Basic Communication Documents

KINDS OF LETTERS

• Formal Letter: These letters follow a certain pattern and formality. They
are strictly kept professional in nature, and directly address the issues concerned.
Any type of business letter or letter to authorities falls within this given category.

• Informal Letter: These are personal letters. They need not follow any set
pattern or adhere to any formalities. They contain personal information or are a
written conversation. Informal letters are generally written to friends,
acquaintances, relatives etc.

• Business Letter: This letter is written among business correspondents,

generally contains commercial information such as quotations, orders, complaints,
claims, letters for collections etc. Such letters are always strictly formal and
follow a structure and pattern of formalities.

• Official Letter: This type of letter is written to inform offices, branches,

subordinates of official information. It usually relays official information like
rules, regulations, procedures, events, or any other such information. Official
letters are also formal in nature and follow certain structure and decorum.

• Social Letter: A personal letter written on the occasion of a special event is

known as a social letter. Congratulatory letter, condolence letter, invitation letter
etc. are all social letters.

• Circular Letter: A letter that announces information to a large number of

people is a circular letter. The same letter is circulated to a large group of people
to correspond some important information like a change of address, change in
management, the retirement of a partner etc.

• Employment Letters: Any letters with respect to the employment process,

like joining letter, promotion letter, application letter etc.
 THE CIVILIAN LETTER

A purely civilian letter is used when communicating with the president of the
Philippines, department secretaries, provincial governors, City or Municipal Mayors,
Managers of the bottling companies and the likes.

Civilian letter, unlike the subject- to letter, has different forms because the
former is particular on symmetry or well-balanced appearances. Also, a civilian
letter has a different phraseology and its paragraphing is not numbered, not unless
in tabulation, enumeration.

PARTS OF CIVILIAN LETTER

1. HEADING- A typed or a printed letterhead may be used. The former includes a

writer’s address usually blocked with the dateline ( no abbreviation for the months,
street, city or country)

Example:

490 Pico Road

La Trinidad, Benguet

August 18, 2020

The latter, usually used in business firms, includes these pieces of information,
name of the company, its address, telephone number and the ZIP ( Zone
International Program) code, if any sometimes a company slogan or trade mark is
written.

The use of identifying file reference is optional depending on instruction issue by

the chief of head of office. If ever used, it is placed at the left margin two spaces
below the letter head and on the line of the current date.

2. DATELINE- Month, day and year in that order is the dateline. In business
correspondence the month is never abbreviated. It is spelled out. Also , st (as in
1st), rd (as in 3rd) or th (as in 4th), is not used after the month

Wrong: August 18th 2020

Correct: August 18, 2020

3. INSIDE ADDRESS- this addressee’s name should be written fully. It

should always be preceded by a courtesy title, except in case of M.D., PH.D., and
few others. The first line shows the addressee’s name and designation; if any; the
second line, the name of the compan y or the unit the addressee belongs to; the
third following lines, the address of the company. It not belonging to any office,
the addressee’s local or home address will do.

Examples: Miss Regie Cruz

Civil Relations Service, AFP

Camp General Emilio Aguinaldo Class Subdivision

Quezon City

4. ATTENTION LINE- to speed up handling letters, the attention is used when

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

5. SALUTATION- Greets the reader and the greeting may be formal or informal
or cordial or personal.

6. 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 content. A correspondence gets
confused on how to end and begin another paragraph.

7. SUBJECT LINE- The subject line, or the gist of the message, helps a very busy
business man, find out in a split second what the letter is all about. As it is part of
the message, this line appears logical above it, below the salutation.

8. COMPLIMENTARY CLOSE-A complimentary close is usually followed by a comma

and comes immediately after the last line of the message. The first word starts
with a capital letter. For Example:

Formal to a Superior: Yours Respectfully, Respectfully yours, Yours very

respectfully, Very respectfully yours,
Formal, Business-like: Yours Truly, Truly yours, Yours very truly Very truly
yours,

The tone in the complementary close must match with that in the salutations “Dear
Sir” and “Lovingly ours,” or “Dear Ella” and “Respectfully yours,” do not complement
each other.

9. COMPANY SIGNATURE- in business correspondence, a company signature may

be shown immediately above the writer’s signature on the theory that the company,
not the writer, is the legal especially if including it is not a standard policy of the
firm.

Among men in uniform, the authority line takes the place of a company signature.
The line is type in all capital letters followed by a period, and is positioned two
roller spaces below the complimentary close.

10. REFERENCES INITIALS- initials of the writer and his typist or secretary
appear at the left side of the stationery, about paces below the writer’s
identification.

11. ENCLOSURE NOTATION- this notation refers to anything sent together with
basic communication. In business, here is enclosure style used:

Enclosure: Contract

Enclosures: Contract Invoice

12. POSTCRIPTS (P.S.)- if a writer has forgotten something in the message,

he adds P. S.. Sometimes, he makes it international to attract attention. The
postscript is usually flushed with the left margin.

13. COPIES- when to or more copies are furnished, a carbon copy(cc) notation is
indicated on the original and all participated copies of letter.

THE BUSINESS LETTER

PARTS OF BUSINESS LETTER

 THE HEADING (The Return Address) or Letter head- companies usually use
printed paper where heading or letterhead is specially designed at the top of
the sheet. It bears all the necessary information about the organizations
identity
 DATE- Date of writing. This month should be fully spelled out and the year
written with all four digits. October 12, 2005 (12 October 2005- UK Style).
The date is aligned with the return address. The number of the date is
pronounced as an ordinal figure, though the ending st, nd, rd, th, are often
omitted in writing. The article before the number of the day is pronounce
but not written. In the body of the letter, however, the article is written
when the name of the month is not mentioned with the day.
 THE INSIDE ADDRESS- in a business or formal letter you should give the
address of the recipient after your own address. Include the recipient’s
name, company, address and postal code. Add job title if appropriate.
Separate the recipient’s name and title with a comma. Double check that you
have the correct spelling of the recipient’s name. The inside address is
always on the left margin. If an 8 ½”x 11” paper is folded in thirds to fit in a
standard 9” business envelope, the inside address can appear through the
window in the envelope.
 THE GREETING- also called the salutation. The type of salutations depends
on your relationship with the recipient. It normally begins with the word
“Dear” and always include the person’s last name. Use every resource
possible to address your letter to an actual person. If you don’t know the
name or the sex of your receiver address it to Dear Madam/ sir (or Dear
Sales Manager or Dear Human Resources Director). As a general rule the
greeting in a business letter ends in a colon (US STYLE). It is also
acceptable to use a comma (UK Style) .
 THE SUBJECT LINE (optional)- Its inclusion can help the recipient in
dealing successfully with the aims of your letter. Normally the subject
sentence is preceded with the word subject: or RE: Subject line below the
greeting but alternatively can be located directly after the “inside address”,
before the “greeting”
 THE BODY- The body is where you explain why you are writing. Its main part
of the business letter. Make sure the receiver knows who you are and why
 you are writing but try to avoid starting with “I”. Use another paragraph
when you wish to introduce a new idea or element into your letter. Depending
on the letter style you choose, paragraph may be indented. Regardless of
the format, skip a line between paragraphs.
 THE COMPLIMENTARY CLOSE- This short, polite closing ends always with a
comma. It is either at the left margin or its left edge is in the center,
depending on the business letter Style that you use. It begins at the same
column the heading does. The traditional rule o etiquette in Britain is that a
formal letter starting Dear Sir or Madam, must end “ Yours Faithfull”, while
a letter starting “Dear” must end “Yours sincerely”.
 SIGNATURE AND WRITERS IDENTIFICATION- The signature is the last
part of the letter. You should sign your first and last names. The signature
line may include a second line for a title, if appropriate. The Signature
should start directly above the first letter of the signature in the space
between the close and the signature line. Use blue or black ink.
 INITIALS, ENCLOSURES, COPIES- Initials are to be included if someone
other than the writer types the letter, put “Enclosures”, Enc or Encs,’ As
appropriate, two lines below the last entry. Cc means a copy or copies are
sent to someone else
 THE FORMAT ( LAYOUT)- is the visual organization of a business letter.
You can allow many different formats when you create business letters. Be
aware that there are often differences depending upon location. The main
business letter formats are:

A. Full Bock Style- all the elements are aligned to the left margin and there are no
indented lines.

This is a standards block style- styles format that is accepted by the most
business\

B. Modified Block Style- The return address, date, closing and signature starts
just to the right of the center of the page or may be flush with the right margin.
The entire body paragraph begins at the left margin.

C. Indented or Semi- Blocked style- similar to the modified block business letter
except that the first line of each paragraph is indented.
 THE SUBJECT- TO- LETTER

Presently, a subject-to-letter is most applicable in police report writing.

Commendations, certificates of appreciations or any other meritorious recognition,
basic transmittal, recommendations for promotion and similarly related request
also adopt the subject-to letter format.

This is prepared intra-organizational, within the organization—meaning, within the

PNP, within the BJMP, within the BFP, or within the Philippine Public Safety College
(PPSC). A purely civilian letter is used when sent outside a bureau.

POSITION AND PLACEMENT

This letter is typed on bond paper measuring 8 by 101/2 inches. Only one side of
the sheet is used. Ordinarily, two carbon copies (thin paper) are prepared. One
copy accompanies the original, the other copy is kept for file. An exception to the
rule occurs when a letter is sent from an office not authorized to keep records, in
which cased, both accompany the original, one for the recipient and the other for
the first office of record. Another exception occurs when copies are furnished to
individual organizations. When they arise, instructions are obtained from the chief
or supervisor.

RULES ON MARGIN SETTING

1. Top – first page (without printed letterhead), typed letterhead,3/4 inch or 5

roller spaces from the edge of the paper;

2. Top – second and succeeding pages, 11/4 inches or 7 roller spaces from the top
of the paper;

3. Left – 1 ¼ inches or 15 bar spaces;

4. Right – ¾ inch or 7 bar spaces; and

5. Bottom – 1 ¼ inches or 7 roller spaces;

PARTS OF THE SUBJECT-TO-LETTER

1. THE HEADING –all of the materials above the first line of the body comprise
the heading.

These are the office of the origin and address, file reference, identifying initials,
date, subject, channels through which the letter will pass, and addressee to whom
the the letter is being sent.

a. Letterhead – printed letterhead stationary is normally used for the first page.
If not available, a typed letterhead may be substituted. Each headquarters has its
own letterhead: In offices where more than one kind of letterhead is used, the
nature of the letter will determine which letterhead is proper.

b. File Reference – otherwise called the office Symbol a file reference is placed
at the left margin usually two spaces below the letterhead and is in line with the
date. This is also used as identifying information on the second and subsequent
pages.

c. Identifying Initials – Some offices place the surname or the initials of their
originator and the typist on the letter. The initials of the individual who dictated
the correspondence and those of the typist are placed in the upper extreme right
corner on the first page of all copies or on the file copies only. Depending on the
instruction issued by the chief supervisor. In large installations, the telephone
number of the originator may be added. Example: EGT JR/ilh/4472610.

d. Date – This may refer either to the date of signature or the suspense date. The
date of signature is placed at the right of the page on the second line below the
letterhead and ends at the margin. The letterhead is placed after the printed
word, “DATE” when su spense date letterhead is used. Both are expressed by day,
month and year, in that order. The day and year are numerals. The month may be
spelled out or abbreviated. If the month is abbreviated, the year may be
shortened to the last two digits, as in 1 Jul. 03. Usually, abbreviations occur in
informal correspondence, not in formal communication, like the subject-to letter,
or civilian letter.
e. Subject –The subject line should contain words not exceeding 10. It starts two
spaces below the file reference. The word “SUBJECT” is followed by the
punctuation colon. Title capitalization rules are used. This means that capital
letters for the first letter of the important words should be reflected and small
letters for the unimportant ones. When the subject extends to two lines. The
second is blocked under the first letter of the first word in the subject.

f. CHANNELS –Correspondence can be routed directly to concerned or “ THRU”

channels, through a lower chief or supervisor expected to exercise control, take
action or to be concerned. When correspondence is routed to an addressee through
an intermediate agency, office, another format is used. It is written in block style
and with open punctuation. In addition, the “THRU” and “TO” data begin on the
fourth line below the preceding item.

g. ADDRESS – The address preceded by “TO” or “FOR” will be written in block

style with open punctuation and normally placed on the fourth line below the
SUBJECT or the “THRU” addressee (if used), as an example shown in the
preceding item. Unless the the correspondence pertains to an individual personally,
the name of the individual will not be used in the address of the Subject-to letter.
When it is necessary, however, the correspondence address to an individual, his
grade, first name, middle initials (if any) and last name are indicated in that order.
His service number may be shown if it is known and considered necessary for
identification.

TO: PSI Ernesto V. Olidan, PNP Deputy Chief

Traffic Management Section

City Police Office

Baguio City

 “IN TURN” ADDRESSEES – When letters are routed to several addressees,

the entire address of each will be placed on a single line as much as possible.
The copy for each addressee will be identified by a check mark on the
duplicate copy by his address.
  “MULTIPLE” ADDRESSEES – When the same letter is intended several
addressees. The entire address of each will be placed on a single line if
possible. The copy for each addressee will be indicated by a check mark.
 “ATTENTION” ADRESS – To speed up routing, correspondence may be
addressed to theattention of an individual or the head of a subdivision of an
agency or office, either by reference to the name of the subdivision or by
the use of an office symbol. The name will be used only when there exists a
special reason for calling the letter to the attention of the individual known
to handle the type of correspondence concerned, and when it is known that
he will be at the place addressed.

2. THE BODY – The message itself. It is substance of the typed letter as distinct
from the formal beginning and ending. This part of the letter is single-spaced,
except when it is less than nine (9) lines and no reply is expected, in which case, it
may be double-spaced. Double spacing will always be used between paragraphs.

The first line of the body of the letter will begin on the fifth line below the inside
address.

a. Paragraphing –When a letter is consist of only one paragraph, the paragraph will
not be numbered, although its sub-paragraph will be lettered. If there are two or
more.

When there are two or more paragraphs, they will be numbered consecutively. The
first line of a paragraph will be indented five spaces, The second and succeeding
lines will begin at the left margin.

Sub-paragraphs must at least be two. First subdivision will be designated by the

letters i.e. a, b, c, d, and so on. The first line will be indented so that the
designating letter appear directly under the first letter of the first word in the
main paragraph. Second and succeeding lines of these sub-paragraphs will begin at
the left margin.

b. Abbreviations- a Subject- To letter allows abbreviations which are generally

accepted in the service. They usually written without spacing or periods, except
geographical locations which be written with or without periods. If the full name is
used, the abbreviated ranks is permissible (DIR ABERT C MARTINEZ); if family
name only, the rank is in full ( DIRECTOR MARTINEZ)
c. References- References to publications must be specific and fully identified.
References will not be made to a publication or document which is not available to
the addresses of the corresponding.

Example: Para 3, SO Nr, 104, HPA, dtd, Jun 03

d. Page Numbering- The first page should not be numbered. Subsequent pages,
including those in which endorsements are prepared, will be numbered
consecutively, beginning with the second page as 2. Page numbers will be centered 1
inch from the bottom of the page. The number will stand by itself; it will not be set
off by dashes, parentheses, or other punctuations.

e. Dividing a Paragraph- In dividing a sentence between pages, at least two words

will appear on each page. A word will not be divided between two pages. The
complimentary ending will not appear alone on a page without a part of a body or
txt. When the space below the text is not sufficient for the close, at least two
lines of the last paragraph or sub- paragraph which is entirely consists of only one
line may be placed on the last page together with the complimentary ending. On the
second and each succeeding pages, the file reference and subject will be typed,
beginning at the left margin ¼ inch from the top edge of the paper. The date will
be placed so that it ends at the right margin. The next will be continued on the
second line below the identification.

3. THE COMPLEMENTARY ENDING . As in business letter, there is also a closing

portion in the Subject-to letter. This refers to the materials found below the
paragraph of the body. It consists of the author line, signature, list of enclosures,
list of copies furnished the other agencies or offices.

a) Authority Line- an authority line will be shown when the correspondence is

signed for the chief or head of an agency or office by an individual
authorized to do so. This reflects the fact that the communication is an
expression of the will of the chief himself. The authority line will begin on
the second line below the last paragraph directly under the first letter of
the first word of the preceding main paragraph. It is typed in capital
letters, without abbreviations
A. If signing for a chief superintendent, director, deputy director general, o a
director general and addressed to a member or member under him: BY COMMAND
OF DIRECTOR BUENO;

B. If signing for a non-star rank: BY ORDER OF SSUPT FORTALEZA:

C. If not addressed to a member or member under him: FOR THE DIRECTOR:

NOTE: A staff officer may sign under the authority line only when authorized to
do so.

b) Signature – the signature contains the name of the officer ( usually first
name, middle initial, and last name), signed in ink(black or blue- blue, never
blue or any other colour); the name being typed, stamped or printed in
capital letters identical with the written name, other , the officer’s rank or
service and little or designation.
c) Enclosures- enclosures are supplementary documents which are sent with
communications to provide additional information.
d) Copies Furnished(other offices)- a notations concerning copies furnished
will be typed immediately under, and separated by at least one line from
the listing of enclosure, if any. When there are no enclosure, notations of
copies furnished will be typed signature, the copy of each addressee will be
indicated by a check marked

e) Additional Copies- ordinarily, a letter or endorsement will be made with two

carbon copies. Each stamped endorsement which is similarly addressed will
be made with one copy. Copies will not be signed, but signature placed on an
original is typed, stamped, or reproduced on each copy.

If sent by an office of record, one copy will be forwarded with communication to

the recipient who is principal action on the communication and the other will be
rendered for record.

If the communication is sent by an office not of record by an individual, one copy

will be forwarded with the communication to the first office of record receiving
the communication. A third copy may be retained by the writer and may be
destroyed later when such copy is deemed no longer necessary

The first office of record which receives a communication from an office not of
record or from an individual will withdraw one copy thereof for its record. No
other intermediate recipient of a communication will withdraw a copy.

f) Records for Intermediate Recipients- intermediate recipients of a

communications will make a record of such communications only when office
of records is in accessible and when the retention of a brief current record
of the communications 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 records purposes of secret
materials can be such that content matter or the letter is safeguarded

g) Special Mail Handling- Correspondence sometimes requires special mail

handling, when this is necessary, words such as air mail, special delivery, etc.,
are stamped, or typed in the center at the top or bottom of the first page.

h) Assembling- the outgoing letter and relevant papers will be arranged from
top to bottom and fastened with paper clips, as follows:

A. Outgoing letter on top

B. Copy of outgoing letter, if any;

C. Enclosures and copies, if any, in numerical sequences; and

D. Information copies of outgoing letters, if any, with enclosures when applicable

ISSUANCES

An issuance is generally termed as an authoritative source of written

communications sent from a higher echelon to subordinates. Administratively,
issuances can be categorized as order, instruction, or directives which set forth
objectives, programs, and policies. These issuances prescribe the procedures,
methods and systems affecting the organization. Sometimes, however the issuance
is merely informational, relevant to routinary programs and operations.
OTHER ADMINISTRATIVE ORDERS/ISSUANCES

1. CIRCULARS. Circulars are administrative instructions which are directory,

advisory or informative in nature, more or less permanent in duration. They deal
with subjects such as delegation of authority to be known by field personnel,
implementing instructions or regulations.

2. GENERAL CIRCULARS. This type of administrative issuance shall contain

administrative instructions which are directory, advisory or informative in nature,
more or less general in application, permanent in duration and requiring compliance
by or observance from or information of the personnel of the PNP.

3. MEMORANDUM CIRCULARS. More or less temporary in character,

Memorandum Circulars (MC) deals with subjects such as explanations or
classifications of certain rules or regulations which are to be complied with or
executed by the PNP personnel.

4. OFFICE CIRCULARS. Office Circulars cover administrative instructions

which are directory, advisory or informative in nature, more or less permanent in
duration.

5. OFFICE ORDERS. Issuances for the regulation of administrative matters in

the PNP National Headquarters, Regional, Provincial, and Stations. Purely internal,
Office Orders contain administrative instructions which are regulatory in
character and requiring definite compliance by personnel.

6. PNP REGULATIONS

THE MEMORANDUM

• inter-office communications dealing with official matters

• “a note to help the memory.”

• fewest possible words, just the bare essentials.

• may be of general application, requiring compliance by, or information of, a
majority or all of the officers and personnel.

• may also be of limited application, such as those directed to, or requiring

performance of an action by, an individual or group of individuals within a particular
unit, section, directorate, service, region, province or station.

• Directors or chiefs may issue administrative instructions in the form of

MEMORANDUM. Subordinate officials may use this form, only on matters advisory
or informative in nature.

TONE OF A MEMORANDUM

“MEMORANDUM FOR:” is written above the addressee if sent to a superior office

“MEMORANDUM TO:” is equally noted on the upper left corner of the page if sent
to subordinates.

GUIDE IN PREPARING A MEMORANDUM

 SUBJECT. As in other forms, the subject line in a memorandum refers to

the topic or point of the document being requested to be acted upon.
 ACTION(S) REQUESTED. This portion describes the type of action needed,
including approval or disapproval of recommendations.
 BACKGROUND. In this case, background refers to a brief description of
antecedent factors relevant to issue or a chronological narration of events
which lead to the present situation/development.
 ATTACHMENTS. Letters, directives or legal issuances for the
operationalization of a particular bureau may be attached or enclosed.

ENDORSEMENT

1. An endorsement is a reply or a forwarding statement usually added to a

letter. Among men in uniform, a basic communication may not just be a letter; it
can be a message; it can be a memorandum from higher office. It is a
communication within a communication. It becomes an integral part of the
correspondence and is not withdrawn from the basic communication to which it is
appended.

2. The use of the third person in endorsement is prescribed to achieve

objectivity.

3. In endorsement writing, each paragraph may be started single-spaced. It will

be numbered consecutively, starting with 1st, 2nd. Starting with the word
“Respectfully”, the text which is usually composed of one paragraph, should really
be brief, accurate, and clear.

4. In the different line of government agencies, there is a Standard Operating

Procedure (SOP) in paragraphing an endorsement letter. The PNP caters to this
procedure. A communication being sent by endorsement to a superior is always
“RESPECTFULLY FORWARDED” or “RESPECTFULLY SUBMITTED”.

5. An endorsement should be give useful and necessary information, comment

or recommendation on the matter in hand. The writer should avoid mere
“FORWARDING” or “RETURNING” endorsement.

6. In some cases, an endorsement is being patterned to a civilian letter with

the following parts:

a. Heading

b. Dateline

c. Inside Address

d. Salutation

e. Body

f. Complimentary Close

g. Signature

ROUTING SLIP
The Routing Slip is primarily aimed in transmitting papers from office to office
within the Headquarters, or from branch to branch, within an office. It is never
used to forward papers to an agency outside of a Headquarters. It is used to speed
up transmittal of correspondence direct to action section without using a Brief, a
DF or an Endorsement.

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.

SOME INTRUCTIONS IN MAKING ROUTING SLIP

1. A Routing Slip shall be attached to every document which needs to be acted

upon.

2. RS shall indicate Control Number, Originating Unit/Office, Type of

Document, Date of Document, and Subject Matter or particulars.

3. Additional information shall indicate the DATE and TIME the document is
acted upon.

4. The person to whom the document is released shall fill up the DATE
RELEASED and the RECEIVED BY entries.