Module 2.1. Police Correspondence Final

Module 2.1. Police Correspondence

POLICE CORRESPONDENCE

Course: POBC TOT

Module 2.1. Police Correspondence

Lesson goal: This lesson aims to provide the participants the knowledge and skills on how to prepare a correct police communication by using pointers and standard format.

Course: POBC TOT

Module 2.1. Police Correspondence

Lesson OBJECTIVES:  Define the 4 terms given during the lesson;  Give the tips for appropriate report writing;  Categorize the pointers in preparing an effective police communications;  Identify the format for date and time; and  Illustrate the format of memorandum.

Course: POBC TOT

Module 2.1. Police Correspondence

What is police correspondence?

Course: POBC TOT

Module 2.1. Police Correspondence

Police Correspondence

Exchanging of communication between and/or among the different offices in PNP.

Course: POBC TOT

Module 2.1. Police Correspondence

What is communication?

Course: POBC TOT

Module 2.1. Police Correspondence

Communication is one of the most essential aspect of conveying information inside and outside the police organization.

Course: POBC TOT

Module 2.1. Police Correspondence

Writing Writing is the process of defining what we mean to say accurately and without ambiguity.

Report A report is designed to fulfill a need to tell and need to know.

Course: POBC TOT

Module 2.1. Police Correspondence

TIPS FOR APPROPRIATE REPORT WRITING

    Course: POBC TOT

Functional Informative Factual Efficient

Module 2.1. Police Correspondence

POINTERS IN PREPARING POLICE COMMUNICATIONS 1. Observe Parallelism; 2. 3. 4. 5. 6.

Course: POBC TOT

Work for Brevity; Work for Clarity; Maintain Consistency; Work for Coherence; and Work for Accurateness.

Module 2.1. Police Correspondence

POINTERS IN PREPARING POLICE COMMUNICATIONS 1. Observe Parallelism Agreement in direction, tendency or character.

Course: POBC TOT

Module 2.1. Police Correspondence

Example:

1. The PNP shall enforce the law, prevent and control crimes and maintain peace and order.

2. The PNP shall enforce the law, to prevent and control crimes and to maintain peace and order.

Course: POBC TOT

Module 2.1. Police Correspondence

2. Work for Brevity  KISS  A memo is 1-2 pages long  Clarity vs Brevity  Avoid padded phrases

Course: POBC TOT

Module 2.1. Police Correspondence

Examples:

• • •

WORDY at a period of time due to the fact that in compliance with your request

Course: POBC TOT

• • •

BRIEF When because as requested

Module 2.1. Police Correspondence

3. Work for Clarity Clearness or lucidity as to perception or understanding.  “Say what you mean and mean what you say”  Avoid impressive expressions  Define terms  Spell-out abbreviations  Use standard acronyms, spellings and terms

Course: POBC TOT

Module 2.1. Police Correspondence

BIG WORDS  magnitude  accumulate  acquaint

Course: POBC TOT

SIMPLE WORDS  size  gather  tell

Module 2.1. Police Correspondence

4. Maintain Consistency Agreement, harmony or compatibility    

Consistency in Tense Consistency in Number Consistency in Subject Consistency in language

Course: POBC TOT

Module 2.1. Police Correspondence

Example: American English vs. British English a. Defense vs Defence b. Elevator vs Lift c. Truck vs Lorry d. Program vs Programme e. Motorcycle vs Motorbike f. Sidewalk vs Pavement

Course: POBC TOT

Module 2.1. Police Correspondence

5. Work for Coherence Logical interconnection;  Words should stick together  Sentences must be related  Paragraphs must stick together

Note: Memo treats one subject matter at a time

Course: POBC TOT

Module 2.1. Police Correspondence

6. Work for Accurateness      

Course: POBC TOT

5Ws and 1H; Check data; Research, research, research!; Consult dictionary and other materials; Consult the internet; and Consult knowledgeable people.

Module 2.1. Police Correspondence

COMMON WORDS USED IN POLICE COMMUNICATIONS     

Expedite Facilitate ASAP Disseminate Coordinate

Course: POBC TOT

Confidential  Restricted  For your eyes only  Assembly time  ETD

Module 2.1. Police Correspondence

 Comply with/Compliance  NLT  Target date  Rush

Course: POBC TOT

   

Account Rationalize Integrate Operationalize

Module 2.1. Police Correspondence

DATE AND TIME FORMAT DATE - use either of the 2 formats: 30 September 2015 or September 30, 2015

TIME - AM/PM type or 24-hour format. 3:00AM/PM or 1500

Course: POBC TOT

Module 2.1. Police Correspondence

The accepted format is without “H”. 301430 September 2015

Common format: September 30, 2015 at 2:30 PM or 30 September 2015 at 1430

Course: POBC TOT

Module 2.1. Police Correspondence

Make learning a daily task until you shall have mastered the essentials of police communications.

Write, rewrite, edit and rewrite until you are satisfied with your product!

Course: POBC TOT