Liberal Arts and Criminology Department

TECHNICAL REPORT WRITING 2 (LEGAL FORMS)

(CDI 106)

Mr. Rashid H. Amja RCrim, LPT

Instructor
 Liberal Arts and Criminology Department
Learning Contract
(CDI 109)

1st quarter 2020-2021

Name: __________________________________ Course/Year: ______________________

The contract terms below ensure that students are aware of the expectations that guide policies and
guidelines in taking online for above course. By signing this contract, you are acknowledging
awareness of your responsibility for completing this course. If you decline to sign, the conditions
and requirements noted below will still apply. No exceptions will be made to the terms and
conditions set forth below and in the syllabus.

TERMS:
Computer Skills
As a student enrolled in online courses, I have the basic computer skills to:
1. Open files in standard formats (e.g. MS Office documents, PDFs and images)
2. Create, save, organize, and maintain digital files.
3. Communicate electronically and
4. Knowledge of web browsing and searching
Attendance during Class Meeting
1. I know that incurring seven (7) absences in both synchronous and asynchronous class
meetings will result in D (Dropped) unless reasons for absences are acceptable as stipulated
in the Student Manual.
2. I am responsible for all materials covered in class even if I fail to attend any of the
scheduled class meetings.
Course Outline and Class Policies
1. I have read and understood the course outline and class policies regarding conduct,
coursework, exams, and requirements.
2. I understand that it is my responsibility to regularly check the official messenger account
of the class for additional materials, synchronous and asynchronous discussion schedules,
announcements and activities.
3. I am willing and ready to regularly communicate with classmates and instructor online. I
will participate in weekly activities of the course.
4. I will be attentive and engage in class activities, assignments, online discussions, and
complete assessment activities by the due date.
5. I will take time to evaluate my progress by checking and calculating my own grades based on
the assessment feedbacks given by my teacher.
Reading Assignments
1. I need to read, annotate or complete the given reading assignment BEFORE the online
discussion covering the material.
2. I am responsible for asking questions if I do not understand the material or contact the
instructor if I am having difficulty comprehending the material or meeting course
requirements in advance of the due date.
Writing Assignments
1. I understand that all writing assignments should be submitted on their specified dates unless
the teacher has granted an extension.
2. I know that all plagiarized assignments, either accidentally or deliberately done, will be
given failing scores and will be subject to proper disciplinary actions.
3. I know that all writing assignments, written works and performance tasks submitted after
the deadline will have a deduction of points per day from the date of deadline.
Examinations
1. I understand the no make-up policy for missed quizzes. Unless my reason for not taking
the quiz is valid which will be certified by my parent/guardian.
2. I know that I have to schedule an alternate test time at least one week in advance in case of
a valid scheduled absence.
Minimum Competencies
1. I have fully read and understood the minimum competencies set for this class (Program’s
retention policy).
2. I understand that failure to meet any of the minimum competencies will result in a failing
grade.

I have read and agreed to the terms above.

Student’s Signature: _______________________________________
Parent’s Signature: ________________________________________
Date: ______________

Note: There’s a separate Worksheet for the learning contract.

 Notre Dame of Jolo College
Liberal Arts/Criminology Department
Learning Module 1
TECHNICAL REPORT WRITING 2 (LEGAL FORMS)
(CDI 109)

Topic I. Course overview and Learning contract

In a criminology career, written communication is vital in every aspect. Police officers

write reports; criminologists issue proposals, policy papers and studies; and forensic science
technicians produce written records of their findings and conclusions. Writing is one of the most
fundamental abilities in every career option within criminology. These are a few reasons why
criminologists should hone their writing skills so they can be more effective in the future. To be
successful in the chosen profession, aspiring criminologists and police officers need to start
working on their ability to use the written language. This course covers the importance of police
report writing, internalized the concepts of legal forms which includes Judicial Affidavit,
Affidavit of Complaint, Deposition of Witness, Affidavit of Arrest, Application of search
warrant, memorandum for preliminary investigation, motion for reconsideration, notice of appeal
and similar forms. The functions and application of police report writing in investigative process
and the application of new technology in Crime Incident Reporting System (CIRS).
Course Learning Outcomes:
Upon completion of this course, Students would be able to:
1. Conduct criminological research on technical ways of writing reports on different type of
offenses.
2. Apply the Principles of and Jurisprudence of Criminal Law, and criminal evidence in writing
technical reports.
3. Collaborate effectively and independently in multi-disciplinary and multi-cultural teams in
writing police reports.
4. Engage in lifelong learning and writing police reports in promoting developments of
criminology and criminal justice.
5. Apply professional, social, and ethical standards in writing police reports.
6. Effectively communicate orally and in writing police reports using both English and Filipino.

II. Timeframe: (online/flipped & blended learning) class schedule:

Date and time Activity synchronous Asynchronous

December 3, 2020 Learning contract Synchronous Class
Meeting
using Messenger
Application
(existing chat room
for 3rd year students).
 December 4, 2020 Asynchronous/ self-
study activity making
December 5, 2020 Submission of
learning contract
(parents/guardian)
Values Integrated: Service to all walks of life
III. Essential Ideas:

In this rapidly-changing world, the delivery of timely information through various means
of communication is undoubtedly important. The ability to communicate effectively is
advantageous in almost any field of police activity, and it is an essential element in any successful
organization. While we have the spoken and printed word as the two basic tools of communication,
police report writers nevertheless find difficulty in expressing their thoughts clearly and concisely.
The larger the police organizations are, the greater the demand for police reports. This is true
because more information of different kinds is required, and because more people are at different
places where things are happening. The police executive in a large organization finds it necessary
to have a greater division of labor, to supervise a greater number of people, and often to watch
over a large area.

In fact, the field of report writing, broadly interpreted, is the field of police communication.
At whatever point work is divided and delegated, the process of reporting begins. At whatever
point policy is formulated or modified, the process of reporting is a “must”. All sorts of information
must, of course, flow upward and downward, and somehow, information must also be reported,
outward, across, and around.

Nearly half of a police officer’s work involves writing, and because of this, the best arrests
will go unprosecuted if the reporting officers do not have the necessary writing skills to record
their actions in a case clearly, concisely, and accurately, with sufficient detail.

An officer’s report must document every incident in a complete, clear, and concise manner.
Any arrest, follow up investigation, prosecution, or administrative action that is to be taken as a
result of the report must be initiated, supported, or justified by the information contained solely
within the body of the report.

Consequently, every police report must be able to withstand critical review and legal
scrutiny, and must be truthful, unbiased, and unprejudiced. Moreover, police officers have a moral
and legal obligation to investigate all crimes that are reported to them.

To make the most of students’ learning proficiencies and advance their critical, creative
and reflective thinking, they will be tied up with handouts/concept notes and article readings,
watching videos, writing exercises, and case study analysis. This course employs the mixed e-
learning approach wherein students shall engage themselves in asynchronous learning called study
sessions of the topics in the learning modules given and then engage in discussions during
synchronous online meetings using online platforms identified in the module.
 Notre Dame of Jolo College
Liberal Arts/Criminology Department
Learning Module 2
TECHNICAL POLICE WRITING 2 (LEGAL FORMS)
(CDI 109)
Course Description:

In a criminology career, written communication is vital in every aspect. Police officers

write reports; criminologists issue proposals, policy papers and studies; and forensic science
technicians produce written records of their findings and conclusions. Writing is one of the most
fundamental abilities in every career option within criminology. These are a few reasons why
criminologists should hone their writing skills so they can be more effective in the future. To be
successful in the chosen profession, aspiring criminologists and police officers need to start
working on their ability to use the written language. This course covers the importance of police
report writing, internalized the concepts of legal forms which includes Judicial Affidavit,
Affidavit of Complaint, Deposition of Witness, Affidavit of Arrest, Application of search
warrant, memorandum for preliminary investigation, motion for reconsideration, notice of appeal
and similar forms. The functions and application of police report writing in investigative process
and the application of new technology in Crime Incident Reporting System (CIRS).
Course Learning Outcomes:
Upon completion of this course, Students would be able to:
1. Conduct criminological research on technical ways of writing reports on different type of
offenses.
2. Apply the Principles of and Jurisprudence of Criminal Law, and criminal evidence in writing
technical reports.
3. Collaborate effectively and independently in multi-disciplinary and multi-cultural teams in
writing police reports.
4. Engage in lifelong learning and writing police reports in promoting developments of
criminology and criminal justice.
5. Apply professional, social, and ethical standards in writing police reports.
6. Effectively communicate orally and in writing police reports using both English and Filipino.

Topic 1: FUNDAMENTAL OF REPORT WRITING

I. Intended learning outcomes:

Upon completion of this course, Students would be able to:

At the end of this topic, students are expected to:

1. Discuss the fundamentals of police report writing.
2. Explain the nature of police writing.
3. Identify the points to consider in writing reports.
4. Follow the strategies in writing a good report.
5. Compare and contrast the three types of report writing.
6. Distinguish the importance and purposes of report writing.
 7. Identify the qualities of a good report.
8. Describe the fundamental styles of police report writing.
9. Use the basic requirements of police report writing (5 W’s and 1 H) in writing
reports.

II. Timeframe: (online/flipped & blended learning) class schedule:

Date and time Topic Synchronous asynchronous
December 3, 2020 Learning contract Synchronous Class
Meeting
using Messenger
Application
(existing chat room
for 3rd year students).

V. Learning episodes
(online)
Crime against self-study,
national security and activity making
fundamental law of
the state. VI. processing of
understanding
December 4, 2020 VII. elaboration
VIII. deeping
December 5, 2020 Submission of
learning contract
(parents/guardian)

III. Values integrated

• Knowledge
• Analysis and critical thinking
• Understanding of the topic
• Quality Education

IV. Essential Ideas

FUNDAMENTALS OF REPORT WRITING

Overview

This topic focuses on the fundamentals of report writing. It aims to help learners familiarize with how
reports are written, as it points out to the fact that report plays an important role in the success of any
investigation. Included in this unit are the points to consider in writing reports, strategies in preparing
good reports and the types of report writers.
 One of the basic works of an investigator is writing reports, and with that, the importance and
purposes of police report writing, additional concepts and together with the basic requirements of
police writing which are the 5W’s (Who, What, Where, When and Why) and IH (How) questions are also
included and elaborated.

The Nature of Report Writing

The Importance and Purposes of Police Report Writing

A report is an objective statement of the findings of the investigator; this is an official record of
the information that is relevant to the investigation. Therefore, a good report plays an
important role in the success of any investigations. It may also influence the career of any
investigator or any law enforcer like recognition and promotion considering that a well written
reports show a favorable impression on his/her competence and his credibility.

Points to consider in writing reports:

✓ Using the best language (concise, clear, organized, thorough, accurate &
adequate)
✓ Avoiding the errors of forms (errors in spelling, typographical forms, file number
& report format)
✓ Avoiding the errors of substance (errors in the exact content of report)

Qualities of a Good Report

1. Check and re-check first whether notes on gathered facts are already complete and
organized.
2. If notes on gathered facts are insufficient, go back into the process of gathering more facts
related to the situation.
3. Make an outline of the report basing from the completely gathered facts.
4. Use the chronological order of writing in presenting facts and ideas in the written report.
5. The outline of the report should basically answer the complete 5 W’s and 1H.
6. Prepare a report that could ether be simple, brief, complex or in memorandum form,
depending on its required format.

Types of Report Writers

The three types of report writers according to the Philippine National Police Investigative
Manual:

1. Those who write without thinking.

2. Those who write and think at the same time.
3. Those who think first and write afterwards.

The Importance and Purposes of Police Report Writing

Reasons why police reports are important by Soriano (2005):

✓ Reports may serve as records for planning, directing, and organizing units’ duties for
police administrators.
 ✓ In the prosecution of criminals, reports are used as legal documents, as a reference used
by other agencies and as basis for researches.
✓ Reports may also help local media, when they need access to public documents.
✓ It could serve as a reflection of the investigator’s credibility.

Soriano (2005) also added that the police organization develops their reporting systems to serve
the following purposes:

✓ To account upward and outward for their activities, in order to justify their programs.
✓ To report upward and outward information concerning progress, future needs, plans
and decision made.
✓ To report upward for purposes of administrative control.
✓ To inform downward (in the organization) concerning policies, programs, resources,
procedures and all other matters concerning work in the police organization.

Qualities of a Good Report

1. Clarity-refers to the clearness of thought and style or expression of the writer.

Example:
Unclear: The pump boat capsized because it was overloaded.
Clear: The pump boat capsized because it was overloaded. Rescuers confirmed that the
pump boat can only hold five people. Witnesses said that there were ten people when it
capsized.
2. Accuracy-is the conformity to facts and representation of truth with precision and
exactness.
Example:
Inaccurate: The child was hit by a speeding motorcycle.
Accurate: The child was hit by a blue Honda Wave motorcycle, which is approximately
travelling an estimated speed of 50 kph.
3. Completeness- refers to having all the necessary normal part, components and style of
writing in its entirety. This also answer the 5W’s and 1H questions.
Example:
Incomplete: The missing boy was found.
Complete: The 5-year old boy from Lapu-Lapu City who was missing for seven days was
found wandering in A.C. Cortes Avenue by a couple from Mandaue City.
4. Brevity-the quality or state of being brief and concise, with the quality of terseness and lack
of wordiness. It is achieved by omitting materials or information that is useless, irrelevant
and redundant.
Example:
Wordy: The victim telephonically contacted the police station right after the incident
happened.
Concise: The victim called the police station after the incident.
5. Fairness-is having or exhibiting a disposition that is free of favoritism, bias, impartiality self-
interest or preference in judgement.
 Example:
Biased: If a fireman couldn’t fireproof his or her home, how can he save another man’s
house?
Unbiased: If a firefighter couldn’t fireproof his or her home, how can he or she save
other people’s house?
6. Specificity- is the quality of writing pertaining to being explicitly definite and specific rather
than general.
Example:
Unspecific: She died of stab wounds.
Specific: She died of five stab wounds in her chest, and another five stab wounds in her
upper right rib cage.

Fundamental Styles of Police Report Writing

1. Perspective: the point of view from which the investigator presents the findings of his report
based from gathered evidences. For maintaining the objectivity of report, the third person
point of view should be used; the writer should refer himself or herself as the “investigator”
or the “police officer”.
2. Selection: Selection of information relates to the gathered data in connection with how the
writer presents these in his report. Selectivity is vital since this will affect the investigator’s
decision on the facts and the information that he will include. Reports should compose of
physical evidence, statement and complete investigation.
3. Organization- is the process of how a report is put together after the specific details of facts
have been gathered.

The Basic Requirements of Police Report Writing

In police report writing the WHO, WHAT, WHERE, WHEN WHY and HOW are the most important
questions that an investigator must take into consideration.

WHO?
➢ Answers all about the persons involve in the investigation, their complete and correct
names, and their exact addresses and contact numbers.
Example: Who is the culprit?

WHAT?

➢ Answers about what offenses are committed, what kind of evidence was retrieved, what
properties are stolen or burglarized and what are the possible motives of the crime.
Example: What law was violated? What did the suspect do to the victims?

WHERE?

➢ Answers about the geographical location of the crime scene, the property or the
evidences that are related to the incident.
Example: Where was the crime committed? Where did the crime take place?
 WHEN?

➢ Answers about the exact time and date when the offense was committed, the
properties found and the suspects apprehended.
Example: When was the exact time that the crime was committed?

WHY?

➢ Answers about the objects or desire which motivated the offense or the crime.
Example: Why did the suspect commit the crime?

HOW?

➢ Answers the general manner in which the crime was committed.

Example: How was the offense or the crime committed?

vi. Assessment
Refer to Worksheets 1-4

Topic 2: CLASSES, CATEGORIES, AND TYPES OF POLICE REPORTS

I. Intended Learning Outcomes:

Upon completion of this course, Students would be able to:

1. Classify different police reports.

2. Categorize the different police reports used in law enforcement.
3. Distinguish the two general types of police reports.
4. Identify the specific types of police reports.
5. Examine actual and authentic samples of police reports.
6. Utilize actual report samples and formats for writing exercise.
7. Write reports using actual formats of different police reports.

II. Timeframe: (online/flipped & blended learning) class schedule:

Date and time Topic synchronous asynchronous

December 12, 2020 Learning contract Synchronous Class
Meeting
IV. assessment: my using Messenger
learning journal Application
(existing chat room
for 3rd year students).

V. Learning episodes
(online)
December 13, 2020 Crime against public self-study,
order and public activity making
interest.
 VI. processing of
understanding
December 14, 2020 VII. elaboration
VIII. deeping
December 17, 2020 Submission of
learning contract
(parents/guardian)

III. Values Integrated

• Knowledge
• Analysis and critical thinking
• Appreciation
• Quality Education

IV. Essential Ideas

CLASSES, CATEGORIES AND TYPES OF POLICE REPORTS

Overview

This unit is geared towards helping the learner identify and distinguish the classes, categories
and types of police reports. It is necessary that the learners will be exposed to the classification,
categories and types of police reports. The classes of reports that are elaborated in this unit are:
Technical Reports, Problem determining Reports, Problem Solution Reports, Fact Finding Reports and
Performance Reports. Morever, the categories of reports like Operational Reports, Internal Business
Reports and Summary Reports are also emphasized. The specific types and examples of police reports
are also discussed in this unit.

The learners will be exposed to all of these reports, specifically, they will be able to identify its
importance and refer to authentic exampless used in law enforcement and its related agencies. At the
end of this unit, they will be able to compose their own reports basing from the conversations,
requirements and rules of police report writing.

Classes of Reports
Classification of Report by Soriano (2005):
1. Technical Reports- These are written reports dealing with technical and specialized subjects.
2. Problem Determining Reports- These are written reports identifying the existence and
causes of certain problems. Example: Case reports on Causes of Juvenile Delinquency
3. Problem Solution Reports- These are written reports identifying the processes and solutions
of certain problems. Example. Case studies on preventive measures against Juvenille
Delinquency, Drug Addiction and Human Trafficking.
4. Fact-Finding Reports- These are written reports on the methods of logical gathering and
presentation of data. Example: reports about Facts and Figures of terrorism
5. Performance Reports- These are written reports referring to information on the status of an
activity or operation within a unit or organization.
Categories of Reports
Categories of Reports by Foranda (2009):
1. Operational reports- These are written reports about incidents, investigations, arrests,
identification of persons and other miscellaneous reports for routine operations of police
organization.
2. Internal Business Reports- These are written reports on financial, personnel, purchase,
equipmet, property maintenance and general correspondence which are important in the
agency or organization’s management.
3. Summary reports- These are written reports that are furnished for the necessity of the
solution of crime accident and other police administrative-related problems.

Two General Types of Reports

Two General Types of Reports by Guevarra, et al. (2008):
1. Basic or informal reports- These are reports that are mostly related with ordinary ,
miscellaneous incidents, usually in letter or memorandum form.
2. Investigative or formal reports- These are reports that cover all the exact and exhaustive
narration of facts. These reports are classified as Initial or Advance, Progress or Follow-
upand Final or Closing Reports.

Specific Types of Police Reports

1. Spot Report- This is a verbal or written report done within 24 hours after an important
incident. This report is written to inform an immediate chief or those in higher position of
particular occurrences in his command of responsibility.
2. Special Report- This is written by a police unit or office based from a directive or instruction
from higher police officers. This type of report follows the memorandum format of
correspondence.
3. Beat Inspection Report/ After Patrol Reports- This is one of the widely practicewritten forms
of communication in a station. This is a routine report because the duty beat supervisor
submits this report daily; those assigned on beat inspection do their routine check on foot,
while those on patrol sectors use patrol cars.
4. Wanted Person Report- Using the notice on Wanted Person, this report is about those
persons who are wanted by the police. Information of wanted persons are flashed on local
and national television as well as posted in conspicuous areas as a notice to the public.
5. Arrest Report- This is a report that documents all the events in arresting a suspect including
personal information, jail bookings, information about contraol and release of prisoners and
court proceeding.
6. Crime Report- These are reports written after the conclusion from the preliminary
investigation that a crime truly happened.
7. Situation Report-aka SITREP, this is similar to patrol report which is submitted every eight
hours but on need-only basis.
 8. Miscellaneous Incident Report-aka MI report, this is used to document any incident,
situations or circumstances that are not crimes, or may not be designated by a particular
title. The purpose of this report is simply to maintain the integrity of the department’s
reporting system.
9. The Traffic Accident Report- This report is written by the officer who investigate a particular
case or crime. This type of report documents all the facts and information about any
vehicular accident whether it is fatal or non-fatal.
10. The Investigation Report- This is written to investigate a particular case or crime. This is an
internal form of communication that requires the addressee, the officer-on-case, and the
case of investigation section.
Classification of Investigation Report:
a. Initial or Advance Report-an advance information on a new or fresh case assigned to the
investigator.
b. Progress or Follow-up report-
c. Final Report

vi. Assessment
Refer to Worksheet 5 and 6

Topic 3: THE POLICE BLOTTER

I. Intended Learning Outcomes:

1. Identify the circular and SOP that give mandates to the proper usage of police writing.
2. Discuss the meaning and description of a police blotter.
3. Follow the points and procedure, and additional guidelines in writing better entries.
4. Distinguish the procedures in recording and in filling out the incident record.
5. Fill out the actual incident record form.

II. Timeframe: (online/flipped & blended learning) class schedule:

Date and time Topic Synchronous asynchronous

December 19, 2020 Learning contract Synchronous Class
Meeting
IV. assessment: my using Messenger
learning journal Application
(existing chat room
for 3rd year students).

V. Learning episodes
(online)
December 20, 2020 Crime against public self-study,
morals and crimes activity making
committed by public
officers
 VI. processing of
understanding
December 21, 2020 VII. elaboration
VIII. deeping
December 24, 2020 Submission of
learning contract
(parents/guardian)

III. Values Integrated

• Knowledge
• Comprehension
• Analysis and Interpretation
• Quality Education

IV. Essential Ideas:

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

17.3 Crime Incident Reporting System (CIRS)

Each PNP operating unit shall also maintain and utilize the PNP Crime Incident Reporting
System (CIRS), an electronic reporting system that facilitates crime documentation, modernizes
data storage and provides quick and reliable transmission of crime information from lower
units and NOSUs of the PNP to the National Headquarters at Camp Crame, Quezon City.

17.4 Blotter Procedure

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

Procedures for making police blotter

1. All entries in the police blotter shall be handwritten in a clear, concise, and simple
manner but must answer as far as possible, the 5 W’s and 1 H. clarity should not be
sacrificed for brevity,
2. Only facts, not options, are entered in the blotter.
3. No erasures shall be made on entries. Corrections are made by drawing a horizontal line
over such words of phrases and the factual entry initiated by the police officer making the
correction.
4. A ball pen with blue, black, or blue-black ink is used for making the entries.
5. Misinterpretation of the blotter or any attempt to suppress any information is punishable
criminally and administratively.
6. All entries must be legibly written in longhand and consecutively numbered.
7. Every page of the blotter shall be consecutively and chronologically filled in. no line or
space shall be left blank between any two entries.
8. Any development of a case reflected in the blotter should be a new entry at the same time
and day it was reported. A reference to the previous entry number of the case, however
should be made.
9. During any shift, the duty sergeant, under the supervision of the duty officer or complaint
desk officer, shall make the actual entries on the blotter and at he ends of their tour of
duty, both the duty sergeant and duty complaint desk officer shall sign the blotter.
vi. Assessment
Refer to Worksheet 7
Topic 4: ADMINISTRATIVE ISSUANCES, LRGAL FORMS, AND OFFICIAL NOTICES

I. Intended Learning Outcomes:

1. Identify what are administrative issuances.

2. Identity the legal forms related to law enforcement.
3. Discuss the legal forms related to law enforcement.
4. Distinguish the complaints in criminal cases.
5. Identify the kinds of official notices.

II. Timeframe: (online/flipped & blended learning) class schedule:

Date and time Topic Synchronous Asynchronous

December 26, 2020 Learning contract Synchronous Class
Meeting
IV. assessment: my using Messenger
learning journal Application
(existing chat room
for 3rd year students).
V. Learning episodes
(online)
December 27, 2020 Crime against self-study,
persons and personal activity making
liberty and security.
VI. processing of
understanding
December 28, 2020 VII. elaboration
VIII. deeping
December 31, 2020 Submission of
learning contract
(parents/guardian)

III. Values Integrated

• Knowledge
• Comprehension
• Analysis of data and Interpretation of facts
IV. Essential Ideas

Commonly used in the police service are memorandums which are inter-office
communications dealing with official matters. A memorandum is “a note to help the memory” the
message is reduced to the fewest possible words.

Memorandum may be general in application, requiring compliance. They may also for
information of a majority or all the offices and members of the police organization. They may be
limited application, such as those directed to, or requiring performance of an action by an
individual 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. A
routine MEMORANDUM resorts to the “bottom line” technique to enable police executives to
find out immediately whether or not a problem has been attended to.

1. From a chief of office to his subordinates, the tone is impersonal, i.e. “For guidance and strict
compliance.”

2. From a writer writing a memorandum to somebody of equal rank, the tone is casually personal,
i.e. “The undersigned noticed changes in…”

3. A subordinate police officer writing a memorandum to a higher police officer uses a more formal
tone, i.e., “For information and request acknowledgment.”

MEMORANDUM FOR: - is written above the addressee if sent to a superior officer.

MEMORANDUM TO: - is used if sent to subordinate officers by the chief or head.
POSITION AND PLACEMENT – it is typed on legal or custom-size bond paper. 8.5x13” (long)
Only one side of the sheet is used.

Parts of a Memorandum

• Heading – all materials above the first line of the body comprise the heading. These are the office
origin, address, file reference, identifying initials, date, subject, channels through which the letter
will pass, and addressee to whom the letter is being written.

• Letterhead – printed letterhead stationery is normally used for the first page. If not available, a
typed letterhead may be substituted.
Ex: Republic of the Philippines National Police Commission PHILIPPINE NATIONAL POLICE
SANTA ROSA POLICE STATION Santa Rosa, Nueva Ecija

• File Reference – it is otherwise called the office symbol. It is usually placed 2 spaces below the
letterhead. Each part of the reference is also used as identifying information on the second and
subsequent pages.
Ex: SRPS-IN

• Identifying Initials – refers to the initials of the originator and typist of the letter.
Ex: MLVFJR/ogs/600-3752.

• Addressee – the person to whom the memorandum is written. It is addressed to the chief or head
of an agency by his title. The letter is not addressed to the police office. The title is not abbreviated.
Ex: MEMORANDUM FOR: Provincial Director, NEPPO.

unless the correspondence pertains to an individual, the name of the individual is not used
in the address of a memorandum form. When it is necessary, however, to address correspondence
to an individual by name, his grade, first name, middle name, and last name are indicated in that
order. His badge number and branch of service may be shown, if it is known and considered
necessary for identification.
Example: MEMORANDUM FOR: SPO4 Juan Santos Cruz 031740 PNP

when the same letter is intended for several addressees, the entire address of each is placed
on a single line if possible.
Example: MEMORANDUM TO: Chief, PPHRDB/PIIB/POPB/PCRB/PFLB

• Attention Line – for faster routing, correspondence may be addressed to the individual or the
head of a subdivision or by the use of an office symbol.
Examples: 1. Addressed to the attention of an individual. MEMORANDUM TO: Chief of Police,
SRPS (Attn: SPO4 Juan S Cruz PNP) 2. Addressed to the attention of the head of office.
MEMORANDUM TO: Chief of Police, SRPS (Attn: Chief, Opns & Plans Sec)

Addressed to the attention of the head of a unit or command by the use of an office symbol.
MEMORANDUM TO: Chief of Police, SRPS (Attn: OPS) F. Sender or Originator – preceded by
the word “FROM” is written in block style, with open punctuation and normally placed below the
addressee.
Example: FROM: Chief of Police, SRPS

• Subject – the subject line should contain no more than 10 words. It starts 2 spaces below the
sender and 2 spaces to the right of the colon. When the subject extends to two lines, the second
line is blocked under the first letter of the first word of the subject.
Example: SUBJECT: SPECIAL REPORT RE HOMICIDE WITH RAPE TRANSPIRED AT
BRGY RIZAL THIS CITY.

• Date – this refer to the date of signature or the present date.

Example: DATE: July 3, 2004 3 July 2004

• Body – it is the message itself. This part is typed single-spaced, except when it is less than nine
lines, and no reply is expected, in which case it may be double-spaced. Double-spacing is always
used between paragraphs.

• Paragraphing – when a letter consists of only one paragraph, the paragraph is not numbered,
although its sub-paragraphs will be lettered, if there are two or more.

When there are two or more paragraphs, they are numbered consecutively. The first line of
a paragraph is indented five bar spaces. The succeeding lines begin on the left margin. There must
be at least two sub-paragraphs.

For example, if there is (1), there is (2) The first line is indented so that the designating
letters appear directly under the first letter of the first word in the main paragraph. The second and
succeeding lines of these sub-paragraphs begin on the left margin.
• Abbreviations – a memorandum allows abbreviations which are generally allowed in the police
service. They are usually written without spacing or periods, except geographical locations. If
the full name is used, the abbreviated rank is permissible
Ex: PCHF SUPT PAUL HECTOR G NATALIO If family name only, the rank is spelled out Ex:
POLICE CHIEF SUPERINTENDENT CRUZ

• References – references to publications must be specific and fully implemented. References are
not be made to a publication or document which is not available to the addressees of the
correspondence. Example: Reference: Special Report this station dated December 15, 2003 re
Homicide with Rape transpired at Brgy Bonifacio, Cabanatuan City.

• Page Numbering – the first page should not be numbered. Subsequent pages, including those on
which endorsements are prepared are numbered consecutively, beginning with the second page as
2. the page number is centered 1 inch from the bottom of the page. The number should stand by
itself and should not be set off by dashes, parentheses, or some other punctuation.

• Dividing a Paragraph – three or fewer lines should not be divided between pages. at least two
lines of a divided paragraph should appear on each page. in dividing a sentence between pages, at
least two words should appear on each page. a word should not be divided between two pages. the
complimentary ending should not appear alone on a page without part of a body or text.

when the space below the text is not sufficient for the close, at least two lines of the last
paragraph may be placed on the last page together with the complimentary ending. ҉ on the second
and succeeding pages, the file reference and subject should be typed, beginning on the left margin,
1.25 inches from the top edge of the page. The text is continued on the second line below the
identification line.

• Complimentary Ending – this refers to the materials found below the last paragraph of the body.
It consists of the authority line if used, signature, list of enclosures and list of copies being
furnished.

A. Authority Line – it should be shown when the correspondence is signed for the chief or head of
an agency or office by an individual authorized to do so. This reflects the fact that the
communication is an expression of the will of the chief himself.

The authority line begins on the second line below the last paragraph directly under the
first word of the preceding main paragraph. It is typed in capital letters, without abbreviations. A
staff officer may sign under the authority line only when authorized to do so.
Examples: 1. If signing for a chief or head of an office and addressed to members under him, BY
AUTHORITY OF POLICE SUPERINTENDENT DAAN: EFRENILO FAJARDO RESTUA
Police Inspector Deputy Chief of Police

If not addressed to a member under him, FOR THE CHIEF OF POLICE: EFRENILO
FAJARDO RESTUA Police Inspector Deputy Chief of Police
B. Signature – it contains the name of the officer, usually his first name, middle initial and last
name, signed in black or blue-black ink, never blue or any other color; the name being typed,
stamped or printed, all in capital letters, identical with the written name, the officer’s rank or
service and title designation. if the concerned chief or head of office personally signed the
memorandum, his title or designation may not be included anymore.

C. Enclosures - are supplementary documents which are sent with the communication to provide
additional information. when the letter has one or more enclosures, this fact is entered on the left
side of the page in the following manner: Example: Enclosures: 1- Crime Scene Sketch 2- Pictures
of Crime Scene

D. Copy Furnished to other Offices – a notation concerning copy furnished should be typed
immediately under, and separated by at least one line from the listing of enclosure, if any. Example:
Copy Furnished: RD, PRO’s D, NSU’s
Endorsement

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

those in uniform, a basic communication may not just a letter; it can be a message; it can be a
memorandum from a higher police office. It is a communication within a communication. It
becomes an integral part of the correspondence to which it is appended. It shows all facts relative
to a definite case stated in the forwarding correspondence. Regarding the content, an endorsement
meant to furnish information, comment or recommendation.
vi. Assessment
Refer to Worksheet 8
Topic 5: RECORDS MANAGEMENT AND FILING SYSTEM OF REPORTS

Intended Learning Outcomes:

1. Discuss the nature of police records, its purposes, functions, and importance.
2. Identify the types of police records.
3. Discuss police records management.
4. Explain how reports are supervised.
5. Discuss the duties record personnel.
6. Identify the decimal system of reports.
7. Follow standard police record procedures and filing system.
8. Explain the Philippine national police uniform crime periodic reporting.

II. Timeframe: (online/flipped & blended learning) class schedule:

Date and time Topic synchronous Asynchronous

January 2, 2020 Learning contract Synchronous Class
Meeting
IV. assessment: my using Messenger
learning journal Application
(existing chat room
for 3rd year students).

V. Learning episodes
(online)
January 3, 2020 Crimes against Self-study,
property. activity making

VI. processing of
understanding
January 4, 2020 VII. elaboration
VIII. deeping
January 7, 2020 Submission of
learning contract
(parents/guardian)

III. Values Integrated

• Knowledge
• Critical thinking
• Data Analysis
• Quality Education
IV. Essential Ideas
vi. Assessment
Refer to Worksheet 9 and 10