incident as one saw it or as victims and witnesses
reported them. One must accurately report the conditions of the

61
• B. Clear. The language and format in one’s report must be simple and direct
to the point. Clear means plain or evident to the mind of the reader. One
should use simple words to the reader will know exactly what he/she needs to
know. Avoid use of words that can have double meanings, slangs, jargon and
unnecessary abbreviations.

• C. Complete. A report must answer the Who, What, When, Where, Why and
How questions (5W’s and 1H). It must also contain the elements of the
offense. One’s memory is not sufficient to assure the completeness of reports.
Proper note-taking techniques can assure one to write complete reports.

62
• D. Concise. This means that the report says much with a few words as
possible. Conciseness relates to the elimination of unnecessary words and
does not mean short. Writing concise reports includes using active voice,
avoiding wordiness, eliminating unnecessary words, prepositional phrases,
and using ordinary and commonly understood words. Most sentences in
police reports consist of 12 to 15 words.

63
• E. Factual. A report must be factual. A fact is something that has been objectively
verified and is presented objectively. One must report the facts correctly and without
error. Avoid reporting opinions, inferences (drawing conclusions), suppositions
(assumptions of truth), or hearsay as though they were facts.
• F. Objective. One must remember that there are always two sides to every story and
both sides have the right to be told. The investigation must not be influenced by
emotion, personal prejudice or opinion. Investigators collects and reports the facts in
an objective and professional manner.
• G. Prompt. A report must be completed in a timely manner and submitted at the
soonest possible time. One’s credibility may be open to speculations if this quality of
police report is not followed.

64
ST E P S I N R E P O RT W R I T I N G
P ROCESS
STEPS IN REPORT WRITING PROCESS Report or Technical Writing is a five-step
process.
• It involves:
• a) Interviewing
• b) Note taking
• c) Organizing
• d) Writing the narrative
• e) Proofreading

65
A. INTERVIEWING.
• Interview is defined as asking somebody a series of questions to
gather information. This is the firsts step in the process. The
investigator’s interview of the victims, witnesses and suspects is the
backbone of the preliminary investigation. Frequently, the first officer at the
scene of the crime has the best opportunity to conduct interviews. If he/she
fails to conduct successful interviews, his/her actions on preliminary
investigation is incomplete

66
B . N O T E TA K I N G
• It means brief notation concerning specific events while in one’s
mind and used to prepare a report. An investigator takes notes to assist
his/her memory with specific details, such as names, date of birth, serial
numbers, addresses and phone numbers. Neta and accurate note add to
one’s credibility and demonstrate one’s high level of proficiency and
professionalism. Since notes are made of all pertinent information during an
investigation, they would be of great help especially when an investigator is
subpoenaed or summoned to appear in court.

67
C. ORGANIZING.
• It means to arrange the components of something in a way that
creates a particular structure. Since during the note taking, all
information gathered are fragments, the investigator must organize the
information into logical manner. The sequence of events must be followed in
order to portray the incident clearly.

68
D . W R I T I N G N A R R AT I V E .
• The task is not only to express your ideas, but to make an impression upon
the mind of the reader as well. In other words, you must write for the benefit
of the reader. Place yourself in his/her position and try to visualize his/her
interest, knowledge of the subject and dependence upon the report. Writing
the narrative should be the easiest part of report writing. Before you begin
writing the narrative, stop and think about what you have done and what
have yet to do.

69
E. PROOFREADING.
• Proofreading is the final stage of the editing process, focusing on surface
errors such as misspellings and mistakes in grammar and punctuation. You
should proofread only after you have finished all of your other editing
revisions.

70
G U I D E L I N E S I N R E P O RT
WRITING

71
A. WORD USAGE
• Police officers from all over the country tend to use similar words and phrases. But
you should always make sure you know the correct definition and spelling of the
words you will use in the reports.
• 1. Slang is usually a nonstandard vocabulary developed by a group of people. You
may be familiar with street sang, criminal slang, and police slang. It is inappropriate
to use slang in your report, unless you are quoting someone’s statements; and

• 2. Jargon is usually the specialized language of a profession. Criminal justice

professionals, just like other professionals, use a great deal of jargons. You should
avoid use of jargon in your reports.

72
B. TONE (FIRST PERSON AND
THIRD PERSON)
• You may write your reports in either the first-person or third-person style.
Both are acceptable. First-person writing style is preferred and the most
widely used. You should refer to yourself as an active participant. The
alternative to fist person is the Third-person writing style. You refer yourself
as assigned officer, the undersigned or this officer. Usually, department policy
specifies which style you use. Police reports should be written in an easily
understandable style. The Philippine National Police organization caters to the
Third-person writing style.

73
C. THE CONTENT OF A POLICE
R E P O RT (5 W ’ S A N D 1 H )
The police officer needs not be a literary genius to write a good police report. If
the officer obtains responses for 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 1 H 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.

74
75
76
REMEMBER!!!
• Generally, the “who”, “when”, and “where” 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 unfolded throughout the report. The “how” is closely related to the
what. The “why” belongs to 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 has failed to ask important questions
during investigation in his/her filed note or tickler, then he/she is in for an
incomplete report, which understandably will be unreliable.

77
Presentation Title

P R E PA R AT I O N S NEEDED IN REPORT WRITING

• To write a police report, many police writers may be required to first review
and organize their notes. An outline can be drawn quickly from the facts of
any case, particularly, if these follow a chronological sequence. After the
outline is identified,
• the police report writers should review it for completeness prior to the actual
writing of the report.
• The outline should answer the 5w and 1h.

9/3/20XX 78
Presentation Title

EFFECT I VE REP ORT WRI T I NG

• Effective report writing is more than correct writing. You may use correct
spelling, punctuation, and grammar, and still produce an unsatisfactory piece
of police report. To be effective, police report writing must be interesting. How
to write effectivelydeals with the creative aspect of writing. It provides
information on how to use words and organize your ideas and thoughts so
that you can capture the attention of the reader.

9/3/20XX 79
Presentation Title

I M P ROVI NG REP ORT WRI T I NG

Writing better sentences. • Similarities and Differences
Choosing your words • Statistics and Facts
Sentence Patterns • Incidents
Constructing Better Paragraphs • Coherence
• Unity • Chronological Order
• Adequate Development • Space Order
• Reasons • Other Methods
• Example

9/3/20XX 80
CHAPTER 4

TYPES OF POLICE REPORT

TECHNICAL ENGLISH 1

INFORMAL REPORT

• Usually is a letter or memorandum or any one of many prescribed or

used in day-by- day police operations. It customarily carries three items
besides the text proper; 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.

07-23-2022
82
 83
9/3/20XX
Presentation Title
TECHNICAL ENGLISH 1

FORMAL REPORT

Suggests a full-dress treatment, including cover, title page, letter of

transmittal, summary sheet, text, appendixes, and perhaps an index or
bibliography.

07-23-2022
84
Presentation Title

[Link]
[Link]

9/3/20XX 85
Presentation Title

NARRATIVE TECHNIQUES OF POLICE REPORT AND

TONE OF POLICE REPORTS
• Among the techniques of composition, narration is effective in writing police
reports. Police reports are most effective when they have an objective tone.
The use of “I,” or “We,” “Me,” or “My,” make writing subjective opinionated.
Administrative decisions cannot effectively be based on subjective opinion

9/3/20XX 86
CHAPTER 6

C AT E G O R I E S O F P O L I C E
REPORTS
TECHNICAL ENGLISH 1

I. O P E R AT I O N A L R E P O RT S
-

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

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

07-23-2022
88
89
TECHNICAL ENGLISH 1

II. INTERNAL BUSINESS REPORTS

- Relate to the reporting necessary to the management of the agency and

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

07-23-2022
90
91
TECHNICAL ENGLISH 1

III. TECHNICAL REPORTS

- Presents data on any specialized subject, but usually relate to completed staff
work and add to the specific knowledge necessary to proper functioning of
police management

07-23-2022
92
93
TECHNICAL ENGLISH 1

I V. S U M M A R Y R E P O R T S

Furnish intelligence information necessary to the solution of crime

accident and police administrative problems.

07-23-2022
94
T Y P E S O F O P E R AT I O N A L
R E P O RT
Presentation Title

1 . SP O T R E P O RT S
• A spot report is that one than after an important incident takes place in a
certain area at a given time. Verbal or written, it must be done or acted upon
within twenty-four- hours. The idea is to inform an immediate chief,
considering the fact that whatever happens in the area is his command
responsibility or those in higher positions must be informed regarding the
details of a particular occurrence.

9/3/20XX 96
 97
9/3/20XX
Presentation Title
TECHNICAL ENGLISH 1

2. SPECIAL REPORTS

Special reports are done either because one feels he has some reporting to do, or
a lower police unit or office is obligated based on the directive or an instruction
from the higher police offices.
Special Reports must have the following paragraphs contents:
a) Problem. What is the report all about? Why it is being written in the first
place? The problem portion is reflected on the
first paragraph and is 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 following paragraphs after the
problem is defined.
c) Action.

07-23-2022
98
 99
9/3/20XX
Presentation Title
TECHNICAL ENGLISH 1

3. I N V E S T I G AT I O N S R E P O RT
This form is similar to the memorandum form except that the text or body should include
the following parts: AUTHORITY, MATTERS INVESTIGATED, FACTS OF THE CASE, DISCUSSION,
CONCLUSIONS, and RECCOMENDATIONS. If a part is not important because it is included in
another part, it MAY be excluded. Parts are capitalized, and followed by a colon. All the paragraphs
composing the text of the report are numbered consecutively in Arabic numerals.

07-23-2022
100
A. INITIAL
REPORT

101
TECHNICAL ENGLISH 1

B. PROGRESS REPORT
A progress report has a follow-up effect. A progress report can simply be an accomplishment
report which may be analytical in nature and maybe comparatively longer. This may be in
memorandum form or in radiographic message form, having these important highlights:

1) why the reports are being made;

2) purpose and the scope of the report; and 3) sources of information.

07-23-2022
102
 103
9/3/20XX
Presentation Title
TECHNICAL ENGLISH 1

5 . B E AT I N S P E C T I O N R E P O RT O R
A F T E R - PAT R O L R E P O R T S
The beat inspection is one of the most common forms of written communications. It is
submitted daily by the duty beat supervisor.
This differs from after-patrol report in terms of movement. Those on beat inspection
do their routine check on foot; and those on patrol, check their assigned sectors by using
patrol cars.

07-23-2022
104
 105
9/3/20XX
Presentation Title
TECHNICAL ENGLISH 1

6 . S I T U AT I O N
R E P O RT S

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 only basis.

07-23-2022
106
TECHNICAL ENGLISH 1

7. FORMAL REPORT

Essentially, a formal report is a presentation of facts or ideas. 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
supplemental materials like appendices, etc.6

07-23-2022
107
 CHAPTER VII

RA D IO M E SS A G E
AND
ROUTING SLIP
W H AT I S A R A D I O M E SS A G E ?
• A radio message is a discrete means of communication sent by the originator
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. 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.

109
 110
9/3/20XX
Presentation Title
TECHNICAL ENGLISH 1

ADDRESSEES
PNP Addressees
• The title and location or unit designation of the signing authority shall be indicated as in:

FM: COP CCPS

• ZIP codes or post office numbers, or other coded distributions lists shall not be used because the
originator's address is part of an address.
• Messages to a police addressee shall be addressed in the chief of an installation or head of an agency.
Authorized abbreviations may be used. All messages for personnel serving or on duty within an agency shall
contain internal instructions for delivery purposes.
• The geographical location of an installation or agency shall 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 abbreviation of the province

07-23-2022
111
TECHNICAL ENGLISH 1

Purely Civilian Addressees

 The originator‟s designation shall consist of the full title of the chief or head in those messages
addressed to another line agency in the government. Abbreviated titles shall not be used; rather
they must be spelled out as in:
From: Chief of Police Cabanatuan City Police Station Cabanatuan City
 When message is for another line agency addressee, or is to be delivered by a commercial
carrier, handling instructions must be included in the address portion of the message form.
 Namesof cities or municipalities shall be spelled out in full; while the names of provinces may be
abbreviated, i.e., Santa Rosa, N.E.

07-23-2022
112
TECHNICAL ENGLISH 1

ROUTING SLIP
Routing slips are a way of bringing either matter records or matter documents to the attention of
an individual from whom an action or response is needed.
The routing slip is primarily aimed at transmitting papers from office to office within a police unit
or station, or from branch to branch, within an office. It is never used to forward papers to an
agency outside of the police service It is used to speed up transmittal of correspondence direct to
the action section without a brief, a disposition form, or an endorsement. However, when it is
faster to stamp a comment on a basic communication and this comment is intended to form part
of the record, the routing slip will not be used.

07-23-2022
113
TECHNICAL ENGLISH 1

GUIDELINES AND PROCEDURES FOR

P R E PA R I N G R O U T I N G S L I P S
1. A routing slip shall be attached to every document which needs to be acted upon.
2. The routing slip shall indicate the following:
✓ control number;
✓ originating office;
✓ document type;
✓ date of document; and
✓ subject matter or particulars.
3. For purposes of tracking, each office/ unit/ service shall have its own document control number.

07-23-2022
114
TECHNICAL ENGLISH 1

4. Additional information shall indicate the DATE and TIME the document is acted upon; the name
of the processor under the column FROM; the name of the person to whom the document is
referred for further processing under the column TO; and check mark of the action taken from
among those listed in the routing slip.
5. The person to whom the document is released shall fill in the DATE RELEASED and the RECEIVED
BY entries.
6. Routing ships should be numbered in the action requested instead of checking, to distinguish
different actions requested in cases of dual or multiple addressees.

07-23-2022
115
116
M ESSAGE
• A message is any idea expressed in plain language prepared in a form suitable for
transmission by any means of communications. There are three types of messages:
• [Link]. This is a message which has only one addressee.
• [Link]. 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.
• [Link]. 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.

117
O R I G I N AT O R
• The originator of a message is the authority in whose message it is sent, or the police office
and/or unit in whose name a message is sent, or the police office and/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:
• [Link] determine if a message is necessary.
• [Link] determine the addressees and the type of [Link] sec.
• [Link] use the message form prescribed by the police organization.
• [Link] draft the text in accordance with the prescribed manner and procedure.
• [Link] determine the precedence.
• [Link] determine the security classification
• . [Link] ensure that the message is signed by the releasing officer.

118
DRAFTER
• A drafter is a person who actually composes a message for release by the
originator or the releasing officer

119
RELEASING OFFICER
• A releasing officer is a person who may authorize the transmission of a
message for and in the name of the originator.

120
 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.

121
CHAPTER 8
P R E PA R AT I O N A N D
SUBMISSION OF
REPORTS
TECHNICAL ENGLISH 1

P R E PA R AT I O N A N D S U B M I SS I O N O F
REPORTS ON SIGNIFICANT
INCIDENTS AND EVENTS
Standard Operating Procedure No. 99-1001, issued by National Headquarters, Philippine
National Police, dated October 4, 1999, prescribes standardized procedures in the proper
preparation and submission of significant incident reports through the fastest means of
transmission. It details ways of expediting the preparation of such reports to make it more
convenient to manage the organization‟s daily operations

07-23-2022
123
TECHNICAL ENGLISH 1

DEFINITION OF TERMS

[Link] Report. A brief dispatch giving preliminary information on an incident or event and informing a
higher office or another unit of the occurrence of a significant incident within the AOR of the reporting
unit, or rendered by a unit that has no jurisdiction over the incident but was the first one who came to
know of the incident.

2. National Headquarters, Philippine National Intermediate Office. Other than the Police (NHQ, PNP),
it may either be a national, regional, provincial, or city/ municipal level office/ unit that has lower units
over which exercises administrative and operational supervision. National Headquarters, Philippine
National Police (NHQ, PNP), it may either be a national, regional, provincial, or city/ municipal level
office/ unit that has lower units over which exercises administrative and operational supervision.

07-23-2022
124
TECHNICAL ENGLISH 1

C O N C E P T O F I M P L E M E N TAT I O N
1. In preparing narrative reports, all units and offices shall comply with certain criteria in writing
and filing significant incident reports to a higher police office. include charity, accuracy, brevity,
specificity, timeliness, These completeness, security, and impartiality.
2. Flash report shall be used for purposes of informing a higher office about the occurrence of a
significant incident. The flash report is not necessarily a written narrative. However, within three
hours from the time of rendering such information, the narrative report shall be submitted.
3. Whether flash report or written report on significant events, lower units that have the facilities
shall furnish the report (by fax) directly to Central Operations Center, Directorate for Operations
(COC, DO). It shall be sent simultaneously with the report to the next higher office of the reporting
unit.

07-23-2022
125
TECHNICAL ENGLISH 1

4. For significant incidents that need to be reported to higher officers ASAP, the used of authorized
narrative reporting formats is prescribed. Except for flash reports where radio messages may be useful,
radiographic formats should not be used in writing narrative reports on significant events.
5. Just as the National Headquarters, Philippine National Police (NHQ, PNP), through the Central
Operations Center, Directorate for Operations (COC, DO) shall monitor all significant incidents.
Intermediate police offices shall likewise periodically and religiously monitor significant incidents
within their areas of responsibility. Other sources of information on significant incidents, particularly
the media, shall also be constantly monitored.
When significant incidents have been monitored by Central Operations Center, [Link] for
Operations (COC, DO) other supervising units shall solicit the appropriate report of the incident from
lower unit, if the latter fails to submit the report within the time required.
07-23-2022
126
TECHNICAL ENGLISH 1

INCIDENTS CONSIDERED
SIGNIFICANT
Directorate for Operations (DO) Memorandum dated January 19, 1996, which was approved by
The Chief Directorial Staff (TCDS) on January 24, 1996, shall serve as a basis for determining and
classifying incidents whether these are significant of not. The following are considered significant
events or incidents:

07-23-2022
127
TECHNICAL ENGLISH 1

 Incidents involving prominent personalities, such as:

 National and local government officials, including barangay officials;
 Foreign nationals, i.e., diplomats, ambassadors, consuls, attaches, tourists, and balikbayans;
 Religious leaders, i.e., priests, imams or pastors; and,
 Other personalities whose involvement in incidents may result in controversies or publicity

07-23-2022
128
TECHNICAL ENGLISH 1

 Incidents involving national security, such as;

 Attacks on towns, barangays or other populated areas;
 Attacks or raids on military or police installations;
 syndicates or organized crime group;
 Terrorist incidents, such as hijackings, hostage-takings, and other crisis management
situations;
 Bombings or explosions; and 8
 Mass actions.

07-23-2022
129
TECHNICAL ENGLISH 1

Jailbreaks, escape of prisoners or detainees, or prison riots.

 Heinous crimes involving prominent people, the arrest or neutralization of wanted
personalities, the rescue of kidnapping or abduction victims, or the recovery of sizable
amounts of contraband materials.
 Robberies and holdups perpetrated by syndicated crime groups.
 Election-related violations.
 Disasters and calamities and relief and rescue operations.
 Surrender of government enemies, notorious or wanted individuals, or recovery of sizable
numbers of lose firearms.
 Land, water or air mishaps.

07-23-2022
130
TECHNICAL ENGLISH 1

CRITERIA FOR GOOD INCIDENT

REPORTS
1. Any of the following report formats may be used in writing and submitting the incident reports,
i.e., memorandum report and semiblock letter report.
2. These formats are merely guiding, and are not necessarily the only ones to use. Modifications
are encouraged for purposes of attaining the criteria of a good police report.
3. In preparing narrative reports for significant incidents, all police units and offices shall comply
with the following criteria for writing and filing reports to higher headquarters or offices, clarity,
accuracy, brevity, specificity, timeliness, completeness, security, and impartiality.
4. As much as possible, the chief of office shall sign the incident reports. The use of substitute
signatories is discouraged

07-23-2022
131
TECHNICAL ENGLISH 1

F O R M AT S F O R F L A S H R E P O RT S
1. The report formats for specific significant incidents shall be used in transmitting information to
higher offices and the national headquarters.
2. The formats are merely guiding in preparing flash reports. Any of the basic formats may be used
in reporting incidents. These may be modified to suit the peculiarity of a significant incident to be
reported, provided that the essential elements of information are supplied in using these modified
formats.
3. In preparing the flash report, all available data on the significant incident should be included in
the format. Entries may either be typed or handwritten in capital letters to ensure readability.

07-23-2022
132
TECHNICAL ENGLISH 1

4. In preparing flash report, completeness may initially be waived. It is enough that the “who,” the
“what,” the “when,” and the “where” data is indicated. The “how” and the “why” of the incident may
be provided in the subsequent reports. However, if all the information is available, it must be included
in the flash report.
5. The type of the significant event, the cite number of the report, the source of information, and the
time the information was received by the reporting unit must be clearly indicated.
6. The flash report must be signed by the action PNCO and a responsible supervisor. It must be sent to
the next higher office through the faster means of communication. In instances where a fax machine is
not available, it may be dictated through radio or telephone. The receiving unit fills in the appropriate
entries on a similar format. The names of the action PNCO and the one who authorizes the dispatch of
the report shall be indicated in the reports.
07-23-2022
133
CHAPTER 7

MEMORANDUM AND ENDORSEMENT LETTER

TECHNICAL ENGLISH 1

MEMORANDUM

It is a note, a reminder, or a statement that one wishes to remember or preserve for future
use. It evolved from a Latin term memorandus which means to be remembered or memorare
to remind. Its various tense forms may be done by shortening memorandum to memo so that
conjugation can be done like memoing, memos and memoed. Memorandum is definitely
singular while its plural form may be memoranda or memorandums.

07-23-2022
135
TECHNICAL ENGLISH 1

1. 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 [Link] of equal positions shall use
MEMORANDUM FOR in inter-office communications but the tone may be personal.
2. 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. It may also be of limited application such as those directed to, or requiring
performance or action by an individual or group within a particular directorate, command, service,
office, station , or unit. The tone of memorandum is impersonal.

07-23-2022
136
TECHNICAL ENGLISH 1

GUIDELINES: MEMORANDUM
LETTER DIRECTIVE NO. 95-09-26 DHRDD,PNP- NHQ
DATED OCTOBER 27,1995,

• 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.

• 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.

07-23-2022
137
TECHNICAL ENGLISH 1

POSITION AND PLACEMENT

• The memorandum is typed on legal or custom-sized bond paper

• three copies are prepared

• The heading including the addressee appears on the upper third of the sheet, so that
the paper is folded, the address can be seen through the envelope windows

07-23-2022
138
TECHNICAL ENGLISH 1

1.
K Recommendation
I N D S OMemorandums
F MEMORANDUMS
How to think critically as you formulate, evaluate, and refine your conclusions and
recommendations:
o Conclusions should be logically derived from accurate interpretations. Recommendations
should propose an appropriate response to the problem or question.
o Express your conclusions and recommendations with assurance and authority. Be direct
and assertive. Let the reader know where you stand.
o If your analysis yields nothing definite, do not force a simplistic conclusion on your
material. Instead, explain your position. Remember, a wrong recommendation is far worse
than no recommendation at all.

07-23-2022
139
TECHNICAL ENGLISH 1

2. Justification Memorandums
As the name implies, it justifies the writer’s position on some issue. It is a unique class
of recommendation memo. They are often initiated by the writer rather than requested by the
readers. Justification reports therefore typically begin rather than end with the request or
recommendation. Such memo answer the key questions for readers: Why should we?

07-23-2022
140
TECHNICAL ENGLISH 1

3. Progress report
It serves as a paper trail on a project.

• Summarize achievements to date

• Describes work remaining, with timetable
• Describes the problems encountered

07-23-2022
141
TECHNICAL ENGLISH 1

4. Survey Report
It examines the conditions that affect an organization.
5. Memorandum to Inform -
6. Memorandum to Answer a Question
7. Memorandum to Record a Significant Event
8. Memorandum Serving as a Decision Paper

07-23-2022
142
TECHNICAL ENGLISH 1

I. Heading. All the materials above the first line of the body comprise the heading. These
P Aareoffice
R T Sorigin,O address,
F ME fileM O R Aidentifying
reference, N D Uinitials,
M date, subject, channels
through which the letter will pass, and addressee to whom the letter is being written.

07-23-2022
143
TECHNICAL ENGLISH 1

PA R T S O F
THE HEADING
a) Letter head

b) File Reference. It is called the office

symbol. A file reference is placed on
the first margin, usually two spaces
below the letter head. It varies
according to the individual item of
correspondence. Each part of the
reference is also used as identifying
information on the second and
subsequent pages. Example: CCPS-IN

c) Identifying Initials. Some offices

place the surname or the initials of
the originator and typist of the letter.

Example: MLVFRJR/ogs/600-3752

07-23-2022
144
Presentation Title

c). Identifying Initials. Some offices

place the surname or the initials of the
originator and typist of the letter.

Example: MLVFRJR/ogs/600-3752

d) Addressee. The addressee preceded

by “MEMORANDUM FOR” or
“MEMORANDUM TO” is written in block
style, with open punctuation, and is
normally placed before the file
reference.

Example: MEMORANDUM FOR:

Provincial Director, NEPPO Example:
MEMORANDUM FOR: SP04 Juan Santos
Crus 031740 PN

9/3/20XX 145
Presentation Title

e) In Turn Addressee. When letters are

routed to several addressees, the entire
address of each office is placed on a single
line as much as possible. Example:
MEMORANDUM TO: Chief,
PPHRDB/PIIB/POPB/PCRB/PFLB Example:
MEMORANDUM TO: Provincial Directors,
BPPO/NEPPO

f) Attention Line. For faster routing,

correspondence maybe addressed to the
individual or the head of a subdivision or
by the use of an office symbol. The name
is used only when there is a special reason
for calling the attention of the individual
known to handle the type of
correspondence concerned, and when it is
known that he will be at the address.

9/3/20XX 146
TECHNICAL ENGLISH 1

i. Addressed to the attention of an individual.

MEMORANDUM TO: Chief of Police, SRPS
(Attn: SP04 Juan S. Cruz PNP)

ii. Addressed to the attention of the head of office.

MEMORANDUM TO: Chief of Police, SRPS
(Attn: Chief, Opns & Plans Sec)

iii. Addressed to the attention of the head of a unit or command by the use of an office symbol.
MEMORANDUM TO: Chief of Police, SPRPS
(Attn: OPS)
07-23-2022
147
Presentation Title

g) Sender or Originator. The sender or

originator preceded by the word “FROM” is
written in block style, with open
punctuation, and normally placed below
the addressee. Example: FROM: Chief of
Police, SRPS

h) Subject. The subject line should contain

no more than 10 words. It starts two
spaces below the sender and two spaces
to the right of the colon. Example:
SUBJECT: SPECIAL REPORT RE HOMICIDE
WITH RAPE TRANSPIRED AT BRGY RIZAL
THIS CITY

i) Date. The date is placed below the

subject.

Example: DATE: June 1, 2020

9/3/20XX 148
TECHNICAL ENGLISH 1

II. B O D Y.

-The body of the letter is the message itself. It is the substance of the typed letter as
distinguished from the beginning and ending.

07-23-2022
149
TECHNICAL ENGLISH 1

I I I . C O M P L I M E N TA RY E N D I N G .
This refers to the material found below the last paragraph of the body. It consists of the
authority line if used, signature, list of enclosures and copies being furnished.
1. Authority Line
If signing for a chief or head of office and addressed to members under him.
BY AUTHORITY OF POLICE SUPERINTENDENT GUIBONG:

EFRENILO FAJARDO RESTUA

Police Inspector Deputy Chief of Police

07-23-2022
150
TECHNICAL ENGLISH 1

If not addressed to a member under him.

FOR THE CHIEF OF POLICE:

EFRENILO FAJARDO RESTUA

Police Inspector Deputy Chief of Police

07-23-2022
151
TECHNICAL ENGLISH 1

2. Signature

3. Enclosures are supplementary documents which are sent with the communication to
provide additional information.
Example: Enclosures: - Crime Scene Sketch - Pictures of Crime Scene

4. Copy Furnished Other Offices

Example: Copy Furnished: RD, PROs D, NSUs

07-23-2022
152
TECHNICAL ENGLISH 1

GUIDELINES IN MEMORANDUM
F O R M AT T I N G
1) Subject Line. Announce the memo’s purpose of contents, to orient readers to the subject
and help them assess its importance. An explicit title also makes filing by subject easier.
2) Introductory Paragraph. Unless you have reason for being indirect, state your main point
immediately.
3) Topic headings. Headings help you organize and they help readers locate information
quickly.
4) Body. Interpret findings and draws conclusions, make general recommendations, expand on
each recommendation, and discuss benefits of following the recommendations

07-23-2022
153
TECHNICAL ENGLISH 1

5) Signature Block. The signature appears above the printed name at the signature block
below, not after the line or sender line above. A signature authenticates, corroborates,
confirms, attests or certifies the correctness, truthfulness or veracity of the content of the
instrument by which the signature is affixed. A signature likewise carries responsibility or
accountability over the statement or information indicated before it.

6) Paragraph Spacing. Indent the first line of paragraphs. Single space within paragraphs and
double space between them.

07-23-2022
154
TECHNICAL ENGLISH 1

7) Second Page Headings. When the memo exceeds one page, begin the second and
subsequent pages with recipient‟s name, date, and page number.

Example:
Sgt. Co, June12, 2007, page 2.

Place this information three lines from the page top and begin your text three lines below.

8) Copy Notation. When sending copies to people not listed on the “To” line, include a copy
notation two spaces below th

07-23-2022
155
TECHNICAL ENGLISH 1

R E C O R D S O F I N T E R M E D I AT E
RECIPIENT
All intermediate recipients of a communication should make a record of such communication
only when an office of record is inaccessible and when the retention of a brief current record
of the communication is necessary. Such record shall show only the minimum requisites
information. Except in unusual circumstances, no copy of the letter itself will be made.
Notation for record purposes of secret materials should be such that the content of the letter is
safeguarded.

07-23-2022
156
TECHNICAL ENGLISH 1

ASSEMBLING
SPECIAL HANDLING
1. Outgoing letters are relevant papers should be arranged from top to bottom and fastened
with paper clips, as follows:
o Outgoing letter on top.
o Copy of outgoing letter, if any.
o Enclosures and copies, in numerical sequence.
2. The file copy and relevant papers should be arranged from top to bottom as follows:
a. File copy of outgoing letter on top. If consisting of more than one-page, last page on top.
b. Correspondence, or synopsis to which reply has been, made, if any.
c. Copies of enclosures, if any, in numerical sequence.

07-23-2022
157
TECHNICAL ENGLISH 1

ENDORSEMENT LETTER

An endorsement letter is a reply or a forwarding statement usually added to a letter; An

endorsement is meant to furnish information, comment, or recommendation

07-23-2022
158
C H ALPE TTT EERR
S 8
AND
CORRESPONDENCE
TECHNICAL ENGLISH 1

FO
1.
RMAL AND INFORMAL LETTER
The formal letter is written for business or professional purposes with a specific objective
in mind. It uses simple language, which can be easy to read and interpret.

2. Informal letters are written to friends and relative for personal communication and use a
casual or an emotional tone.

07-23-2022
160
TECHNICAL ENGLISH 1

FORMAL LETTERS

A formal letter is any letter written in the professional language, with a prescribed format for a
formal purpose, i.e. it can be a recommendation letter, enquiry letter, complaint letter, cover
letter and so on.

07-23-2022
161
TECHNICAL ENGLISH 1

 It should be in specified format.

 It should avoid the use of unnecessary words.
 It should be straight to the point.
 It should be relevant and objective.
 It should be complex and thorough.
 It should be polite, even if it is a complaint letter.
 It should be free from any mistakes, i.e. grammatical or spelling.
 There are three types of formal letters, i.e. business letters, letters for outlining civic
problems and job applications.

07-23-2022
162
TECHNICAL ENGLISH 1

INFORMAL LETTERS
An informal letter is a letter written to someone; we know fairly well. The letter can be used for
some reasons like conveying message, news, giving advice, congratulate recipient, request
information, asking questions, etc.

It is a personal letter, written to whom you are familiar with, like friends, siblings, parents or
any other closed one. There is no specific format prescribed for writing this letter.

07-23-2022
163
 164
9/3/20XX
Presentation Title
TECHNICAL ENGLISH 1

F O R M A L L E T T E R F O R M AT

07-23-2022
165
TECHNICAL ENGLISH 1

1 . B LO C K F O R M AT

07-23-2022
166
TECHNICAL ENGLISH 1

2. MODIFIED BLOCK
F O R M AT

07-23-2022
167
TECHNICAL ENGLISH 1

3 . S E M I B LO C K F O R M AT

07-23-2022
168
C H A PCTI E R 9
VILIAN LETTER
TECHNICAL ENGLISH 1

A civilian letter, unlike the radiographic message, memorandum,and endorsement has a

different form, because it is concerned with symmetry or a well-balanced appearance. Also, a
civilian letter uses adifferent phraseology while its paragraphs are not numbered, unless when
tabulating

07-23-2022
170
TECHNICAL ENGLISH 1

PA R T S O F A C I V I L I A N L E T T E R
1. Heading -A type or a printed letterhead may be used. It includes the
writer’s office and office address. Abbreviations shall not be made
for the city, municipality and province

07-23-2022
171
TECHNICAL ENGLISH 1

2. File Reference- The use of identifying file reference is optional on

the instructions issued by the chief or head of office. If ever used,
it is placed at the left margin two spaces below the letterhead, and in
line with, and below, the current date.

07-23-2022
172
TECHNICAL ENGLISH 1

3. Dateline

07-23-2022
173
TECHNICAL ENGLISH 1

4. Inside Address -The addressee’s name should be written fully. It should

always be preceded by a courtesy title, except in cases of M.D.,
Ph.D., and a few others

07-23-2022
174
TECHNICAL ENGLISH 1

5. Attention Line - To speed up handling of the letter, the attention

line is used when the letter is addressed to a company or to a
particular department of a company or to an individual aside from the
addressee.

07-23-2022
175
TECHNICAL ENGLISH 1

6. Salutation - The salutation greets the reader and the greeting may
be formal or informal, cordial or personal.

07-23-2022
176
TECHNICAL ENGLISH 1

7. Subject Line - The subject line is the gist of the message. It helps
a very busy person find out in a split second what the letter is all
about.

07-23-2022
177
TECHNICAL ENGLISH 1

8. Body -The body is the message itself. In it, one of the problems
that may confront a correspondent is paragraphing. This, however, does
not pertain to the appearance of the message; but rather, to its
contents. A correspondent gets focused on how to end and how to begin
another paragraph.

9. Complimentary Clause- A complimentary clause is usually followed by a

comma, and comes immediately after the last line of the message. The
first word starts with a capital letter.

07-23-2022
178
TECHNICAL ENGLISH 1

10. Company Signature - In civilian letter, a company signature may be

shown immediately above the writer’s signature, based on the theory
that the company, not the writer, is the legal entity. In other words,
the company assumes a greater responsibility than the individual;
otherwise, the company signature is omitted, especially if including it
is not a standard policy of the firm.

07-23-2022
179
TECHNICAL ENGLISH 1

11. Reference Initials - Initials of the writer and his typist or secretary
appear at the left of the stationary, about two spaces below the
writer’s identification. These initials are aligned with the left
margin of the letter.

12. Enclosure Notation- This notation refers to anything sent with the
basic communication.

07-23-2022
180
TECHNICAL ENGLISH 1

13. Postscript (P.S.) - If a writer has forgotten something in the message, he

adds a P.S. it is intended to attract attention. The postscript may
be flushed with the letter margins or may be intended fives spaces
from both margins.

14. Copy Furnished- When one or two copies are furnished, a carbon copy
(cc) notation is indicated on the original and all copies of the
letter.

07-23-2022
181
TECHNICAL ENGLISH 1

Q UA L I F I C AT I O N S U M M A RY
The qualification summary, sometimes called a resume‟, a personal record, or even a data
sheet, states in brief the qualifications of the applicant. This usually contains the position
applied for, experience, educational attainment and references. These four items when
systematically arranged shouldattract the reader‟s attention.

07-23-2022
182
TECHNICAL ENGLISH 1

G E N E R A L R U L E S O N S PA C I N G
1. On standard 8.5 by 11-inch stationary, the date is usually typed on line 15 with the inside
address typed five lines below.
2. One blank line is left before the salutation, each paragraph, the complimentary close, the
company signature,if used.
3. If an attention line or a subject line is included, oneblank line precedes and follows these parts.
4. The writer‟s identification should be preceded by at least three blank lines to allow room for
the signature.
5. At least one blank line usually separates the writer‟s
identification from the reference initials.
6. Generally, no blank line separates the reference initials from enclosure and carbon notations.
7. A postscript, if used is preceded by one blank line.

07-23-2022
183
TECHNICAL ENGLISH 1

GENERAL RULES ON MARGINAL

S P ATheCleftEmargin
1.
S of a letter should be straight whether it is penwritten or typewritten.

2. Because it is impossible to achieve a straight line for the right margin, the writer must
exercise care and good judgment in driving words at the ends of the lines to prevent the page
from having a ragged appearance.
3. When the letter is very short, the margin should increase, and the letter placed far
enough from the top of the pageto allow it to occupy the middle of the page.
4. For an average-length letter, from 100-150 words, it may be written on a page when
double-spacing is used and the marginal stops are set so as to make the lines fifty spaces in
length.

07-23-2022
184
TECHNICAL ENGLISH 1

5. In a 200-300-word or more letter, the same length line maybe used, but single-spaced.
Double- spacing between paragraphs should be used if the desire is to accommodate the
whole message on one page.
6. If a message cannot be accommodated on one page, a second page may be used,
having the same side margins as the first page.
7. In a continuation page, the top margin should be one inch, the first line to be typed on
line 7, and approximately the same length, if not more at the bottom margin.

07-23-2022
185
TECHNICAL ENGLISH 1

C O N T I N U AT I O N PA G E
A very modern treatment of a continuation page notation in civilian letters is best illustrated in
“English for Business.” This book shows the addressee’s name, with initiated first name, (but
definitely not the surname), page number, and date, that appear on the first page – all types
toward the top margin. These items may be typed vertically or horizontally. Just like
memorandums, civilian letters use plain stationery, not printed letterhead for the second and
succeeding pages. They also follow the same rules regarding division of paragraphs.

07-23-2022
186
Presentation Title

FOLDING CORRESPONDENCE
• For an 8.5 by 11-inch stationery to be folded in a short envelope, here are
some accepted procedures:
• 1. Place the sheet flat on the desk, with its face up and itsbottom toward
the writer.
• 2. Fold the bottom toward top, bringing the lower edge to within onehalf
inch of the top.
• 3. Fold the bottom right to left a little more than one-thirdof the within of
the sheet.
• 4. Finally, fold the remaining from left to right

9/3/20XX 187
Presentation Title

ARRANGEMENT AND STYLE

• The study committee on police correspondence and issuance, under the
Directorate for Plans and Programs, National headquarters, Philippine
National Police, has chosen the Blocked Letter and Semi Blocked Letter styles.
These two styles are very similar in appearance, except in the paragraphing
portion. Typist use the blocked letter if the text is composed of more than
nine lines, and the semi- blocked letter, if less than nine lines.

9/3/20XX 188
Presentation Title

THE ENVELOPE
• 1. The mailing address is begun half way down and half way across.
• 2. Two-line addresses must be avoided by typing the province and ZIP code number, if
any, on a separate line from the city or municipality, or a street from a municipality or city.
•
• 3. A three-line addresses is double-spaced; if more than three lines, single- spaced.
• 4. The attention line is type on the lower left corner of the enveloped.
• 5. A special mailing service, i.e., “Airmail,” “Special Delivery,” etc. is indicated below
the stamp.
• 6. A return address is typed on the upper left corner, not on the back of the envelope, if
there is no printed return address.

9/3/20XX 189
CHAPTER 11

P O L I C E B LO T T E R
Presentation Title

FORM AND SIZE

• The police blotter shall be a record book bound with hard cover and shall be
12 inches by 16 inches in size. The front cover of the blotter shall contain the
name or designation of the police force and particular police district or
station, together with the designation of the specific police unit or substation,
the volume or book number, the series number and the period covered.

9/3/20XX 191
Presentation Title

C O N T E N T S O F E N T RY
• The entry in the police blotter should answer
the following:

• 4. Where
• 1. Who

• 5. When
• 2. What

• 6. How
• 3. Why

• 7. Disposition of the case

9/3/20XX 192
Presentation Title

THE FOLLOWING SHALL BE ENTERED

IN THE POLICE BLOTTER:
• 1. Violations of laws and ordinances reported • 6. Vehicular and other types of accidents
and recorded: which require police action;

• 2. All calls in which ¢ any member of the PNP • 7. All personal injuries, bodies found, and
is dispatched. or takes official action; ~ suicides;

• 3. All fire alarms, reports and information • 8. Damage to property;

received by the stations;

• 9. All cases in which a police member i is

• 4. Movements of prisoners with involved;
corresponding notations _on the authority for
such movements;
• 10. All arrests and returns made:
• 5. Cases of missing and found persons,
animals and . Property;

9/3/20XX 193
Presentation Title

MAINTENANCE OF POLICE
BLOT TER
• Police Blotter Each PNP operating unit shall maintain an official police blotter
where all types of operational and undercover dispatches shall be recorded
containing the five “Ws” (who, what, where, when and why) and one “H”
(how) of an information. A Police blotter is a logbook thatcontains the daily
registry of all crime incident reports, official summaries of arrest, and other
signifi cant events reported in a police station.

9/3/20XX 194
Presentation Title

• Blotter Procedure Before entry into the blotter book, the Duty Officer (DO)
should first evaluate if the report is a crime incident, arrest or event/activity,
which is for records purposes only. If the report is a crime incident, the DO
shall first accomplish the Incident Record Form (IRF) from which the entry in
the blotter book and IRS shall be extracted. All other reports shall be recorded
directly to the blotter book. (PNP SOP No. 2012-001 “Incident Recording
System”

9/3/20XX 195
 196
9/3/20XX
Presentation Title
 197
9/3/20XX
Presentation Title
 198
9/3/20XX
Presentation Title
 199
9/3/20XX
Presentation Title
Presentation Title

C R I M E I N C I D EN T R E P O RT I N G
SYSTEM (CIRS)
• Each PNP operating unit shall also maintain and utilize the PNP Crime Incident
Reporting System (CIRS), an electronic reporting system that facilitates crime
documentation, modernizes data storage and provides quick and reliable
transmission of crime information from lower units and NOSUs of the PNP to
the National Headquarters at Camp Crame, Quezon City.

9/3/20XX 200
Presentation Title

S U P P LY A C C O U N T A B I L I T Y
• 1. GHQ, PNP shall supply police blotters to each PNP command and unit
who shall reflect the same on their property books as accountable items.

• 2. The PNP Unit Commander shall be responsible for the proper

maintenance, use, safekeeping and accounting of police blotters.

• 3. Pending procurement and issuance of police blotters by GHQ, PNP,

police forces shall continue to use the present blotter, provided, the forms
and rules shall be followed.

9/3/20XX 201
Presentation Title

PROCEDURES FOR MAKING

ENTRIES
[Link] entries in the police blotter shall be handwritten in a clear, concise and simple manner
but must answer as far as practicable, the 5Ws and 1H. Clarity should not be sacrificed for
brevity.

[Link] facts, not opinions, are entered in the blotter.

[Link] erasures shall be made on the entries. Corrections. are made by drawing a horizontal
line over such words or phrases and the actual entry initialed by the police officer _ making
the correction. .

4.A ball pen or pen with blue, black or blue-black ink is _ used for making the entries. |

9/3/20XX 202
Presentation Title

• [Link] in the blotter or any attempt to suppress any information is punishable criminally
and administratively.

• [Link] entries must be legibly written in longhand and Consecutively numbered.

• [Link] page of the blotter shall be consecutively or‟ Chronologically filled in. No line or space shall be
left blank „tween any two entries.

• [Link] development of a case to be reflected in the blotter Should be a new entry at the time and day it
was reported. A reference to the previous entry number of the case, however, should be made. 9. During
every shift, the Duty Sergeant, under the supervision of the Duty Officer or Complaint Desk Officer, shall
make the actual entries on the blotter and at the end of their tour of duty, both the Duty Sergeant and
Duty Complaint Desk Officer shall sign the blotter.

9/3/20XX 203
CHAPTER 12
BEST PRACTICES FOR EMAIL/SMS
ETIQUETTE
Presentation Title

WHY IS EMAIL ETIQUETTE

I M P O R TA N T ?
• The way you communicate reflects the type of employee you are, including
your work ethic and attention to detail. Companies may benefit from
implementing best practices for email etiquette for the following reasons:
• • Professionalism: Using proper email etiquette conveys a professional
image of your employees and overall organization.
• • Efficiency: Emails that adhere to etiquette are direct and concise, and
they convey their message quickly.15

9/3/20XX 205
Presentation Title

EMAIL ETIQUETTE GUIDELINES FOR THE

WORKPLACE

• 1. Use standard formatting

• Standard fonts, such as Times New Roman or Arial, as well as standard colors
and sizes are appropriate for business emails. If you use bold or italics, never
use them on more than one word or a string of words in a single email.

• 2. Include a clear subject line

• Title your email in a way that the recipient immediately knows what the
message is about. For example, if you‟re emailing to follow up on a
presentation, you might write, “Quick question about your presentation.”

9/3/20XX 206
Presentation Title

• 3. Email from a professional email address

• Use your company email address if possible. However, if you are self-employed or using a personal
email address for work-related correspondence, make sure that your email address doesn‟t contain
any words that would be considered unprofessional. If so, then consider setting up a work-only
email address.

• 4. Use professional greetings

• Choose a salutation that is appropriate for the relationship you have with the recipient. If you are
sending an email to a coworker, a casual greeting such as “Hello” may be appropriate. If you‟re
contacting someone for the first time or if they are a professional acquaintance, use a more formal
greeting like “Dear Sarah Atkins.” It‟s recommended to use the person‟s name exactly as it‟s
shown in their email signature line. In other words, don‟t assume that Jennifer goes by Jen unless
you‟ve seen them sign their emails that way.

9/3/20XX 207
Presentation Title

• 5. Use an introduction
• Depending on who you are emailing, it‟s best to introduce yourself by your first and last name, as well as
the company you are representing, in the first few lines. This is especially important when emailing new
contacts, clients, potential customers or employers. Let them know how you received their contact
information.

• Example: “My name is Jessica Franklin and I‟m with White Label Agency. Mark Gregston gave me your
name and suggested I reach out to you regarding your amazing printing services.”

• 6. Be cautious with “Reply All”

• The benefit of using “Reply all” is that you can respond to everyone at once to let them know an issue has
been addressed. However, when in doubt, use “Reply” to avoid inundating a list of people with
unnecessary emails.

9/3/20XX 208
Presentation Title

• 7. Avoid using all caps

• Use sentence case as you would for any formal communication, and avoid using all caps as it can read like
you‟re screaming your intentions.

• Example: “Anne, it was great seeing you at the meeting. I look forward to connecting again soon.”

• 8. Double-check attachments
• If you can copy and paste information into an email rather than attaching a document, do that. If not, let
the recipient know in the body of your email that you have attached a document. It‟s also good etiquette
to compress the documents or attach them in a zip file so it takes up less space in their inbox. In addition,
you may want to consider uploading documents to a shared location and giving the recipient a link to
access them.

9/3/20XX 209
Presentation Title

• 9. Proofread
• Proper spelling and grammar are important when sending business
correspondence so always proofread your work before you hit send. Likewise,
double-check the spelling of the recipient‟s name and email address.
Sometimes autocorrect will alter names.

• 10. Don’t use emojis

• Unless the recipient has used emojis when communicating with you in the past,
resist the temptation to use them yourself. They can come across as
unprofessional in certain company cultures.

9/3/20XX 210
Presentation Title

• 11. Reply within 24 hours

• When someone emails you, replying within 24 hours, is common courtesy. If you have unintentionally passed this
timeframe, express your apologies and politely
•
• explain the delay.

• 12. Keep your tone professional

• Think carefully about your word choices in an email and how your intention may be interpreted. Use positive words,
such as “opportunities” and “challenges” instead of “obstacles” and “limitations.” Avoid negativity, sarcasm and
adjectives that can cause you to sound overly emotional. Be careful when using humor too, as it can be misinterpreted.

• 13. Perfect your email signature

• Less is generally more where email signatures are concerned. Your signature should typically include only your name,
job title, company website and a phone number where you can be reached.16

9/3/20XX 211