TECHNICAL ENGLISH

1
(INVESTIGATIVE REPORT WRITING AND
PRESENTATION)
MIDTERM COURSEWARE
ADELINE V. BATICOS
INSTRUCTOR
 TYPES AND FORMATS OF POLICE
 POLICE BLOTTER
REPORTS
 Police Blotter is a record of daily events occurring within the
territories/jurisdiction of a given police unit or command. It contains material
detail concerning the event for legal and statistical purposes. The Police
Blotter is therefore an informational record book that is utilized for
evidentiary or referral purposes.

 A. Contents of Entry
 The entry in the police blotter should answer the following cardinal elements
of a police record, to wit: who; what; why; where; when; how; and disposition
of the case.
 In answering the above 5Ws and 1H and the case disposition, all such material
details about the event, including: the names of the suspect/s; the victim/s; the
eyewitness/es, if any; the nature of the action or offense; the possible motive/s; the
place; the date and time of occurrence; significant circumstances that aggravate or
mitigate the event or the crime should be entered along with the identity of the
officer to whom the case is assigned – officer-on-cases; and the status of the case..
 B. Incidents to be recorded:
 All violations of laws and ordinances reported and discovered;
 All calls in which any member of the police force is dispatched or has taken an official action;
 All legal papers handled such as warrants, subpoenas, summonses, citations, and the like;
 All fire alarms, reports and information received by the stations;
 Movement of prisoners with corresponding notations on the authority to such movements;
 Cases of missing and found persons, animals and properties;
 Vehicular and other types of accidents which require police actions;
 All personal injuries, bodies found, and suicides;
 Damage to property;
 All cases in which a police member is involved;
 All arrests and returns made; and
 Miscellaneous cases, general and special orders, violations of rules and regulations and any
other reportable incident that the Chief of Police desires to be recorded.
  
 C. Procedure in Making Entries
 All entries in the police blotter shall be handwritten in a clear, concise, and simple manner but
answering as far as practicable the 5Ws and 1H. Clarity should not be sacrificed for brevity.
 Only facts, not opinions, are entered in the blotter.
 No erasures shall be made on the entries. Corrections are made by drawing one horizontal line over
such word or phrases and the actual entry initialed by the police officer making the correction.
 A ball pen or pen with blue, black or blue black ink is used for making the entries.
 Misinterpretations in the blotter or any attempt to suppress any information therein are punishable
criminally and administratively.
 The entries must be legibly written in long hand and consecutively numbered.
 Every page of the blotter shall be consecutively or chronologically filled-up. No line of space shall
be left blank between any two entries.
 Any development of a case to be reflected in the blotter should be a new entry at the time and day it
was reported. A reference to the previous entry number of the case, however, it should be made.
 In every shift, the Duty Sergeant, under the supervision of the Duty Officer or Complaint Desk
Officer, shall make the actual entries in the blotter and at the end of his tour of duty, both the Duty
Sergeant and Duty Complaint Desk Officer shall sign the blotter.
 CERTIFICATION OF POLICE BLOTTER EXCERPT

 For whatever legal purpose, interested persons always seek a copy of a police
blotter. Since the entry in the police blotter is difficult to be machine-copied due
to its size (bigger than the ordinary document), aa certification of its contents is
the only way to have it. In copying the contents of a blotter entry, it should be
copied verbatimly, meaning, it should be copied word for word and not
correction in the grammar or in any mistake should be made in the entry.
 Obvious mistakes in the entry should be consulted to the Desk Officer who made
the entry and he is the only person authorized to correct it based on the
procedures previously discussed.
 MEMORANDUM
 Common practices of inter office communication in the police service is the
memorandum. Interpreted the simplest way, a memorandum is “a note to help the
memory.”
 A memorandum may be general in application, requiring compliance by, or
information of a majority of all the officers and members of the police organization.
It may be also of limited application, such as those directed to, or requiring
performance of an action by an individual or group of individuals within a particular
police unit, directorate, service, region, province, station or section.
 Police executives may issue administrative instructions in the form of a
MEMORANDUM. Subordinate officials may use this form, only on matters advisory
or informative in nature. Routine MEMORANDUM is presently resorting to a
“bottom line” technique to enable the police executives to know right away what had
been done about the problem at hand.
 A. Tones of Memorandum
 There is no strict rule governing the tone of memorandum. However, it is usually noted that
the tone differs in accordance with the person or persons reading it. From a chief of police to
his subordinates, the tone is impersonal, i.e., “For guidance and strict compliance.” From a
writer sending a memorandum to somebody of equal rank, the tone is casually personal, i.e.,
“The undersigned noticed changes in…” A subordinate police officer writing a
memorandum to a higher police officer uses a more formal tone, i.e., “For info and request
acknowledge.”
  
 In other line agencies of the government similar with the police offices, using FRO and TO has
been done. The “MEMORANDUM FOR:” is written above the addressee if sent to a superior
officer; the “MEMORANDUM TO:” if sent to subordinate officer or to same rank or position.
Police organization adopts memoranda in the following general usage: to inform, to answer, to
record a significant event, special reports, basic transmittals, and for some other purposes.
  
 B. Parts of a Memorandum
1. The Heading:
All the materials above the first line of the body comprise the
Heading. These are the file reference or office symbol, addressee to
whom the letter is being sent, channel through which the letter will pass,
addressor, subject and date.
a. Letterhead
Printed Letterhead stationery is normally used for the first page. If not available,
a typed 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 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 reference are also
used as identifying information on the second and subsequent pages.

Example:

NFSTI- Admin
 c. Addressee
The title 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.

Examples:

MEMORANDUM: MEMORANDUM:
   
FOR: The Director, HSS TO: The Director, CIDG
 d. Addressor
The title of the addressor (sender) is entered after “FROM.”
Authorized abbreviations are used.

Example:

FROM: The Director, HSS

 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.

Examples:

THRU: DCA ________________

DCO­_____________________
TCDS ____________________
 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 Addressed to the Attention of the Head of
Individual: Office:

MEMORANDUM: MEMORANDUM:
   
TO :Regional Director, PRO CALABARZON TO :Regional Director, PRO CALABARZON
Camp Vicente Lim, Canlubang, Laguna Camp Vicente Lim, Canlubang, Laguna
Attn: PSINSP JUAN B DELA CRUZ Attn: ADPCR
 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
unimportant ones. When the subject extends to two (2) lines, the second line is
blocked under the first letter of the first word in the subject.
 
Example:

SUBJECT: Request for Optional Retirement of

PSINSIP JUAN B DELA CRUZ
 h. Date
This refers to the date or signature and it is placed at the left portion of
the page on the last line below the subject. The day and years 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 the letter consists of only one paragraph, the paragraph will not be
numbered, although its sub-paragraph will be lettered, if there 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:

1. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxx.
a. Xxxxxxxxxxxxxxxxxxxxxxxxxx
b. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
 
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.

Examples:

PDIR - Police Director

PCSUPT – Police Chief Superintendent
PSINSP – Police Senior Inspector
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 addresses 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
 3. 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 consists of only one (1) line may be placed on the last
page together with the complimentary ending. On the second and each succeeding page, 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 PSINSIP JUAN B

DELA CRUZ dated August 2, 2007.
------------------------------------------------------------------------------
3. Complimentary 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 (black or
blue-back, 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:

MARLENE M SALANGAD, Ph.D.

Police Senior Superintendent
Director, NFSTI
 The use of the double signatures is avoided. Instead of this, a designated individual
may sign his own name and add the word “FOR” in front of the typewritten name in the
signature. If an individual in the police service signs “FOR” the rank of the signing
individual may be shown.

Example:

MARLENE M SALANGAD, Ph.D.

Police Senior Superintendent
Director, NFSTI
 
FOR:
DEMETERIO V MANAHAN
Police Chief Inspector
Deputy Director, NFSTI
 
c. Enclosures
Enclosures are supplementary documents which are sent with
communications to provide additional information. When a letter has one or
more enclosures, this fact is entered at the left side of the page.

Example:

Incls.
1-Memo from
2-Memo from
3-Memo from
RADIO MESSAGE FORM
The radio message form is that one used when preparing radiographic messages
intended for transmission throughout the Philippine National Police (PNP). This is
patterned after the form used in the Armed Forces of the Philippines (AFP), and
subscribes to the procedures based on the AFPRG 421-141, dated November 26, 1968.

 Important Terms
1. Message. A message is any idea expressed in plain languages prepared in a form
suitable for transmission by any means of communications. There are three types of
messages:
A. Single. A message which has only one addressee.
 B. Book. A message which has two or more addressees, and is of such nature that
the originator considers that no addresses need to be informed of the identity of
other addressees. Each addressee may be either ACTION or INFORMATION. The
main advantage of a book message is the economy in the use of communication
facilities, and reduction of commercial cost due to elimination of unnecessary
addressee data.
 
C. Multiple. A message which has two or more addressees, and is of such nature
that the originator considers that each addressee must be aware of all the addressees
to whom the message was addressed. A multiple-address message will not be used
when a book message will suffice.
2. Originator. The originator of a message is the authority in whose message is sent, or is the
police office and/or unit in whose name a message is sent, or Is the police office and/or unit
under the direct control of the authority approving a message for transmission. The originator
is responsible for the following function of the drafter, and releasing officer. The originator
has the following responsibilities:
 To determine if a message is necessary.
 To determine the addressees and the type of message.
 To use the message form prescribed by the police organization.
 To draft the text in accordance with the prescribed manner and procedure.
 To determine the precedence.
 To determine the security classification.
 To ensure that the message is signed by the releasing officer.
3. Drafter. A drafter is a person who actually composes a message for release by the
originator or the releasing officer.

4. Releasing Officer. A releasing officer is a person who may authorize the

transmission of a message for and in the name of the originator.
 
5. Text. The text is that part of a message which contains the idea that the originator
desires to communicate. It may also contain such internal instructions that are
necessary to obtain special handling.