Chapter 4 - Memorandum And Endorsement Letter

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TECHNICAL ENGLISH 1 (Investigative Report Writing and Presentation) CHAPTER IV Memorandum and Endorsement Letter

At the end of this module, the learner should be able to:

▪ ▪

Express the preparation, and effective Memorandum Construct an outline for memorandum Report

TONES OF MEMORANDUM There is no strict rule governing the tone of memorandum. However, the tone usually differs in accordance with the person or persons reading it. From a chief of office to his subordinates, the tone is impersonal, i.e., “for guidance and strict compliance.” From a writer sending a memorandum to someday of equal rank, the tone is casually personal, i.e., “The undersigned notice 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 acknowledgement.” In other government agencies similar to police offices, using FOR and TO is commonly practiced. The “MEMORANDUM FOR:” is used if sent to a superior officer; the “MEMORANDUM TO:” is used if sent to subordinate officers. Police organization adopt memorandums in the following general usage: to inform; to answer; to record a significant event; for special reports; basic transmittal, etc.

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TECHNICAL ENGLISH 1 (Investigative Report Writing and Presentation)

POSITION AND PLACEMENT The memorandum is typed on legal or custom-sized bond paper. Only one side of the sheet is used. Ordinarily, three copies are prepared. One copy accompanies the original, the other copy is kept for filing. An exception to the rule occurs when a letter is sent from an office not authorized to keep records, in which case both copies accompany the original, one for the recipient and the other for the first office of record. Another exception occurs when copies are furnished to individual organizations. When they arise, instructions are obtained from the chief or supervisor. The heading including the addressee appears on the upper third of the sheet, so that the paper is folded, the address can be seen through the envelope windows. If the letter has a single addressee, about five blank spaces between the first line of the body of the letter are needed. The rule of placement is followed even if a window envelope is not used. The body of the letter is placed on the lower twothirds of the sheet. It is followed by the complimentary ending. PARTS OF MEMORANDUM 1. Heading All the materials above the first line of the body comprise the heading. These are 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. 1) Letterhead Example: Republic of the Philippines National Police Commission PHILIPPINE NATIONAL POLICE SANTA ROSA POLICE STATION Santa Rosa, Nueva Ecija

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TECHNICAL ENGLISH 1 (Investigative Report Writing and Presentation) 2) File Reference It is called the office symbol. A file reference is placed on the first margin, usually two spaces below the letter head. It varies according to the individual item of correspondence. Each part of the reference is also used as identifying information on the second and subsequent pages. Example: CCPS-IN 3) Identifying Initials Some offices place the surname or the initials of the originator and typist of the letter. Example: MLVFRJR/ogs/600-3752 4) Addressee The addressee preceded by “MEMORANDUM FOR” or “MEMORANDUM TO” is written in block style, with open punctuation, and is normally placed before the file reference. Example: MEMORANDUM FOR: Provincial Director, NEPPO Example: MEMORANDUM FOR: SP04 Juan Santos Crus 031740 PNP 5) In Turn Addressee When letters are routed to several addressees, the entire address of each office is placed on a single line as much as possible. Example: MEMORANDUM TO: Chief, PPHRDB/PIIB/POPB/PCRB/PFLB Example: MEMORANDUM TO: Provincial Directors, BPPO/NEPPO 6) Attention Line For faster routing, correspondence maybe addressed to the individual or the head of a subdivision or by the use of an office symbol. The name is used only when there is a special reason for calling the attention of the individual Page 3 of 9

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TECHNICAL ENGLISH 1 (Investigative Report Writing and Presentation) known to handle the type of correspondence concerned, and when it is known that he will be at the address. Examples: a. Addressed to the attention of an individual. MEMORANDUM TO: Chief of Police, SRPS (Attn: SP04 Juan S. Cruz PNP) b. Addressed to the attention of the head of office. MEMORANDUM TO: Chief of Police, SRPS (Attn: Chief, Opns & Plans Sec) c. Addressed to the attention of the head of a unit or command by the use of an office symbol. MEMRANDUM TO: Chief of Police, SPRPS (Attn: OPS) 7) Sender or Originator The 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 8) Subject The subject line should contain no 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 TRANSPIRED AT BRGY RIZAL THIS CITY 9) Date The date is placed below the subject. Example: DATE: June 1, 2020

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TECHNICAL ENGLISH 1 (Investigative Report Writing and Presentation) 2. Body The body of the letter is the message itself. It is the substance of the typed letter as distinguished from the beginning and ending. 1) Paragraphing 2) Abbreviations 3) References Example: Special Report this station dated June 1, 2020 re Homicide with Rape at Brgy Bonifacio, Cabanatuan City. 4) Page Numbering 5) Dividing a Paragraph 3. Complimentary Ending 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 copies being furnished. 1) Authority Line Examples: (1) If signing for a chief or head of office and addressed to members under him. BY AUTHORITY OF POLICE SUPERINTENDENT GUIBONG: EFRENILO FAJARDO RESTUA Police Inspector Deputy Chief of Police (2) If not addressed to a member under him. FOR THE CHIEF OF POLICE: EFRENILO FAJARDO RESTUA Police Inspector Deputy Chief of Police Note: A staff may sign under authority line only when authorized to do so. 2) Signature Example: PETER DULNUAN GUIBONNG Police Superintendent

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TECHNICAL ENGLISH 1 (Investigative Report Writing and Presentation) Example: PETER DULNUAN GUIBONNG Police Superintendent FOR EFRENILO FAJARDO RESTUA Police Inspector Deputy Chief of Police 3) Enclosures Enclosures are supplementary documents which are sent with the communication to provide additional information. Example: Enclosures: 1 - Crime Scene Sketch 2 - Pictures of Crime Scene Example: Original

Duplicate

Triplicate

1 2 3 Encl 3 Encl 3 Encl 3 Example: Additional to enclosures listed in para 1. 4 Encls: Added 1 Encl GO 749 Withdrawal of enclosures listed in para 1. 2 Encls: Wd Encl – 2 and 3 Withdrawal of carbon copy only from above enclosures. 2 Encls Dupl copy Encl 2/Wd No change in the number of enclosures or copies. 3 Encls Page 6 of 9

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TECHNICAL ENGLISH 1 (Investigative Report Writing and Presentation) n/c withdrawal of all enclosures. Wd all encls 4) Copy Furnished Other Offices Example: Copy Furnished: RD, PROs D, NSUs

Additional copies RECORDS OF INTERMEDIATE RECIPIENT All intermediate recipients of a communication should make a record of such communication only when an office of record is inaccessible and when the retention of a brief current record of the communication is necessary. Such record shall show only the minimum requisites information. Except in unusual circumstances, no copy of the letter itself will be made. Notation for record purposes of secret materials should be such that the content of the letter is safeguarded. SPECIAL HANDLING Correspondence sometimes requires special handling. When it is necessary, words such as “Air Mail,” “Special Delivery,” etc., are stamped, or typed on the center of the top and bottom of the first page.

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TECHNICAL ENGLISH 1 (Investigative Report Writing and Presentation)

ASSEMBLING Outgoing letters are relevant papers should be arranged from top to bottom and fastened with paper clips, as follows: Outgoing letter on top. Copy of outgoing letter, if any. Enclosures and copies, in numerical sequence. Information copies of outgoing letter, if enclosures, when applicable.

any,

with

The file copy and relevant papers should be arranged from top to bottom as follows: 1) File copy of outgoing letter on top. If consisting of more than one-page, last page on top. 2) Correspondence, or synopsis to which reply has been, made, if any. 3) Copies of enclosures, if any, in numerical sequence. ENDORSEMENT An endorsement letter is a reply or a forwarding statement usually added to a letter; -An endorsement recommendation;

is

meant

to

furnish

information,

comment,

or

-The use of the third person, such as: “the writer”, “the undersigned”, “this unit”, or “this office” is prescribed to achieve objectivity; -This is not a personal matter; it is an official one wherein the sender acts on a particular problem in behalf of their agency he belongs to. -Endorsements are numbered consecutively, starting with 1st. A civilian endorsement is typed below the sender’s address, or heading, or letterhead, and above the dateline, which is also above the text. Hence, a communication being endorsed to a superior office shall use “Respectfully forwarded”, or “Respectfully submitted”, and never “……. referred”, or “……. transmitted”.

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If sent to an office of equal rank, it is “Respectfully transmitted”; to subordinate units, “Respectfully referred”. Correspondence returned to an office where it originated or where it has been recorded use “Respectfully returned” regardless of the rank of the office concerned. Starting with the word “Respectfully”, whether submitted, forwarded, transmitted, referred, or returned, the text which is usually composed of one paragraph should be brief, accurate, clear, and definitely following grammar rules.

References: Basic Police Report Writing By Oscar Gatchalian Soriano BSCrim, MSBA, MACrim, PhDCrim

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