a.

Letterhead
Printed letterhead stationery is normally used for the first page. If not available, a type
letterhead may be used. Each office has its own letterhead. In offices where more than
one kind of letterhead is used, the nature of the letter will determine which letterhead is
proper. The top edge of the letterhead is normally placed ¾ inch or on the fifth line below
the top edge of the paper.

Example:

Republic of the Philippines

Department of the Interior and Local Government
Philippine Public Safety College
NATIONAL FORENSIC SCIENCE TRAINING INSTITUTE
Fort Bonifacio, Taguig City
Tel No. 8812722 (loc 112)
---------------------------------------------------------------------------------------------------------------------

b. File reference or office symbol

It is placed at the left margin, usually two (2) spaces below the letterhead. Each part of the
reference has a meaning. File references are also used as identifying information on the second
and subsequent pages.

Example:

NFSI-Admin
--------------------------------------------------------------------------------------------------------------------

c. Addressee:
The tittle of the addressee is entered after the “MEMORANDUM FOR” if sent to
superior office, “MEMORANDUM TO” if sent to subordinates. It should be written in
block style with open punctuation and normally placed two (2) spaces after the file
reference.

Example:

MEMORANDUM:
FOR : The Director, HSS
---------------------------------------------------------------------------------------------------------------------

d. Addressor:
The title of the addressor (sender) is entered after “FROM”. Authorized abbreviations are
used.

Example:
FROM : The Assistant Director, IAS
---------------------------------------------------------------------------------------------------------------------

e. Channels:
Correspondence can be routed THRU channels, through a lower Chief or Supervisor
expected to exercise control, taken action or to be concerned and normally placed two (2)
spaces after the addressee.

Example:

THRU : TDCA- The Deputy Chief for Administration______________________

TDCO- The Deputy Chief for Operation__________________________
TCDS- The Deputy Chief for Directorial Staff_____________________

---------------------------------------------------------------------------------------------------------------------

f. Attention Address:
To speed routing, correspondence may be addressed to the attention of an individual or
head of a subdivision of an agency, or an office, either by reference to the name of the
subdivision or by the use of an office symbol. The name will be used only when there is a
special reason for calling the letter to the attention of the individual known to handle the
type of correspondence concerned and when it is known that he/she will at the place
addressed.

Examples: Addressed to the Attention of an Individual:

MEMORANDUM:
T0 : Regional Director, PRO CALABARZON
Camp Vicente Lim, Canlubang, Laguna
Attn: PCAPT JUAN B DELA CRUZ
---------------------------------------------------------------------------------------------------------------------

g. Subject:
The subject line should contain not exceeding ten (10) words. It starts two (2) spaces
below the addressor. Title capitalization rules may be used. This means capital letter for
the first letter and other important words, and small letters for the unimportant ones.
When the subject extends to two (2) lines, the second line is blocked under the first word
in the subject.

Example:

SUBJECT : Request for Optional Retirement of

PCAPT JUAN B DELA CRUZ
---------------------------------------------------------------------------------------------------------------------

h. Date:
 This refers to the date of signature and it is placed at the left portion of the page on the
last line below the subject. The day and year are numerals and the month may be spelled
out or abbreviated. If the month is abbreviated the year may be shortened too.

Example:

DATE : March 15, 2008

---------------------------------------------------------------------------------------------------------------------

2. THE BODY:
The body of the letter is the message itself. It is the substance of the typed letter as
distinct from the formal beginning and ending. This part of the letter is single-spaced.
The use of the third person, such as “the undersigned”, “this unit” or “this office”, is
prescribed to achieve objectivity.

a. Paragraphing
When a letter consists of only one paragraph, the paragraph will not be numbered,
although its sub-paragraph will be lettered, if there are two or more. When there are
two (2) or more paragraphs, they will be numbered consecutively. The second
succeeding lines will begin at the left margin.

Example:

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

a. Xxxxxxxxxxxxxxxxxxx
b. Xxxxxxxxxxxxxxxxxxx
---------------------------------------------------------------------------------------------------------------------

b. Abbreviations:
This kind of communication allows abbreviations which are generally accepted in the
police service. They are usually written without spacing or periods, except
geographical locations which can be written with or without periods. If the full name
is used, the abbreviated rank is permissible, if family name only, the rank is spelled
out.
However, good practice tells the writer to use abbreviations sparingly. But
definitely, abbreviations are not in correspondence going outside the Philippine
National Police.

Examples:

PMGEN - Police Major General

PCOL - Police Colonel
PMAJ - Police Major
PCAPT - Police Captain
Memo - Memorandum
------------------------------------------------------------------------------------------------------------------
c.References:
References to publications must be specific and fully identified. References will not
be made to a publication or document which is not available to the addressees of the
correspondence. References to correspondence will include the type of
correspondence, file reference, office origin, date and subject.

Example:

1. Reference: Memo from the Director, NFSTI dated August 2, 2007, subject as
stated above.
---------------------------------------------------------------------------------------------------------------------
d. Page Numbering:
The first page should not be numbered (silent pagination). Subsequent pages,
including those on which endorsements are prepared, will be numbered
consecutively, beginning with the second page as 2. Page number will be centered 1
inch from the bottom of the page. The number will stand by itself, it will not be set
off by dashes, parenthesis or other punctuations.

Example:

2
---------------------------------------------------------------------------------------------------------------------

e.Dividing a Paragraph:
Three (3) or fewer lines will not be divided between pages. At least two (2) lines of a
divided paragraph will appear on each page. In dividing a sentence between pages, at
least two (2) words will appear on each page. The complimentary ending will not
appear alone on a page without a part of a body or text. When the space below the
text is not sufficient for the close, at least two (2) lines of the paragraph or sub-
paragraph which in its entirely consist of only one (1) line may be placed on the last
page together with the complimentary ending.

On the second and each succeeding pages, the file reference and subject will be
typed, beginning at the left margin 1 ¼ inches from the top edge of the page. The date
will be placed so that it ends at the right margin. The text will be continued on the
second line below the identification line.

Example:

NFSTI-Admin. Request for Optional Retirement of PCAPT JUAN B DEA

CRUZ dated August 2, 2007.
---------------------------------------------------------------------------------------------------------------------

3. Complementary Ending:
 Like in business letter, there is also a closing portion in this type of communication. This
refers to the material found below the last paragraph of the body. It consists of the
Authority Line (if used), signature, list of enclosures, and list of copies.

a. Authority Line:
An authority line will be shown when the correspondence is signed for the chief or
head of office by an individual authorized to do so. This reflects the fact that the
communication is an expression of the will of the chief or head of office.

The authority line will begin on the second line below the last paragraph directly
under the first letter of the first word of the preceding main paragraph. It is typed in
capital letter without abbreviations. Note: A staff officer may sign under the
authority line only when authorized to do so.

Example: 3. For guidance and Compliance

BY ORDER OF THE DIRECTOR, NFSTI:
---------------------------------------------------------------------------------------------------------------------

b. Signature:
The signature contains the name of the officer, signed in ink (back or blue-black,
never blue or any other color); the name being typed, stamped or printed in capital
letters identical with the written name, the officer’s rank or service and title or
designation.

Example: