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CDI Technical Writing 1 AND 2

Technical Report Writing 2 (Cavite State University)

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TECHNICAL WRITING 1 AND 2

TECHNICAL WRITING 1 • MASS NOUNS - are amounts of

something, which we cannot count
INVESTIGATIVE REPORT WRITING
AND PRESENTATIONS

FUNCTIONS OF NOUN IN A SENTENCE

CHAPTER 1
(1) Noun as subject of verb
BASIC ENGLISH REVIEW
• The subject can be a person, place,
thing or idea. It performs an act or
shows a state of being as expressed by
PARTS OF SPEECH the verb. The subject is easily
1. NOUN recognized as it usually comes at the
- A noun is a word that names beginning of a sentence and is followed
something, such as a person, by a verb.
place, thing, or idea. In a • Example: Pat. Lina was promoted to
sentence, nouns can play the Corporal.
role of subject, direct object,
(2) Noun as direct object
indirect object, subject
complement, object • The direct object is a noun in a
complement, appositive, or sentence. The object is acted upon by
adjective. the subject, and It typically comes after
the verb.
• COMMON NOUNS - refer to people, • Example: PCpl. Escabel submitted
places, things, or ideas in general documentary requirements for his
terms. promotion.
(3) Noun as indirect object
• CONCRETE NOUNS - can be
perceived by at least one of our five • The indirect object is a noun in a
senses. They are nouns that refer to sentence. An indirect object represents
things that exist physically and can be a person or thing that receives the effect
touched, seen, smelled, felt, or tasted. of the action of the verb. Indirect
objects can only be placed directly after
• ABSTRACT NOUNS - refer to the verb and before the direct object.
concepts or feelings that cannot be • Example: The teacher gave the students
experienced concretely or touched cake.
physically.

• COLLECTIVE NOUNS - are nouns (4) Noun as object of a preposition

that refer to a group of something in
particular. Often, collective nouns are • The object of a preposition is the noun
used to refer to groups of animals. or pronoun governed by a preposition.
Consider the following sentences. The object of a preposition is usually
(but not always) the noun or pronoun to
• COMPOUND NOUNS - contains two the right of the preposition.
or more words that join together to • Example. PCpl. Escabel is behind the
make a single noun. Chief.
(5) Noun as a predicate complement
• COUNT NOUNS - are nouns that can
be counted • The predicate complement is a noun (or
an adjective) that is joined to the
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TECHNICAL WRITING 1 AND 2

subject of the sentence by a linking Nouns which are plural in form but take a
verb. singular verb
• Example:
• Certain nouns have a plural form
o PCpl. Escabel is the youngest
(ending in -s) but a singular meaning:
member of the Intelligence
news; shingles, mumps, rickets;
unit.
dominoes, billiards, darts etc.
o Gen. Bato is the former PNP
chief. • Nouns ending in -ics can either take a
singular (if they are considered as the
(6) Noun acts as an adjective or modifier of name of a science) or a plural verb (if
another noun. they express a specific application of
the science):
o Words that are usually used as nouns
o Acoustics is the study of
are also used as adjectives, as a separate
sounds. Poor
word preceding the noun or combined
classroom acoustics create a
with the noun to form a single word.
negative learning environment
o Example: road accident, money box,
for many students
hate crime

FORMS OF NOUNS Measurements and amounts that are

considered as a single unit:
There are two forms of nouns: singular and
plural. A singular noun is used to refer to just Examples:
one person, animal, thing or place. For two or
more people, animals, places, or things, a plural o One hundred years is a century.
noun is used. To make a regular noun plural, we o Twenty dollars is not enough to buy a good
add an –s or – es to the end (camel/camels, shirt.
map/maps; echo/echoes) of the noun. A plural
irregular noun has a different ending o Seven days in prison is all he got for
(hoof/hooves) or spelt differently from the shoplifting.
singular noun (tooth/teeth).

VERB
There are nouns that are always plural.
- Verbs are words that describe an action
Certain nouns only Some of these nouns or talk about something that happens.
have plural forms: are often used with They take many different forms
the expression a pair depending on their subjects, the time
These scissors are for of, as they refer to they refer to and other ideas we want to
cutting paper. things made up of two
Your clothes are dirty.
express. Verbs are words that describe
parts: an action or talk about something that
Have you seen a pair of trousers
my glasses? I want to happens.
a pair of jeans
read the newspaper. -
The table a pair of shoes
of contents should not a pair of slippers KINDS OF VERB
contain any pictures. a pair of glasses
I live on the outskirts of a pair of gloves • REGULAR VERB – A verb in which
the city. a pair of earrings the past tense is formed by adding the
usual -ed ending.
Note:
The • Promote- promoted
nouns people (meaning
more than one person) • Kill-killed
and police are always • Arrest-arrested
plural:
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IRREGULAR VERB • kept in past participle (I have kept my

hold yearbooks.)
- 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.

TYPES OF IRREGULAR VERBS

1. Irregular Verbs With Different
Forms in Every Tense
3. Irregular Verbs That Only Change in Past
• To English learners, the trickiest
Tense
irregular verbs are the ones that have
different present tense, past tense and • Several irregular verbs have the same
past participle forms, which include the present tense form and past participle
word "have" and the verb. For example, form, but not the same past tense form.
the verb to be is the most irregular verb For example, the verb to run becomes:
in the English language. It becomes:
• run in present tense
• is/are in present tense (We are (They run together every day.)
on vacation.)
• ran in past tense
• was/were in past tense (We (They ran together last
were on vacation.) Saturday.)
• been in past participle (We • run in past participle (They
have been on vacation.) have run together for years.)

2. Irregular Verbs With the Same Past Tense 4. Irregular Verbs That Never Change
and Past Participle • Finally, there are some irregular verbs
• Some irregular verbs only change once. that never change form. Most of these
Their past tense and past participle verbs end in -t, so they're easier to
forms are the same, making it a little identify when you're confused. For
easier to decide how to conjugate them. example, the verb to cut remains:
For example, the • cut in present tense
verb to keep becomes: (I cut the carrots while
• keep in present tense (I keep my old she stirs.)
yearbooks.) • cut in past tense
• kept in past tense (I kept my old (I cut the carrots
yearbooks.) yesterday.)

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• cut in past participle (I 3. Perfect Progressive Tenses - Generally,

have cut the carrots perfect progressive tenses express duration,
before.) 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.
5. Irregular Verb Exceptions
• Future perfect progressive: I will have
• While the majority of irregular verbs been driving for five hours by the time
fall into these categories, a few don't I arrive.
quite fit. These verbs are:
• beat (becomes beat in past tense
and beaten in past participle) SUBJECT-VERB AGREEMENT
• read (still spelled the same, but
pronounced "red" in past tense and past • The subject of a sentence should
participle) always match the verb describing its
action. This helps your reader
With the exception of these two, irregular verbs understand who or what is doing
follow the above types. That's good news for something and makes your writing
English learners — once you know which verbs easier to read.
go where, you can easily memorize their • First, identify the subject (the person or
conjugations. thing doing the action) and the verb
(the action word) in a sentence. If the
subject is singular, the verb describing
TENSES its action should be singular. If the
subject is plural, the verb should be
1. Simple Tenses - simple tenses usually refer
plural.
to a single action. In general, simple tenses
express facts and situations that existed in the
1. COMPOUND SUBJECTS
past, exist in the present, or will exist in the
A. Subjects linked with “and”
future.
• When subjects are linked with
• Simple present: I drive home and, use a plural verb.
every day.
B. Subjects linked with “or”
• Simple past: I drove home • When singular subjects are
yesterday. linked with or, either…or, nor,
• Simple future: I will drive neither…nor, use a singular
home later. verb.
• If all the subjects are plural,
2. Progressive (Continuous) Tenses - We use use a plural verb.
progressive tenses to talk about unfinished • If the compound subject
events. Progressive tenses are : contains both singular and
• Past progressive: I was driving when plural nouns, the verb takes the
you called. form of the closest subject
• Present progressive: I am driving now. Exception: When the two nouns don‟t refer to
• Future progressive: I will be driving separate things but to a single entity, use a
when you call. singular verb.

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2. SUBJECTS SEPERATED FROM Subjects that come after the verb

VERBS
• 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.
o There are many gaps in the literature.
o Here is the answer.
Note: Identifying the true subject can be
As well as” and other tricky phrases
difficult when using these phrases in a long
sentence, which can be confusing for your
readers, so be careful when starting a sentence
in this way.

Numbers and amounts

• When using numbers, percentages or
proportions, the correct form of verb
agreement depends on exactly what
The phrase as well as is not the same as you‟re referring to. It‟s helpful to look
the conjunction and. Subjects linked by beyond the numbers and find the true
and always take a plural verb. In subject.
contrast, phrases like as well as, in
addition to, or along with are not linked • If you‟re referring to a specific
to the verb. If the subject is singular, the number or amount of
verb should stay singular. something, match the verb
with the noun rather than the
number.
3. INDEFINITE PRONOUNS • ▪ Only 25% of the
• These refer to non-specific measurements are reliable.
persons, places, and things (e.g.
someone, other, anyone, anything, • ▪ Three meters of wire
somewhere, every, none). surrounds the core.
• Most indefinite pronouns are • ▪ Over 300 civilians reside in
treated as singular subjects. the area.
However, some are always treated
as plural, as they refer to multiple
items or amounts. COLLECTIVE NOUNS
• Certain indefinite pronouns may be
treated as either singular or plural, • A collective noun refers to a group of
depending on whether they refer to people or things as a singular whole
multiple items or to a proportion of (e.g. population, team, committee,
a single item. staff).

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Proportions • In addition to oil, HNS are a common

form of cargo.
• Terms that describe a proportion of
something are usually followed by “of”
(such as most of). First look at the noun
COLLECTIVE NOUN
you are describing to determine if it‟s
singular or plural, then match it to the • Collective nouns are words that imply
verb. more than one person but that are
• A lot of the pie has considered singular and take a singular
disappeared. verb, such as group, team, committee,
class, and family.
• A lot of the pies have • Collective nouns, like team, family,
disappeared. class, group, and host, take a singular
verb when the entity acts together and
• Fifty percent of the pie has
a plural verb when the individuals
disappeared.
composing the entity act individually.
• Fifty percent of the pies have The following examples demonstrate
disappeared. this principle:
• The team is painting a mural. (The team
• A third of the city is
collectively paints the mural, so the
unemployed.
verb is singular.)
• A third of the people are • The team are in disagreement about
unemployed. how to paint the mural. (The people on
the team disagree with one another, so
the verb is plural.)
Uncountable nouns • The family takes a trip to California
once a year. (The family collectively
• These nouns describe abstract concepts takes a trip, so the verb is singular.)
or masses that can‟t be counted (e.g. • The family have differing ideas about
research, power, water and vegetation). the annual trip. (The individuals in the
They take a singular verb. family have differing ideas, so the verb
• This equipment is unusable. is plural.)

• The research goes smoothly.

• Water flows through the streets Expressions
• Expressions such as with, together
with, including, accompanied by, in
Abbreviations and acronyms addition to, or as well do not change the
number of the subject. If the subject is
• Abbreviations and acronyms usually
singular, the verb is too.
take a singular verb. If you‟re unsure,
check if the • The President, accompanied by his
wife, is traveling to India.
• full version of the acronym or
abbreviation is a singular, plural or • All of the books, including mine, are in
collective noun, and refer to the rules that box.
above. It‟s most important to use one
form of agreement consistently.

• The country‟s GDP correlates with its REPORT WRITING

birth rate. One of the most basic considerations of report
• The RPM falls rapidly. writing is the language used. A simple word
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TECHNICAL WRITING 1 AND 2

which is easily understood is by far the best. If IMPORTANT USES OF REPORT

something can be stated properly with fewer WRITING
words, it should be done so. Direct-to-the-point
1. Reports serve as records for police
words are essential to good police report
administration in planning, directing
writing. Use of specific words also contributes
and organizing the unit’s duties.
to factual police reports.
2. Reports can be used as legal documents
Simple words obviate the constant need for
in the prosecution of criminals.
proper punctuation and accurate spelling. A
police officer can be an outstanding 3. Reports are utilized by other agencies.
investigator, however if his spelling and
punctuation are at low level of proficiency, his 4. Reports can be useful to tri-media for
ability and performance naturally suffer. One of public information purposes.
the most elementary rules of English 5. Reports can be utilized for research
construction is violated continually by many purposes.
police officers. Every complete sentence must
have at least one subject and a simple predicate, 6. Reports improve the personality of the
although there are occasions where it is writer.
necessary to create sentences of complex
construction. It is almost always necessary to
use a paragraph. in any narrative report. A CRITERIA IN REPORT WRITING
paragraph is simply a warning to the reader that
a change in thought is about to occur, or that a 1. Clarity
new subject is about to explored. Most 2. Accuracy
paragraphs contain between fifty and one
hundred words, although there are occasions 3. Brevity
where these may be shorter or longer. Failure to
4. Specificity
create paragraphs properly can results in a
tremendous waste of time and manpower. 5. Completeness
Simply stated, the police officer should write
his report for the reader‟s benefit. The report 6. Timeliness
should be complete, easily understandable, 7. Security
brief and accurate. The police officer must write
to inform, not to impress. 8. Impartiality

PREPARATIONS NEEDED IN REPORT One of the most basic considerations of report

WRITING writing is the language used. Direct-to-the-
• To write a police report, many police point words are essential to good police report
writers may be required to first review writing. Use of specific word also contributes to
and organize their notes. An outline can factual police reports. Every complete sentence
be drawn quickly from the facts of any must have at least one subject and one
case, particularly, if these follow a predicate. Diction refers to the manner and style
chronological sequence. After the of expression in words.
outline is identified, It is almost always necessary to use a paragraph
• the police report writers should review in any narrative report. A paragraph is simply a
it for completeness prior to the actual warning to the reader that a change in thought
writing of the report. is about to occur, or that a new subject explored.
The report should be complete, easily
• The outline should answer the 5w and understood, brief and accurate.
1h.

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1. CLARITY clearance. It is a top secret

documents.
 The police report must be clear
and it should be written 8. IMPARTIALITY
directly and easy to
 The police report must know
understand.
what the receiving office needs
2. ACCURACY to know important data must
not be omitted or added to
 The police report must conceal responsibilities, to
conform with the established impute liabilities or to favor
rules of syntax, format, parties.
spelling and grammar. The
data presented must be precise
and the information given must
PREPARING REPORT WRITING
be factual.
The police writer will make an outline from the
3. BREVITY
facts of the case and follow chronological
 The police report must be sequence. After an outline has been identified
short, with simple sentences, they will make sure that their notes will be
common words and easy to organized and reviewed first for completeness
understand. prior to the actual writing of the report.

4. SPECIFICITY ➢ The outline should answer 5Ws and 1H. The

facts presented in Report Writing should prove
 The police report must be the importance of police report. The real answer
specific by using concrete lies in the quality of the result of
examples. A good descriptive accomplishment and basic principles.
narration gives life to the
written words through ➢ The police reports are from simple, brief
particular terms that project memorandum to a complex. Formal
hues, movements, quantities investigation requires the application of basic
and shapes. standards such as clear, pertinent, brief,
complete, current, accurate, fair, properly
5. COMPLETENESS
classified, informative, and objective. It should
 The police report must be be submitted in proper format and should be on
complete by using the 5W’s time.
and 1H.
6. TIMELINESS
EFFECTIVE REPORT WRITING
 The police report must be
• Effective report writing is more than
submitted on time. As much as
correct writing. You may use correct
possible immediately after the
spelling, punctuation, and grammar,
incident has happened.
and still produce an unsatisfactory
7. SECURITY piece of police report. To be effective,
police report writing must be
 The police report must be interesting. How to write
considered classified, hence, effectivelydeals with the creative
transmission, handling, and aspect of writing. It provides
access to these reports should information on how to use words and
be limited only to police organize your ideas and thoughts so
personnel who are granted by
higher authority security
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that you can capture the attention of the REWARDS OF REPORT WRITING
reader.
The ability to write police reports will not only
satisfy the need of the police organization, other
law enforcement agency, and individuals, but
IMPROVING REPORT WRITING
will also enable you to prove that you know
❑ Writing better sentences. something and can express it. If no other
rewards were possible, the priceless feeling of
❑ Choosing your words satisfaction resulting from a job well done
❑ Sentence Patterns would be worth the price you pay in the process
of learning. One of the better ways to achieve
❑ Constructing Better Paragraphs this satisfaction is to eliminate the mechanical
defects in your police report.
• Unity
• Adequate Development
POLICE REPORT
• Reasons
1. Report is basically a story of actions
• Example
performed by man.
• Similarities and Differences
2. A police report is a chronological or
• Statistics and Facts step-by-step account of an accident that
transpired in a given time, at a given
• Incidents place.
• Coherence 3. It is also defined as an account of an
• Chronological Order investigation, of an official statement
of facts.
• Space Order
4. Police reports result from the fact that
• Other Methods someone has asked for them and needs
them for immediate of future use. In
any event, police reporting has become
Connect sentences, you will probably use both one of the most significant processes in
direct and indirect links. modern police operations.

Direct links are such words as “next,”

“meanwhile,” “for example,” “in addition,”
Paragraphing process: 1. 1st -- what sort of
“however.” These words help to show the
crime is being described 2. 2nd -- the
relationship between the thought in your
recounting of various steps or actions done 3.
sentences.
3rd -- end paragraph which concludes the report
Indirect links are less obvious, but often more ( Conclusions includes the status of the case, the
effective. They add variety to your writing by disposition of the individuals involved
avoiding repetitions of direct links.Indirect (hospitalized? Jailed? taken home?, and the
links include: disposition of the evidence obtained.)

1) Use of pronouns to refer to a noun in a

preceding sentence;
PURPOSES OF POLICE REPORTS
2) Repetition of key words or phrases, and in
1. Written report to serve as the raw
previous sentences.
materials from which records system
are made.

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TECHNICAL WRITING 1 AND 2

2. Written report to reveal as part of the CLASSIFICATION OF POLICE REPORT

component of the record system, the
1. Performance report which contains
direct relationship between the
information as to the status of an
efficiency of the department and the
activity, activities or operations.
quality of its reports and reporting
procedures. 2. Fact-finding report which involves the
gathering and presentation of data in
3. Written report to guide police
logical order, without an attempt to
administrators for policy formulation
draw conclusions.
and decision making.
3. Technical report which presents data
4. Written report to serve as a
on a specialized subject.
gauge/yardstick for efficiency
evaluation of police officers. 4. Problem-determining report which
attempts to find the causes underlying a
5. Written report to guide prosecutors and
problem or to find whether or not a
courts in the trial of criminal cases
problem really exists.
investigated by the police.
5. Problem solution report which analyses
the taught process that lies behind the
TYPES OF POLICE REPORT solution of a particular problem.
1. INFORMAL REPORT
NARRATIVE TECHNIQUES OF POLICE
2. FORMAL REPORT
REPORT AND TONE OF POLICE
REPORTS

INFORMAL REPORT • Among the techniques of composition,

narration is effective in writing police
• Usually is a letter or memorandum or reports. Police reports are most
any one of many prescribed or used in effective when they have an objective
day-by- day police operations. It tone. The use of “I,” or “We,” “Me,” or
customarily carries three items besides “My,” make writing subjective
the text proper; date submitted, subject, opinionated. Administrative decisions
and persons or person to whom cannot effectively be based on
submitted. It may, however, contain subjective opinion
many items of administrative
importance along with the subject
matter of the text. Actually, most police
THE 5W’S AND 1H OF POLICE
reports may be placed in this category.
REPORTS

• The police officer need not be a literary

FORMAL REPORT genius to write a good police report. If
the officer knows his 5W’s and 1H, i.e.,
• Suggests a full-dress treatment, WHO, WHAT, WHERE, WHEN,
including cover, title page, letter of WHY and HOW, his report will
transmittal, summary sheet, text, complete even though it might not be a
appendixes, and perhaps an index or literary masterpiece. The 5W‟s and 1H
bibliography. can be useful guide to report writers,
especially the beginners.
• Who? Is a question that will
contain the facts relating to any
person who directly or

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indirectly associated with the II. INTERNAL BUSINESS

incident. Here will shows up, REPORTS
the names that include within • Relate to the reporting necessary to
the scope of the news that is the management of the agency and
discussed. include financial reports, personnel
reports, purchase reports,
• What? Is a question that will
equipment reports, property
answer what happened and will
maintenance reports and general
encourage reporters to gather
correspondence.
facts related to the things done
by the offender and the victim
in an incident.
III. TECHNICAL REPORTS
• Why? Will answer the • Presents data on any specialized
background or the cause of the subject, but usually relate to
incident. Although rare, why completed staff work and add to
can be used to open a news or the specific knowledge necessary
the lead story. to proper functioning of police
management.
• Where regarding the scene.
Can be written detailed scene IV. SUMMARY REPORTS
or
• Furnish intelligence information
• just outline only. Typically, necessary to the solution of crime
when the news comes from a accident and police administrative
famous place, then the writing problems.
is not too detailed.
• When concerning the time of TYPES OF OPERATIONAL REPORT
the incident. Time stamp is not
1. Spot Reports
limited to date, but can be
written days, hours, even • A spot report is that one than after an
minutes when an incident takes important incident takes place in a
place. certain area at a given time. Verbal or
written, it must be done or acted upon
• How Will provide facts about
within twenty-four- hours. The idea is
the incident are given. Could
to inform an immediate chief,
tell the atmosphere even when
considering the fact that whatever
the flow of events reported an
happens in the area is his command
ongoing incident.
responsibility or those in higher
positions must be informed regarding
the details of a particular occurrence.
CATEGORIES OF POLICE REPORTS
2. Special Reports
I. OPERATIONAL REPORTS
• Include those relating to the • Special reports are done either because
reporting of police incidents, one feels he has some reporting to do,
investigation, arrests, identification or a lower police unit or office is
of persons, and a mass of obligated based on the directive or an
miscellaneous reports necessary to instruction from the higher police
the conduct of routine police offices.
operations. • Special Reports must have the
following paragraphs contents:

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a) Problem. What is the report all about? • This differs from after-patrol report in
Why it is being written in the first terms of movement. Those on beat
place? The problem portion is reflected inspection do their routine check on
on the foot; and those on patrol, check their
b) first paragraph and is sometimes assigned sectors by using patrol cars.
continued to the next.
c) Rationale. This refers to the 6. Situation Reports
specifications related to the problem. • The situation report is similar to the
More often than not, these details are patrol report. Both are submitted every
shown in the following paragraphs eight hours. However, while the patrol
after the problem is defined. report is done on a regular basis daily,
d) Action. the SITREP is done on a need only
basis.
3. Investigations Report 6. Formal Report
• This form is similar to the • Essentially, a formal report is a
memorandum form except that the presentation of facts or ideas.
text or body should include the All in all, a complete formal
following parts: AUTHORITY, report must consist of the
MATTERS INVESTIGATED, following parts: cover, title
FACTS OF THE CASE, page, letter of transmittal, table
DISCUSSION, CONCLUSIONS, of contents, introduction or
and RECCOMENDATIONS. If a preface, summary, body of the
part is not important because it is report, conclusions,
included in another part, it MAY be recommendations, and
excluded. Parts are capitalized, and supplemental materials like
followed by a colon. All the appendices, etc.6
paragraphs composing the text of
the report are numbered
consecutively in Arabic numerals.
CHAPTER V
b. Progress Report
RADIO MESSAGE AND ROUTING SLIP
• A progress report has a follow-up
effect. A progress report can simply be
an accomplishment report which may IMPORTANT TERMS
be analytical in nature and maybe 1. Message - A message is any idea
comparatively longer. This may be in expressed in plain language prepared in
memorandum form or in radiographic a form suitable for transmittal by any
message form, having these important means of communication.
highlights: 2. Originator.- The originator of a
message is the authority of the message
1) why the reports are being made; sent, or is the police office or unit in
2) purpose and the scope of the report; and whose name a message is sent or is the
3) sources of information police office or unit under the direct
control of the authority approving a
message for transmission.
5. Beat Inspection Report or After-Patrol 3. Drafter. - A drafter is the person who
Reports actually composes a message.
4. Releasing Officer - A releasing officer
• The beat inspection is one of the most
is the person who may authorize the
common forms of written
transmission of a message.
communications. It is submitted daily
5. Text - The text is the part of a message
by the duty beat supervisor.
which contains the idea that the
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originator desires to communicate. It marked UNCLASSIFIED or the

may also contain internal instructions abbreviation UNCLAS.
that are necessary to obtain special
handling.
Addressees
PNP Addressees
FILLING OUT OF MESSAGE FORM
• The title and location or unit
The following instructions are to be observed
designation of the signing authority
by the originating; drafting, and
shall be indicated as in:
releasing officers of radiographic messages.
FM: COP CCPS
ü For Electronic Communications Service or
Signal Use, Routing Indicator for Operator‟s • ZIP codes or post office numbers, or
other coded distributions lists shall not
Use.
be used because the originator's address
ü Precedence Action is part of an address.
ü Precedence Info • Messages to a police addressee shall be
addressed in the chief of an installation
ü Date-Time Group
or head of an agency. Authorized
ü Message Instructions abbreviations may be used. All
messages for personnel serving or on
ü From duty within an agency shall contain
ü To and Attn or Info internal instructions for delivery
purposes.
ü Security Classification
• The geographical location of an
installation or agency shall be included.
Messages addressed to an individual
A radiogram is a formal written message
located at business or home address
transmitted by radio. Also known as a radio
will include the street address, the full
telegram or radio telegraphic message,
name of the city or town and the
radiograms use a standardized message format,
abbreviation of the province
form and radiotelephone and/or radiotelegraph
transmission procedures.

Purely Civilian Addressees

✓ It is the responsibility of the originator ✓ The originator‟s designation shall
to ensure that proper security consist of the full title of the chief or
classification is indicated on the head in those messages addressed to
message before it is forwarded for another line agency in the government.
transmission, and a reply classification, Abbreviated titles shall not be used;
when contents of the text of the rather they must be spelled out as in:
message containing the reply, or
reference permit is indicated.
✓ Security Classification. Messages are From: Chief of Police Cabanatuan City
to be classified as TOP SECRET, falls Police Station Cabanatuan City
SECRET CONFIDENTIAL or ✓ When message is for another line
RESTRICTED whenever their content agency addressee, or is to be delivered
within the definition set forth in by a commercial carrier, handling
appropriate regulations. Those bearing
no security classification should be
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instructions must be included in the ✓ subject matter or particulars.

address portion of the message form.
3. For purposes of tracking, each office/ unit/
✓ Namesof cities or municipalities shall service shall have its own document control
be spelled out in full; while the names number.
of provinces may be abbreviated, i.e.,
Santa Rosa, N.E. 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
ROUTING SLIP
document is referred for further processing
• The routing slip is primarily aimed at under the column TO; and check mark of the
transmitting papers from office to action taken from among those listed in the
office within a police unit or station, or routing slip.
from branch to branch, within an office.
5. The person to whom the document is released
It is never used to forward papers to an
shall fill in the DATE RELEASED and the
agency outside of the police service It
RECEIVED BY entries.
is used to speed up transmittal of
correspondence direct to the action 6. Routing ships should be numbered in the
section without a brief, a disposition action requested instead of checking, to
form, or an endorsement. However, distinguish different actions requested in cases
when it is faster to stamp a comment on of dual or multiple addressees.
a basic communication and this
comment is intended to form part of the
record, the routing slip will not be used. CHAPTER 6
• It is also used for inter-office routing in
a police unit or station for the purpose PREPARATION AND SUBMISSION OF
indicated by the remarks printed on the REPORTS
form. It may contain informal
comments which are not intended to be
forwarded beyond the addressee on the PREPARATION AND SUBMISSION OF
slip. Because the routing slip is REPORTS ON SIGNIFICANT
ordinarily not filed, it will never be INCIDENTS AND EVENTS
used for approvals, disapprovals,
concurrences, or other important Standard Operating Procedure No. 99-1001,
actions or comments, no matter how issued by National Headquarters, Philippine
brief National Police, dated October 4, 1999,
prescribes standardized procedures in the
proper preparation and submission of
significant incident reports through the fastest
GUIDELINES AND PROCEDURES FOR
means of transmission. It details ways of
PREPARING ROUTING SLIPS
expediting the preparation of such reports to
1. A routing slip shall be attached to every make it more convenient to manage the
document which needs to be acted upon. organization‟s daily operations

2. The routing slip shall indicate the following:

✓ control number; Definition of Terms

✓ originating office; 1.Flash Report. A brief dispatch giving

preliminary information on an incident or event
✓ document type; and informing a higher office or another unit of
the occurrence of a significant incident within
✓ date of document; and the AOR of the reporting unit, or rendered by a
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unit that has no jurisdiction over the incident Ø syndicates or organized crime group;
but was the first one who came to know of the
Ø Terrorist incidents, such as hijackings,
incident.
hostage-takings, and other crisis management
2. National Headquarters, Philippine situations;
National Intermediate Office. Other than the
Ø Bombings or explosions; and 8
Police (NHQ, PNP), it may either be a national,
regional, provincial, or city/ municipal level Ø Mass actions.
office/ unit that has lower units over which
exercises administrative and operational
supervision. National Headquarters, Philippine Jailbreaks, escape of prisoners or detainees, or
National Police (NHQ, PNP), it may either be a prison riots.
national, regional, provincial, or city/ municipal
level office/ unit that has lower units over which v Heinous crimes involving prominent people,
exercises administrative and operational the arrest or neutralization of wanted
supervision. personalities, the rescue of kidnapping or
abduction victims, or the recovery of sizable
amounts of contraband materials.
Incidents Considered Significant v Robberies and holdups perpetrated by
Directorate for Operations (DO) Memorandum syndicated crime groups.
dated January 19, 1996, which was approved by v Election-related violations.
The Chief Directorial Staff (TCDS) on January
24, 1996, shall serve as a basis for determining v Disasters and calamities and relief and rescue
and classifying incidents whether these are operations.
significant of not. The following are considered
v Surrender of government enemies, notorious
significant events or incidents:
or wanted individuals, or recovery of sizable
numbers of lose firearms.

v Incidents involving prominent personalities, v Land, water or air mishaps.

such as:
Ø National and local government officials,
Criteria for Good Incident Reports
including barangay officials;
1. Any of the following report formats may be
Ø Foreign nationals, i.e., diplomats,
used in writing and submitting the incident
ambassadors, consuls, attaches, tourists, and
reports, i.e., memorandum report and
balikbayans;
semiblock letter report.
Ø Religious leaders, i.e., priests, imams or
2. These formats are merely guiding, and are
pastors; and,
not necessarily the only ones to use.
Ø Other personalities whose involvement in Modifications are encouraged for purposes of
incidents may result in controversies or attaining the criteria of a good police report.
publicity
3. In preparing narrative reports for significant
incidents, all police units and offices shall
comply with the following criteria for writing
v Incidents involving national security, such as; and filing reports to higher headquarters or
Ø Attacks on towns, barangays or other offices, clarity, accuracy, brevity, specificity,
populated areas; timeliness, completeness, security, and
impartiality.
Ø Attacks or raids on military or police
installations;

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4. As much as possible, the chief of office shall CHAPTER 7

sign the incident reports. The use of substitute
MEMORANDUM AND ENDORSEMENT
signatories is discouraged
LETTER

Formats for Flash Reports

MEMORANDUM
1. The report formats for specific significant
It is a note, a reminder, or a statement that one
incidents shall be used in transmitting
wishes to remember or preserve for future use.
information to higher offices and the national
It evolved from a Latin term memorandus
headquarters.
which means to be remembered or memorare to
2. The formats are merely guiding in preparing remind. Its various tense forms may be done by
flash reports. Any of the basic formats may be shortening memorandum to memo so that
used in reporting incidents. These may be conjugation can be done like memoing, memos
modified to suit the peculiarity of a significant and memoed. Memorandum is definitely
incident to be reported, provided that the singular while its plural form may be
essential elements of information are supplied memoranda or memorandums.
in using these modified formats.
3. In preparing the flash report, all available
1. MEMORANDUM FOR is used by a
data on the significant incident should be
subordinate official in communicating to a
included in the format. Entries may either be
superior on matters which are
typed or handwritten in capital letters to ensure
recommendatory/advisory or informative in
readability.
nature, briefings, or reports. The tone of the
4. In preparing flash report, completeness may memorandum from a subordinate office must
initially be waived. It is enough that the “who,” be formal.Officials of equal positions shall use
the “what,” the “when,” and the “where” data is MEMORANDUM FOR in inter-office
indicated. The “how” and the “why” of the communications but the tone may be personal.
incident may be provided in the subsequent
2. MEMORANDUM TO is used by a superior
reports. However, if all the information is
or higher office/position to asubordinate
available, it must be included in the flash report.
office/position. This is used to issue
5. The type of the significant event, the cite administrative instructions to a subordinate that
number of the report, the source of information, requires compliance by or information of the
and the time the information was received by majority or all of the subordinate offices or
the reporting unit must be clearly indicated. personnel in the same office/unit. It may also be
of limited application such as those directed to,
6. The flash report must be signed by the action
or requiring performance or action by an
PNCO and a responsible supervisor. It must be
individual or group within a particular
sent to the next higher office through the faster
directorate, command, service, office, station ,
means of communication. In instances where a
or unit. The tone of memorandum is
fax machine is not available, it may be dictated
impersonal.
through radio or telephone. The receiving unit
fills in the appropriate entries on a similar
format. The names of the action PNCO and the
GUIDELINES: MEMORANDUM
one who authorizes the dispatch of the report
Letter Directive No. 95-09-26 DHRDD,PNP-
shall be indicated in the reports.
NHQ dated October 27,1995,

• memorandum shall be used between

offices within the PNP, BJMP, and
BFP only.

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• Letters shall be used for • The memorandum is typed on legal or

communications intended for offices custom-sized bond paper
outside the PNP, BJMP, and BFP.
• three copies are prepared
• Memorandums shall be numbered
consecutively by calendar years. The • The heading including the addressee
appears on the upper third of the sheet,
first two digits shall represent the last
so that the paper is folded, the address
two digits of the calendar years when
can be seen through the envelope
the issuance was prepared, and the
windows
number after the hyphen shall represent
the serial number of the specific
issuance.
KINDS OF MEMORANDUMS
• In order to conform with the civilian
character of the PNP, BJMP, and BFP 1. Recommendation Memorandums
the “subject-to-letter format” which is How to think critically as you formulate,
the standard military type of evaluate, and refine your conclusions and
communication should not be used recommendations:
anymore in all correspondence and
instead be replaced with the o Conclusions should be logically derived from
“Memorandum” format which is the accurate interpretations. Recommendations
standard and acceptable type among should propose an appropriate response to the
civilian offices. problem or question.

• As per Letter Directive No. 95-09-26 o Express your conclusions and

DHRDD,PNP- NHQ dated October recommendations with assurance and authority.
27,1995, the use of Memoranda and Be direct and assertive. Let the reader know
Memorandum from the DHRDD where you stand.
Director dated February 11,1998, is
o If your analysis yields nothing definite, do not
limited to the preparation of decision
force a simplistic conclusion on your material.
papers, proposals, reports, requests and
Instead, explain your position. Remember, a
replies to queries
wrong recommendation is far worse than no
• For distinction however, memorandum recommendation at all.
shall be used between offices within the
PNP, BJMP, and BFP only. Letters
shall be used for communications 2. Justification Memorandums
intended for offices outside the PNP,
BJMP, and BFP. As the name implies, it justifies the writer’s
position on some issue. It is a unique class of
• Memorandums shall be numbered recommendation memo. They are often
consecutively by calendar years. The initiated by the writer rather than requested by
first two digits shall represent the last the readers. Justification reports therefore
two digits of the calendar years when typically begin rather than end with the request
the issuance was prepared, and the or recommendation. Such memo answer the
number after the hyphen shall represent key questions for readers: Why should we?
the serial number of the specific
issuance. The last two digits shall be Typically, it follows a version of this
immediately below the last letter of the arrangement: 1. State the problem and your
issuance category or type, as recommendations for solving it. 2.. Point out
MEMORANDUM No.92-9 the cost, savings, and benefits of your plan. 3..
If needed, explain how your suggestions can be
implemented. 4.. Conclude by encouraging the
reader to act.
POSITION AND PLACEMENT
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3. Progress report c) Identifying Initials. Some offices

place the surname or the initials of the
It serves as a paper trail on a project.
originator and typist of the letter.
• Summarize achievements to Example: MLVFRJR/ogs/600-3752
date
d) Addressee. The addressee preceded
• Describes work remaining, by “MEMORANDUM FOR” or
with timetable
“MEMORANDUM TO” is written in
• Describes the problems block style, with open punctuation, and
encountered is normally placed before the file
reference.
Example: MEMORANDUM FOR:
4. Survey Report Provincial Director, NEPPO Example:
• It examines the conditions that affect MEMORANDUM FOR: SP04 Juan
an organization. Santos Crus 031740 PN
e) In Turn Addressee. When letters are
routed to several addressees, the entire
5. Memorandum to Inform address of each office is placed on a
single line as much as possible.
6. Memorandum to Answer a Question
Example: MEMORANDUM TO:
7. Memorandum to Record a Significant Chief,
Event PPHRDB/PIIB/POPB/PCRB/PFLB
Example: MEMORANDUM TO:
8. Memorandum Serving as a Decision Provincial Directors, BPPO/NEPPO
Paper
f) Attention Line. For faster routing,
correspondence maybe addressed to
PARTS OF MEMORANDUM the individual or the head of a
subdivision or by the use of an office
I. Heading. All the materials above the symbol. The name is used only when
first line of the body comprise the there is a special reason for calling the
heading. These areoffice origin, attention of the individual known to
address, file reference, identifying handle the type of correspondence
initials, date, subject, channels through concerned, and when it is known that
which the letter will pass, and he will be at the address.
addressee to whom the letter is being
written.
i. Addressed to the attention of an individual.

PARTS OF THE HEADING MEMORANDUM TO: Chief of Police, SRPS

a) Letter head (Attn: SP04 Juan S. Cruz PNP)

b) File Reference. It is called the office ii. Addressed to the attention of the head of
symbol. A file reference is placed on office.
the first margin, usually two spaces MEMORANDUM TO: Chief of Police, SRPS
below the letter head. It varies
according to the individual item of (Attn: Chief, Opns & Plans Sec)
correspondence. Each part of the
iii. Addressed to the attention of the head of a
reference is also used as identifying
unit or command by the use of an office symbol.
information on the second and
subsequent pages. Example: CCPS-IN
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MEMORANDUM TO: Chief of Police, SPRPS 2. Signature

(Attn: OPS) 3. Enclosures are supplementary documents
which are sent with the communication to
g) Sender or Originator. The sender or
provide additional information.
originator preceded by the word “FROM” is
written in block style, with open punctuation, Example: Enclosures: - Crime Scene Sketch -
and normally placed below the addressee. Pictures of Crime Scene
Example: FROM: Chief of Police, SRPS
4. Copy Furnished Other Offices
h) Subject. The subject line should contain no
Example: Copy Furnished: RD, PROs D, NSUs
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 GUIDELINES IN MEMORANDUM
TRANSPIRED AT BRGY RIZAL THIS CITY FORMATTING

i) Date. The date is placed below the subject. 1) Subject Line. Announce the memo’s
purpose of contents, to orient readers to the
Example: DATE: June 1, 2020 subject and help them assess its importance. An
explicit title also makes filing by subject easier.
2) Introductory Paragraph. Unless you have
II. Body. The body of the letter is the message reason for being indirect, state your main point
itself. It is the substance of the typed letter as immediately.
distinguished from the beginning and ending.
3) Topic headings. Headings help you organize
III. Complimentary Ending. and they help readers locate information
quickly.
This refers to the material found below the last
paragraph of the body. It consists of the 4) Body. Interpret findings and draws
authority line if used, signature, list of conclusions, make general recommendations,
enclosures and copies being furnished. expand on each recommendation, and discuss
benefits of following the recommendations
5) Signature Block. The signature appears
1. Authority Line
above the printed name at the signature block
If signing for a chief or head of office and below, not after the line or sender line above. A
addressed to members under him. signature authenticates, corroborates, confirms,
attests or certifies the correctness, truthfulness
BY AUTHORITY OF POLICE or veracity of the content of the instrument by
SUPERINTENDENT GUIBONG: which the signature is affixed. A signature
EFRENILO FAJARDO RESTUA likewise carries responsibility or accountability
over the statement or information indicated
Police Inspector Deputy Chief of Police before it.
6) Paragraph Spacing. Indent the first line of
paragraphs. Single space within paragraphs and
If not addressed to a member under him.
double space between them.
FOR THE CHIEF OF POLICE:
7) Second Page Headings. When the memo
EFRENILO FAJARDO RESTUA exceeds one page, begin the second and
subsequent pages with recipient‟s name, date,
Police Inspector Deputy Chief of Police and page number.
Example:

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Sgt. Co, June12, 2007, page 2. ENDORSEMENT LETTER

Place this information three lines from the page An endorsement letter is a reply or a forwarding
top and begin your text three lines below. statement usually added to a letter; An
endorsement is meant to furnish information,
8) Copy Notation. When sending copies to
comment, or recommendation
people not listed on the “To” line, include a
copy notation two spaces below th communication being endorsed to a superior
office shall use “Respectfully forwarded”, or
“Respectfully submitted”, and never “…….
RECORDS OF INTERMEDIATE referred”, or “……. transmitted”.
RECIPIENT
If sent to an office of equal rank, it is
All intermediate recipients of a communication “Respectfully transmitted”; subordinate
should make a record of such communication units, “Respectfully referred”
only when an office of record is inaccessible
and when the retention of a brief current record
of the communication is necessary. Such record CHAPTER 8
shall show only the minimum requisites
LETTERS AND CORRESPONDENCE
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 FORMAL AND INFORMAL LETTER
safeguarded. 1. The formal letter is written for
SPECIAL HANDLING business or professional purposes with
a specific objective in mind. It uses
ASSEMBLING simple language, which can be easy to
read and interpret.
1. Outgoing letters are relevant papers should
be arranged from top to bottom and fastened 2. Informal letters are written to friends
with paper clips, as follows: and relative for personal
communication and use a casual or an
o Outgoing letter on top.
emotional tone.
o Copy of outgoing letter, if any.
o Enclosures and copies, in numerical
Letters are a form of verbal and written
sequence.
communication, which contains information or
2. The file copy and relevant papers should be message, send by one party to another, to
arranged from top to bottom as follows: convey the message. It is sent by one party to
another, to provide certain important
a. File copy of outgoing letter on top. If
information. There are two types of letters, i.e.
consisting of more than one-page, last page on
formal letters and informal letters.
top.
b. Correspondence, or synopsis to which reply
has been, made, if any. Formal Letters
c. Copies of enclosures, if any, in numerical A formal letter is any letter written in the
sequence. 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.

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All business letters are formal, but vice versa is

not possible. Such letters are used for a variety
of reasons like a formal invitation, proposal,
reference, making a complaint or inquiry,
applying for a job.
ü It should be in specified format.
ü It should avoid the use of unnecessary words.
ü It should be straight to the point.
ü It should be relevant and objective. Formal Letter Format
ü It should be complex and thorough.
ü It should be polite, even if it is a complaint
letter.
ü It should be free from any mistakes, i.e.
grammatical or spelling.
ü There are three types of formal letters, i.e.
business letters, letters for outlining civic
problems and job applications.
1. BLOCK FORMAT

Informal Letters Block format features all elements of the letter

aligned to the left margin of the page. It has a
An informal letter is a letter written to someone; neat and simple appearance.
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.
While writing an informal letter, one can afford
to be friendly, and make use personal or
emotional tone. Slang or colloquial terms,
codes, abbreviations, etc. can also be used at the
time of writing it, depending on the familiarity
with the recipient.

2. MODIFIED BLOCK
FORMAT
Modified block differs from block style in that
the date, sign off, and signature lines begin at
the center point of the page line.

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while its paragraphs are not numbered, unless

when tabulating.

Misconceptions can arise out of the word

“civilian.” The police organization is civilian in
character, and even if it is civilian-para military,
the police makes use of the civilian letter when
writing to those outside the police organization.
The police use a purely civilian letter when
communicating with the President of the
Philippines, Department Secretaries, Provincial
Governors, City or Municipal Mayors, owners
and managers of private companies, and the
3. SEMI BLOCK FORMAT
like.
Semi-block is similar to block but has a more
informal appearance. All elements are left-
PARTS OF ACIVILIAN LETTER
aligned, except for the beginning of each
paragraph which is indented 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

CHAPTER 9
CIVILIAN LETTER 2. File Reference- The use of identifying
file reference is optional on the
Letter refers to a message in writing, which may instructions issued by the chief or head
be in any language or in a code, contained in a of office. If ever used, it is placed at the
sealed or unsealed envelope or not in an left margin two spaces below the
envelope at all intended for delivery to a person letterhead, and in line with, and below,
or entity displayed legibly on one of its faces. the current date.
A civilian letter is used when communicating
with the president of the country, cabinet
members, local officials and business
personalities; or outside the organization.
Its paragraphing is not numbered, not unless in
tabulation and enumeration.

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
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3. Dateline 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.

8. Body -The body is the message itself.

4. Inside Address -The addressee’s name In it, one of the problems that may
should be written fully. It should confront a correspondent is
always be preceded by a courtesy title, paragraphing. This, however, does not
except in cases of M.D., Ph.D., and a pertain to the appearance of the
few others 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.

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.
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
6. Salutation - The salutation greets the assumes a greater responsibility than
reader and the greeting may be formal the individual; otherwise, the company
or informal, cordial or personal. signature is omitted, especially if
including it is not a standard policy of
the firm.

11. Reference Initials - Initials of the

writer and his typist or secretary appear
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at the left of the stationary, about two 4.The writer’s identification should be preceded
spaces below the writer’s by at least three blank lines to allow room for
identification. These initials are aligned the signature.
with the left margin of the letter.
5. At least one blank line usually separates the
12. Enclosure Notation- This notation
writer's identification from the reference initials
refers to anything sent with the basic
communication. 6. Generally, no blank line separates the
13. Postscript (P.S.) - If a writer has reference initials from enclosure and carbon
forgotten something in the message, he notations.
adds a P.S. it is intended to attract
attention. The postscript may be 7. A postscript, if used is preceded by one blank
flushed with the letter margins or may line.
be intended fives spaces from both
margins.
14. Copy Furnished- When one or two GENERAL RULES ON MARGINAL
copies are furnished, a carbon copy (cc) SPACES
notation is indicated on the original and
1. The left margin of a letter should be straight
all copies of the letter.
whether it is pen written 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
QUALIFICATION SUMMARY should increase, and the letter placed far enough
The qualification summary, sometimes called a from the top of the page to allow it to occupy
resume‟, a personal record, or even a data sheet, the middle of the page.
states in brief the qualifications of the applicant. 4. For an average-length letter, from 100-150
This usually contains the position applied for, words, it may be written on a page when
experience, educational attainment and double-spacing is used and the marginal stops
references. These four items when are set so as to make the lines fifty spaces in
systematically arranged should attract the length.
reader’s attention.
5. In a 200-300-word or more letter, the same
length line maybe used, but single-spaced.
GENERAL RULES ON SPACING Double- spacing between paragraphs should be
used if the desire is to accommodate the whole
1.On standard 8.5 by 11-inch stationary, the message on one page.
date is usually typed on line 15 with the inside
address typed five lines below. 6. If a message cannot be accommodated on one
page, a second page may be used, having the
2.One blank line is left before the salutation, same side margins as the first page.
each paragraph, the complimentary close, the
company signature, if used. 7. In a continuation page, the top margin should
be one inch, the first line to be typed on line 7,
3.If an attention line or a subject line is and approximately the same length, if not more
included, one blank line precedes and follows at the bottom margin.
these parts.

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CONTINUATION PAGE THE ENVELOPE

A very modern treatment of a continuation page 1. The mailing address is begun half way down
notation in civilian letters is best illustrated in and half way across.
“English for Business.” This book shows the
2. Two-line addresses must be avoided by
addressee’s name, with initiated first name, (but
typing the province and ZIP code number, if
definitely not the surname), page number, and
any, on a separate line from the city or
date, that appear on the first page – all types
municipality, or a street from a municipality or
toward the top margin. These items may be
city.
typed vertically or horizontally. Just like
memorandums, civilian letters use plain 3. A three-line addresses is double-spaced; if
stationery, not printed letterhead for the second more than three lines, single- spaced.
and succeeding pages. They also follow the
same rules regarding division of paragraphs. 4.The attention line is type on the lower left
corner of the enveloped.
5. A special mailing service, i.e., “Airmail,”
FOLDING CORRESPONDENCE “Special Delivery,” etc. is indicated below the
stamp.
• For an 8.5 by 11-inch stationery to be
folded in a short envelope, here are 6. A return address is typed on the upper left
some accepted procedures: corner, not on the back of the envelope, if there
is no printed return address.
• 1. Place the sheet flat on the desk, with
its face up and itsbottom toward the CHAPTER 11
writer.
POLICE BLOTTER
• 2. Fold the bottom toward top, bringing
the lower edge to within onehalf inch of A police blotter is a record of daily events
the top. occurring within the territories and jurisdictions
of a given police unit or command. It contains
• 3. Fold the bottom right to left a little material details concerning the event for legal,
more than one-thirdof the within of the and statistical purposes
sheet.
• 4. Finally, fold the remaining from left
to right FORM AND SIZE
• The police blotter shall be a record
book bound with hard cover and shall
ARRANGEMENT AND STYLE be 12 inches by 16 inches in size. The
front cover of the blotter shall contain
• The study committee on police
the name or designation of the police
correspondence and issuance, under the
force and particular police district or
Directorate for Plans and Programs,
station, together with the designation of
National headquarters, Philippine
the specific police unit or substation,
National Police, has chosen the
the volume or book number, the series
Blocked Letter and Semi Blocked
number and the period covered.
Letter styles. These two styles are very
similar in appearance, except in the • Circular Number 05 issued by the
paragraphing portion. Typist use the General Headquarters, Philippine
blocked letter if the text is composed of National Police, dated December 10,
more than nine lines, and the semi- 1992, is the rule “Prescribing a
blocked letter, if less than nine lines. Uniform Police Blotter for the
Philippine National Police.” This rule
shall be followed by the different police
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offices and units throughout the • All personal injuries, bodies found, and
country in making an entry of events suicides;
and incidents on the police blotter.
• Damage to property;
• All cases in which a police member i is
CONTENTS OF ENTRY involved;
• The entry in the police blotter should • All arrests and returns made:
answer the following:
1. Who
2. What MAINTENANCE OF POLICE BLOTTER
3. Why • Police Blotter Each PNP operating unit
4. Where shall maintain an official police blotter
5. When where all types of operational and
6. How undercover dispatches shall be
7. Disposition of the case recorded containing the five “Ws”
(who, what, where, when and why) and
In answering the 5W‟s and 1H and the case
disposition., all details about the event, one “H” (how) of an information. A
including the name/s of the suspect; name/s Police blotter is a logbook thatcontains
the daily registry of all crime incident
of the victim; eyewitnesses, if any, the
reports, official summaries of arrest,
nature of the action or offense; the possible
motive; the place; the date and time of and other signifi cant events reported in
occurrence; significant circumstances that a police station.
aggravate or mitigate the event or the crime • Police Blotter for Cases involving
should be entered along with the identity of Women and Children A separate Police
the officer to whom the case is assigned- Blotter, however, shall be maintained
officer-on-case; and the status of the case. for crime incident reports involving
violence against women and children
and those cases involving a child in
The following shall be entered in the police conflict with the law to protect their
blotter: privacy pursuant to Republic Act (RA)
9262 (Anti-Violence Against Women
• Violations of laws and ordinances
and Children Act of 2004) and RA
reported and recorded:
9344 (Juvenile Justice and Welfare Act
• All calls in which ¢ any member of the of 2006), respectively.
PNP is dispatched. or takes official
• Blotter Procedure Before entry into the
action; ~
blotter book, the Duty Officer (DO)
• All fire alarms, reports and information should first evaluate if the report is a
received by the stations; crime incident, arrest or event/activity,
which is for records purposes only. If
• Movements of prisoners with the report is a crime incident, the DO
corresponding notations _on the shall first accomplish the Incident
authority for such movements; Record Form (IRF) from which the
• Cases of missing and found persons, entry in the blotter book and IRS shall
animals and . Property; be extracted. All other reports shall be
recorded directly to the blotter book.
• Vehicular and other types of accidents (PNP SOP No. 2012-001 “Incident
which require police action; Recording System”

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What is CIRS PNP?

Crime Incident Recording System (CIRS) is
an electronic. database system that facilitates
crime documentation and. systematic data
storage and retrieval. The system presents a
quick, fast and reliable transmission of crime
information from lower police.

SUPPLY ACCOUNTABILITY
• GHQ, PNP shall supply police blotters
to each PNP command and unit who
shall reflect the same on their property
books as accountable items.

• The PNP Unit Commander shall be

responsible for the proper maintenance,
use, safekeeping and accounting of
police blotters.
• 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.

Procedures for Making Entries

1.All 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.
2.Only facts, not opinions, are entered in the
blotter.
Crime Incident Reporting System (CIRS)
3.No erasures shall be made on the entries.
• Each PNP operating unit shall also Corrections. are made by drawing a horizontal
maintain and utilize the PNP Crime line over such words or phrases and the actual
Incident Reporting System (CIRS), an entry initialed by the police officer _ making the
electronic reporting system that correction. .
facilitates crime documentation,
4.A ball pen or pen with blue, black or blue-
modernizes data storage and provides black ink is _ used for making the entries. |
quick and reliable transmission of
crime information from lower units and 5.Misrepresentations in the blotter or any
NOSUs of the PNP to the National attempt to suppress any information is
Headquarters at Camp Crame, Quezon punishable criminally and administratively.
City.
6.All entries must be legibly written in
longhand and Consecutively numbered.

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7.Every page of the blotter shall be • Standard fonts, such as Times New
consecutively or‟ Chronologically filled in. No Roman or Arial, as well as standard
line or space shall be left blank „tween any two colors and sizes are appropriate for
entries. business emails. If you use bold or
italics, never use them on more than
8.Any development of a case to be reflected in
one word or a string of words in a single
the blotter Should be a new entry at the time and
email.
day it was reported. A reference to the previous
entry number of the case, however, should be 2. Include a clear subject line
made. 9. During every shift, the Duty Sergeant,
under the supervision of the Duty Officer or • Title your email in a way that the
recipient immediately knows what the
Complaint Desk Officer, shall make the actual
message is about. For example, if
entries on the blotter and at the end of their tour
you’re emailing to follow up on a
of duty, both the Duty Sergeant and Duty
Complaint Desk Officer shall sign the blotter. presentation, you might write, “Quick
question about your presentation.”
3. Email from a professional email address
CHAPTER 12
• Use your company email address if
BEST PRACTICES FOR EMAIL/SMS possible. However, if you are self-
ETIQUETTE employed or using a personal email
address for work-related
Email etiquette refers to the code of conduct
correspondence, make sure that your
that guides behavior when writing or
email address doesn‟t contain any
responding to emails. These principles of
words that would be considered
behavior can be modified to suit the intended
unprofessional. If so, then consider
audience and purpose and are meant to project
setting up a work-only email address.
professionalism and respect.
4. Use professional greetings
• Choose a salutation that is appropriate
Why is email etiquette important?
for the relationship you have with the
• The way you communicate reflects the recipient. If you are sending an email to
type of employee you are, including a coworker, a casual greeting such as
your work ethic and attention to detail. “Hello” may be appropriate. If you‟re
Companies may benefit from contacting someone for the first time or
implementing best practices for email if they are a professional acquaintance,
etiquette for the following reasons: use a more formal greeting like “Dear
Sarah Atkins.” It‟s recommended to
• Professionalism: Using proper email use the person‟s name exactly as it‟s
etiquette conveys a professional image shown in their email signature line. In
of your employees and overall other words, don‟t assume that Jennifer
organization. goes by Jen unless you‟ve seen them
• Efficiency: Emails that adhere to sign their emails that way.
etiquette are direct and concise, and 5. Use an introduction
they convey their message quickly.
• Depending on who you are emailing,
it‟s best to introduce yourself by your
Email Etiquette Guidelines For The first and last name, as well as the
Workplace company you are representing, in the
1. Use standard formatting first few lines. This is especially
important when emailing new contacts,
clients, potential customers or
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employers. Let them know how you • Unless the recipient has used emojis
received their contact information. when communicating with you in the
past, resist the temptation to use them
• Example: “My name is Jessica Franklin yourself. They can come across as
and I‟m with White Label Agency.
unprofessional in certain company
Mark Gregston gave me your name and
cultures.
suggested I reach out to you regarding
your amazing printing services.” 11. Reply within 24 hours
6. Be cautious with “Reply All” • When someone emails you, replying
within 24 hours, is common courtesy.
• The benefit of using “Reply all” is that
If you have unintentionally passed this
you can respond to everyone at once to
timeframe, express your apologies and
let them know an issue has been
politely explain the delay.
addressed. However, when in doubt,
use “Reply” to avoid inundating a list 12. Keep your tone professional
of people with unnecessary emails.
• Think carefully about your word
7. Avoid using all caps choices in an email and how your
intention may be interpreted. Use
• Use sentence case as you would for any
positive words, such as “opportunities”
formal communication, and avoid
and “challenges” instead of “obstacles”
using all caps as it can read like you’re
and “limitations.” Avoid negativity,
screaming your intentions.
sarcasm and adjectives that can cause
• Example: “Anne, it was great seeing you to sound overly emotional. Be
you at the meeting. I look forward to careful when using humor too, as it can
connecting again soon.” be misinterpreted.

8. Double-check attachments 13. Perfect your email signature

• If you can copy and paste information • Less is generally more where email
into an email rather than attaching a signatures are concerned. Your
document, do that. If not, let the signature should typically include only
recipient know in the body of your your name, job title, company website
email that you have attached a and a phone number where you can be
document. It‟s also good etiquette to reached.
compress the documents or attach them
in a zip file so it takes up less space in
their inbox. In addition, you may want TECHNICAL WRITING 2
to consider uploading documents to a
LEGAL FORMS
shared location and giving the recipient
a link to access them. Legal Forms
9. Proofread • Legal form is a prototype of an
instrument to be employed in a legal
• Proper spelling and grammar are
transaction or a judicial proceeding that
important when sending business
includes the primary essential matters,
correspondence so always proofread
the appropriate technical phrases or
your work before you hit send.
terms, and any additional material
Likewise, double-check the spelling of
required to render it officially accurate,
the recipient’s name and email address.
arranged in suitable and systematic
Sometimes autocorrect will alter
order, and conducive to adaptation to
names.
the circumstances of the particular case
10. Don’t use emojis

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Importance of Legal Forms The memory of • Judicial forms include forms in

people is short. Parties to a verbal agreement Ordinary Civil Actions, Special Civil
often disagree as to what they have agreed Actions, Special Proceedings and
several months or years after they have entered Criminal Action for example affidavits
into a verbal agreement. To avoid such situation
and in order to have a clear guide and evidence
of the terms they have agreed, lawyers, or even Criminal Action
the parties themselves, request a written
agreement for their contract or legal transaction • Criminal Action is the procedure by
which a person accused of committing
a crime is charged, brought to trial, and
judged
Classification of Legal Forms
• Affidavits, complaint, information,
counter affidavit, reply

Sworn Statements / Sworn Declaration

• This is a document that contains facts
related to legal proceeding. The person
Business Forms who makes the declaration affixes
his/her signature in a separate
• Business Forms are used in the
endorsement paragraph at the end of
conveyance,or of the forms of deeds,
the document with a statement that the
instruments or documents creating,
declaration is made under oath.
transferring, modifying or limiting
rights to real as well as personal • In taking sworn statements, the police
properties, and other forms related to officer should comply with Section 12,
business contracts or transactions Article lll of the 1987 Constitution. It
states that “any person under custodial
investigation for the commission of an
• These could be in the forms of offense shall have the right to remain
Acknowledgement and Jurat, silent and to have a competent and
Affidavits, Sales of Realty, Sales of independent counsel. He / she must be
Personal Property, Mortgages, Powers provided with one. These rights cannot
of Attorney, Special Contracts and be waived except in writing and in the
Agreement, Gratuitous Contracts and presence of counsel. No torture, force
Dispositions, Partnerships and or violence, threat, intimidation or any
Corporation, and Complaints in means which influences the free will
Criminal Cases. Official notices may shall be used against him/her. Secret
also be considered as legal forms such detention places, solitary,
as Summons, Appearance Notice, incommunicado, or other similar forms
Subpoena, Warrant of Arrest, and of detention are prohibited.
Search Warrant.

AFFIDAVIT
Judicial Forms
• It is a written statement of facts
• Judicial Forms refer to forms which voluntarily made by an affiant under
pertain to different kinds of pleadings, oath or affirmation administered by a
applications, petitions, affidavits, person authorized to do so by law. It is
motions, and the like

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voluntarily made without any cross- • A court cannot force a person to make
examination of the affiant. an affidavit, since, by definition, an
• Its basis is either the personal affidavit is a voluntary statement.
knowledge of the affiant or his or her
information and belief.
THE TAKER OF THE AFFIDAVIT

Personal knowledge is the recognition of • Any public officer authorized to

administer oaths and affirmations –
particular facts by either direct observation or
such as city records, court clerks,
experience.
notaries, county clerks, commissioners
Information and belief is what the affiant feels of deeds, and court commissioners –
he or she can state as true, although not based may take affidavits.
on first-hand knowledge.
• Justices of the peace and magistrates
An affidavit based on the knowledge of the are sometimes authorized to take
affiant is accorded more weight than one based affidavits. Unless restricted by state
on information and belief. When admissible, law, judges may take affidavits
affidavits are not conclusive evidence of the involving controversies before them.
facts stated therein.
• An officer cannot take affidavits
outside of the particular jurisdiction in
which he or she exercises authority.
• Any person having the intellectual
capacity to take an oath or make an • An official seal is not essential to the
affirmation and who has knowledge of validity of the affidavit but may be
the facts that are in dispute may make placed on it by the proper official.
an affidavit.
• The source of this authority must
• There is no age requirement for an appear at the bottom of the affidavit. A
affiant. As long as a person is old notary, for example, would indicate the
enough to understand the facts and the county in which he or she is
significance of the oath or affirmation commissioned and the expiration date
he or she makes, the affidavit is valid. of the commission.
• A criminal conviction does not make a
person incapable of making an
affidavit, but an adjudication of
Incompetency does. REPUBLIC ACT NO. 10755
• A guardian may make an affidavit for a • Sec. 41. Officers Authorized to
minor or insane person incapable of Administer Oath. – The following
doing so. officers have general authority to
administer oaths: President; Vice
• An attorney make may an affidavit for
President; Members and Secretaries of
a client if it is impossible for the client
both Houses of Congress; Members of
to do so.
the Judiciary; Secretaries of
• When necessary to the performance of Departments; provincial governors and
duties, a Personal Representative, lieutenant-governors; city mayors;
agent, or corporate officer or partner municipal mayors; bureau directors;
may execute an affidavit that indicates regional directors; clerks of courts;
the capacity in which the affiant acts. registrars of deeds; other civilian
officers in the public service of the
government of the Philippines whose

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appointments are vested in the • This permits the court to draw its own
President and are subject to conclusions about the information in
confirmation by the Commission on the affidavit.
Appointments; all other constitutional
officers; and notaries public. • An affiant is strictly responsible for the
truth and accuracy of the contents of
• “The punong barangay is authorized to the affidavit. If false statements are
administer the oath of office of any made, the affiant can be prosecuted for
government official including the perjury
President of the Philippines.”

PARTS
THE OATH OR AFFIRMATION
1. Venue
• Unless otherwise provided by statute,
2. Title
an oath is essential to an affidavit. The
statement of the affiant does not 3. Person
become an affidavit unless the proper
official administers the oath. 4. Oath

• When religious convictions prevent the 5. Statement

affiant from taking an oath, he or she 6. Signature
may affirm that the statements in the
affidavit are true. 7. Jurat

CONTENTS A jurat is a part of an affidavit in which the

office certifies that the instrument was sworn to
• There is no standard form or language before him. The notarial ofrfocer indicates that
to be used in an affidavit as long as the the affiant has subscribed and sworn to in his
facts contained within it are stated presence and that the Katter has shown a proof
clearly and definitely. of identity. This is the part where the officer
• Unnecessary language or legal affixes his signature, seal, and record details of
arguments should not appear. the affidavit.

• Clerical and grammatical errors, while NOTE: In executing an affidavit, the affiant’s
to be avoided, are inconsequential. primary qualification is that he has knowledge
of the facts which he states, and the truth of
• The affidavit usually must contain the which e affirms.
address of the affiant and the date that
the statement was made, in addition to
the affiant's signature or mark. LEGAL CONSEQUENCES OF FALSE
• Where the affidavit has been made is AND UNTRUHFUL FACTS IN AN
also noted. AFFIDAVIT

• When an affidavit is based on the Making false or untruthful statements in a

affiant's information and belief, it must sworn statement or an affidavit does not, in
state the source of the affiant's itself, result in legal implications.
information and the grounds for the While Article 183 of the RPC imposes a penalty
affiant's belief in the accuracy of such of arresto mayor in its maximum period to
information. prison correccional in its minimum period to a
person who makes false testimony in cases not
included in Art 180-182 of said law, as well as
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perjury in solemn affirmation, the following COUNTER AFFIDAVIT

requisites must concur in order for criminal
Counter affidavit is an affidavit filed by the
liability to attach:
respondent in reply to a complaint or petition.
a. That the accused made a statement
Respondent files reply to the petition in the
under oath or executed an affidavit
form of affidavit. In most of the Writ Petitions,
upon a material matter;
reply is being filed in the form of Counter
b. That the statement or affidavit was Affidavit.
made before a competent officer,
authorized to receive and administer
oath; Reply Affidavit
c. That in the statement or affidavit, the • Basically an answer to a Counter
accused made a wilful and deliberate Affidavit
assertion of a falsehood; and
d. That the sworn statement or affidavit
containing the falsity is required by law REJOINDER AFFIDAVIT
or made for a legal purpose. Response by the petitioner to the counter
affidavit filed by the respondent. It may include
response to the response to the new facts raised
Legal implications will only arise, if the affiant through the affidavit filed by the respondent.
decide to pursue with the execution an affidavit
containing untruthful statements, if it can be Rejoinder is reply to the Counter Filed by the
clearly shown that the affidavit was executed Opposite party. The Pleadings of Petitioner or
before a competent officer who is authorized to plaintiff are already filed and the opposite party
receive and administer oath, and that the filed counter affidavit or Written Statement
affidavit utilized for a legal purpose or with the new facts which are not correct
presented the same as required by law. If one of according to petitioner or plaintiff, in reply to
the abovementioned elements is lacking, one the Counter of Respondent the petitioner can
may not be held criminally liable. file rejoinder denying the new facts which are
not mentioned in the Petition or complaint.
For the new facts the complainant will file
PERJURY is the willful and corrupt assertion additional statement, with support of an
of a falsehood under oath or affirmation affidavit. First show the reason to the court that
administered by authority of law on a material why the petitioner is filing additional statement
matter. and then take the order from the court for filling
it.
After filing your Complaint-Affidavit, the
DIFFERENT KINDS OF AFFIDAVIT
Office of the City Prosecutor will issue a
subpoena against the accused, requiring him to
appear on a certain date and time to submit his
COMPLAINT AFFIDAVIT Counter-Affidavit. Thereafter, you may file a
A complaint affidavit is in the form of an Reply-Affidavit to controvert the new issues he
affidavit, narrating the facts and circumstances raised. In the same vein, the accused may file a
surrounding the alleged crime, based on the Rejoinder-Affidavit.
point of view of the complainant. The narration The Reply is a legal document filed by the
may also include the elements of the crime as Plaintiff in response to the Defence. The
applied in the set of facts or circumstances. Rejoinder is a legal document filed by the
Defendant in response to the Reply

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AFFIDAVIT OF DESISTANCE 2. The type of person against whom the

complaint or criminal case was filed as
An Affidavit of Desistance is a written
well as name and details
statement under oath by the complainant that
he’s no longer interested in pursuing the 3. Brief description of the complaint or
complaint or criminal case against another criminal case
person.
It is filed before the office or court where the
AFFIDAVIT OF LOSS
complaint is pending or investigated. However,
please note that merely filing the Affidavit of A written statement that describes the facts
Desistance does not automatically dismiss the concerning the loss of an object, usually a
complaint or criminal case. The decision to document such as identification card, a driver’s
dismiss the complaint or criminal case license, passport or documents relating to the
ultimately lies with the investigating officer or registration of vehicles.
the judge.
Affidavit of Loss is usually required when
requesting for a replacement of a lost document
or item. This document should be completed by
When do you need an Affidavit of
a person, known as the Affiant, who can attest
Desistance?
under oath of their personal knowledge of the
An Affidavit of Desistance is needed when circumstances of the loss of the object.
you’re no longer interested in pursuing a
complaint or criminal case against another
person. The Affiant is usually the owner of the lost
object, especially if the affidavit is going to be
used to support an application for a replacement
You may wish to desist from the complaint or of the lost object.
criminal case for a variety of reasons, such as:
1. You have already amicably settled with
The document includes identifying information
the other person
of the Affiant, including their name,
2. You are no longer willing to spend time citizenship, age, and address. If the Affiant is a
or effort in prosecuting the other person minor, the user will be asked the name of the
guardian who will accompany the Affiant to the
3. You realized that you filed the
notary public and sign the affidavit. The
complaint or criminal case against the
guardian is the legal guardian who may be the
wrong person
parents or a court-appointed guardian. The
document then describes the object that was lost
and the circumstances of the loss.
In such cases you file the Affidavit of
Desistance to show the investigating officer or Finally, the document explains that the
judge that you are no longer interested and want information stated therein are based on the
to have the complaint or criminal case personal knowledge of the Affiant and the
dismissed. Affiant verifies the truth of the said
information. Finally, the Affiant may request
for a replacement of the lost document.
What information do you need to create an The affiant must swear under oath the whole
Affidavit of Desistance? truth of the contents of the affidavit and then
1. The type of complainant as well as sign all copies of the affidavit. Once notarized,
name and details the Affiant may use the document as needed,

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including as support for any application for a Possible reasons for a “HIT”:
replacement of the lost object.
• You have a pending criminal or
administrative case before the court,
Ombudsman, Sandigan Bayan, or
AFFIDAVIT OF DENAIL FOR NBI
another administrative or quasi-judicial
CLEARANCE
body.
The National Bureau of Investigation (NBI)
• You have the same or similar name
Clearance is a government document released
with another person who has a pending
to an individual upon request. It certifies that
or ongoing case.
the said individual, at the time of request, is not
involved in any ongoing criminal cases in the • You have a previous criminal or
Philippines. administrative case, and the status of
this case needs to be further verified by
Unlike a Police Clearance (which is only
NBI personnel.
limited to a particular area), an NBI Clearance
covers the entire Philippines. A person‘s NBI • Your NBI Clearance has been held by
Clearance is valid for a year upon its request, request of other government agencies.
and should be used before then. Every time
someone applies for an NBI clearance, a search • All NBI Clearance applicants with a
is conducted through the criminal database to “HIT” are subject to further
verification of the applicant‘s identity
check for any criminal record–also known as
―derogatory records‖–associated with the with the Identification and Records
applicant‘s name. Division at NBI Manila. This is where
you execute and “Affidavit of Denial
for NBI Clearance”.
The NBI Criminal Database can be a collection
of criminal offender records extracted from the
nest: Information

• Courts (MTC, MTCC, MCTC, and • This is an accusation in writing

RTC) charging a person with an offense,
subscribed by the prosecutor and filed
• Prosecution Service (City and with the court
Provincial Prosecution Offices)
1. An information is an accusation in writing
• Ombudsman and Sandiganbayan charging a person with an offense subscribed by
the prosecutor and filed with the court
• Police and AFP Records
2. While an information is an accusation in
• Others
writing, it is not required to be "sworn" unlike a
complaint. Only a public officer described by
the Rules of Court as a "prosecutor" is
A “HIT” is the term used by NBI Clearance authorized to subscribe to the information
Centers if the applicant has the same or similar
name with another person who has a pending 3. Like a complaint, an information is filed in
criminal case. This requires the NBI to verify the name of the People of the Philippines
your identity further before they can release an against all persons who appear to be responsible
NBI Clearance to the applicant. for the offense involved .
After the filing of the Affidavit of Complaint,
the process of preliminary investigation
commences.

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Preliminary investigation is an inquiry or legally binding promise which carries severe

proceeding to determine whether there is consequences if breached..
sufficient ground to engender a well-founded
You should only make an undertaking if you are
belief that a crime has been committed and the
certain that you are capable of adhering to the
respondent is probably guilty thereof, and
terms of the undertaking. They are used as a
should be held for trial. This is a crucial stage
way of incorporating a term into an order which
in criminal proceedings because the prosecutor
falls outside the remit of orders that the Court
will have to determine whether there is
has the power to make. It may contain a promise
sufficient ground to file an information in court
to do, to abstain, or to pay.
against the alleged perpetrator. If the prosecutor
finds probable cause, he will issue a resolution
spelling out the reasons for such finding, and
will correspondingly file an information in AFFIDAVIT OF ARRESTING OFFICER
court, with the recommended bail. On the other
hand, if there are no sufficient grounds, then the
prosecutor will dismiss the case

DEPOSITION OF WITNESS

• A deposition is a witness’s sworn out-

of-court testimony. It is used to gather
information as part of the discovery
process and, in limited circumstances,
may be used at trial.

Distinguish a deposition from an affidavit

• Affidavit is also a sworn statement of a

witness but the statement is taken ex-
parte (no cross-examination).
• But in deposition there is cross- SUBPOENA
examination, there is a confrontation as
if he is already testifying in court. • Subpoena is a writ issued under the
authority of a court to compel the
In criminal cases, depositions are normally appearance of a witness at a judicial
taken to preserve testimony from a witness. The proceeding, and the disobedience of
procedures for taking depositions in criminal which may be punishable by contempt
cases recognize the prosecution’s right to of court
preserve testimonial evidence and prove its case
despite the unavailability of its witness
Ano tawag? Evidence in motion SUMMONS
• Summons is a mandate requiring the
appearance of the defendant in the
AFFIDAVIT OF UNDERTAKING action in court under the penalty of
having judgment entered (against him
An undertaking is ―a promise given by one
or her) for failure to do so. The object
party to the Court, frequently of mandatory
of the summons is to notify the
nature and relating to an obligation to the other
defendant that he or she has been sued
party in proceedings.‖ Undertakings are a

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PETITION terrorist organization, association, or group of

persons or of any person charged with or
• A formal application in writing made to
suspected of the crime of terrorism or
a court or other official body requesting
conspiracy to commit terrorism.
judicial action of some character.
Provided, that surveillance, interception and
recording of communications between lawyers
Making a Petition (in relation to RA 4200) and clients, doctors and patients, journalists and
their sources and confidential business
According to Section 1 of RA 4200, it shall be correspondence shall not be authorized.
unlawful for any person, not being authorized
by all the parties to any private communication According to Section 8 of the same law, the
or spoken word, to tap any wire or cable, or by written order of the authorizing division of the
using any other device or arrangement, to Court of Appeals to track down, tap, listen to,
secretly overhear, intercept, or record such intercept, and record communications,
communication or spoken word by using a messages, conversations, discussions, or
device commonly known as a dictaphone or spoken or written words of any person
dictagraph or dictaphone or walkie-talkie or suspected of the crime of terrorism or the crime
tape recorder, or however otherwise described. of conspiracy to commit terrorism shall only be
granted by the authorizing division of the Court
It shall also be unlawful for any person, be he a of Appeals upon an ex parte written application
participant or not in the act or acts penalized in of a police or of a law enforcement official who
the next preceding sentence, to knowingly has been duly authorized in writing by the Anti-
possess any tape record, wire record, disc Terrorism Council in Section 53 of this Act to
record, or any other such record, or copies file such ex parte application, and upon
thereof, of any communication or spoken word examination under oath or affirmation of the
secured either before or after the effective date applicant and the witnesses he may produce to
of this Act in the manner prohibited by this law; establish:
or to replay the same for any other person or
persons; or to communicate the contents (a) that there is probable cause to believe based
thereof, either verbally or in writing, or to on personal knowledge of facts or
furnish transcriptions thereof, whether circumstances that the said crime of terrorism
complete or partial, to any other person: or conspiracy to commit terrorism has been
Provided, That the use of such record or any committed, or is being committed, or is about to
copies thereof as evidence in any civil, criminal be committed;
investigation or trial of offenses mentioned in
(b) that there is probable cause to believe based
section 3 hereof, shall not be covered by this
on personal knowledge of facts or
prohibition.
circumstances that evidence, which is essential
But Section 7 RA 9372 provides that he to the conviction of any charged or suspected
provisions of Republic Act No. 4200 (Anti- person for, or to the solution or prevention of,
Wire Tapping Law) to the contrary any such crimes, will be obtained; and, (c) that
notwithstanding, a police or law enforcement there is no other effective means readily
official and the members of his team may, upon available for acquiring such evidence.
a written order of the Court of Appeals, listen
to, intercept and record, with the use of any
mode, form, kind or type of electronic or other MOTION FOR RECONSIDERATION
surveillance equipment or intercepting and
This is referred to as MR for short. It is a
tracking devices, or with the use of any other
pleading whereby the movant asks the court to
suitable ways and means for that purpose, any
revisit its decision which in his view, is not
communication, message, conversation,
supported by facts, the law, the evidence with
discussion, or spoken or written words between
the view to having it modified or reversed.
members of a judicially declared and outlawed

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Motion-movant Section 60. Effect of Filing. – The filing of a

motion for reconsideration within the
requesting
reglementary period of fifteen (15) days shall
San pina-file? stay the execution of the decision sought to be
reconsidered.
Under our rules of procedure, a party adversely
affected by a decision of a trial court may move
for reconsideration thereof on the following
NOTICE OF APPEAL
grounds: (a) the damages awarded are
excessive; (b) the evidence is insufficient to Appeal is the remedial procedure by which the
justify the decision; or (c) the decision is aggrieved party elevates the decision of the
contrary to law. lower court to a higher court for review and
reconsideration with a view of having it review
A motion for reconsideration interrupts the
or modified.
running of the period to appeal,

COMMITMENT ORDER
MOTION FOR RECONSIDERATION IN
DISCIPLINARY CASES It is a written order of the court, or any agency
authorized by law to issue, entrusting an inmate
• Section 56. Filing. – The party to a jail for the purpose of safekeeping during
adversely affected by the decision may
the pendency of his/her case.
file a motion for reconsideration with
the disciplining authority who rendered
the same within fifteen (15) days from
MITTIMUS
receipt thereof. A motion for extension
of time to file a motion for • refers to a warrant issued by a court to
reconsideration is not allowed. commit someone to imprisonment. It
directs a sheriff or other officer to
deliver the person named in the writ to
Section 58. Grounds. – a prison or jail and directs the jailor to
receive and imprison the person.
The motion for reconsideration shall be based
on any of the following:
a. New evidence has been discovered which SEC. 54. Voluntary Submission of a Drug
materially affects the decision rendered; or Dependent to Confinement, Treatment and
Rehabilitation. —
b. The decision is not supported by the evidence
on record; or • A drug dependent or any person who
violates Section 15 of this Act may, by
c. Errors of law or irregularities have been
himself/herself or through his/her
committed prejudicial to the interest of the
parent, spouse, guardian or relative
movant.
within the fourth degree of
consanguinity or affinity, apply to the
Board or its duly recognized
Section 59. Limitation. – Only one motion for representative, for treatment and
reconsideration shall be entertained. If a second rehabilitation of the drug dependency.
motion for reconsideration is filed Upon such application, the Board shall
notwithstanding its proscription under this bring forth the matter to the Court
Rules, the finality of action shall be reckoned which shall order that the applicant be
from the denial of the first motion for examined for drug dependency..
reconsideration.

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• If the examination by a DOH- determines a person’s level of drug use: (1)

accredited physician results in the experimenter, (2) social recreational user, (3)
issuance of a certification that the habitual user, (4) drug abuser, and (5) drug
applicant is a drug dependent, he/she dependent.
shall be ordered by the Court to
3. If found to be a drug abuser or drug
undergo treatment and rehabilitation in
dependent (4th and 5th levels), a certification,
a Center designated by the Board for a
together with other requirements, should be
period of not less than six (6) months:
submitted to the Legal Affairs Division of DDB
Provided, That a drug dependent may
either by the parents, guardians, or spouse of the
be placed under the care of a DOH-
user. Other requirements include police
accredited physician where there is no
clearance, barangay clearance, and a certificate
Center near or accessible to the
of no pending case from the Regional Trial
residence of the drug dependent or
Court (RTC).
where said drug dependent is below
eighteen (18) years of age and is a first- If the drug dependent is a minor and has a
time offender and non-confinement in pending case in court, he or she, together with
a Center will not pose a serious danger his or her guardian, must secure a Certification
to his/her family or the community. of Suspended Sentence from the RTC where the
case is filed. Those found to fall under the 1st,
• Confinement in a Center for treatment
2nd, and 3rd levels can avail of out-patient
and rehabilitation shall not exceed one
services such as counseling.
(1) year, after which time the Court, as
well as the Board, shall be apprised by 4. The drug dependent or a family member must
the head of the treatment and fill out an application form and have it notarized
rehabilitation center of the status of as requirements for the petition for
said drug dependent and determine confinement. The form will then be filed with
whether further confinement will be for an RTC in the area where the drug dependent
the welfare of the drug dependent and resides. If the drug dependent is a minor,
his/her family or the community parents or guardian can submit in his or her
behalf.
In case of compulsory confinement, the family
APPLICATION FOR VOLUNTARY
member of a drug dependent must execute an
CONFINEMENT
affidavit indicating that they are submitting the
How can an individual seek drug treatment and alleged drug dependent for treatment and
rehabilitation in the Philippines – whether rehabilitation. DDB will prepare a petition for
voluntarily or not? Rappler lists the steps based confinement and file the same with the RTC.
on guidelines from the Dangerous Drugs Board Drug dependents who cannot afford a lawyer
(DDB): can avail of free legal counsel and
representation from Public Attorney’s Office
1. A person, the drug user himself or his family, (PAO) lawyers nationwide.
should obtain a referral form for a Drug
Dependency Examination (DDE) to determine 4. The drug dependent or a family member can
the level of a drug user. This is available at the decide where to avail of drug treatment and
Central Screening and Referral Unit (CSRU) at rehabilitation. DDB may recommend
the Rizal Medical Center in Pasig City. If the government-owned RTCs for individuals who
drug user is outside Metro Manila, he or she cannot afford to avail of the services of private
may coordinate with the local Anti-Drug Abuse centers.
Council for assistance.
2. The drug user has to undergo the DDE
SEC. 61. Compulsory Confinement of a
conducted by a physician accredited by the
Drug Dependent Who Refuses to Apply
Department of Health (DOH). The DDE
Under the Voluntary Submission Program.
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• Notwithstanding any law, rule and

regulation to the contrary, any person
determined and found to be dependent
on dangerous drugs shall, upon petition
by the Board or any of its authorized
representative, be confined for
treatment and rehabilitation in any
Center duly designated or accredited
for the purpose.

• A petition for the confinement of a

person alleged to be dependent on
dangerous drugs to a Center may be
filed by any person authorized by the
Board with the Regional Trial Court of
the province or city where such person
is found.

• After the petition is filed, the court, by

an order, shall immediately fix a date
for the hearing, and a copy of such
order shall be served on the person
alleged to be dependent on dangerous
drugs, and to the one having charge of
him.

• If after such hearing and the facts so

warrant, the court shall order the drug
dependent to be examined by two (2)
physicians accredited by the Board. If
both physicians conclude that the
respondent is not a drug dependent, the
court shall order his/her discharge. If
either physician finds him to be a
dependent, the court shall conduct a
hearing and consider all relevant
evidence which may be offered. If the
court finds him a drug dependent, it
shall issue an order for his/her
commitment to a treatment and
rehabilitation center under the
supervision of the DOH. In any event,
the order of discharge or order of
confinement or commitment shall be
issued not later than fifteen (15) days
from the filing of the appropriate
petition.

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