2. Civilian
A civilian refers to a person who is not a member of the armed forces.
The police belongs to the armed forces, though in character, the police organization
is para-military.
3. Letter
This refers to a message in writing, which may be in any language or in a code,
contained in a sealed or unsealed envelope or not in an envelope at all intended for
delivery to a person or entity displayed legibly on one of its faces.
4. Civilian letter is used when communicating with the president of the country, cabinet
members, local officials and business personalities; or outside the organization. Its
paragraphing is not numbered, not unless in tabulation and enumeration.
Civilian Letter
5. Basic Parts of the Civilian Letter
1. Heading- the first part of the letterhead containing the letterhead and the dateline.
Letterhead- typed or printed on the upper center of the paper comprising the name of
the police office or unit, address, telephone number, ZIP code, or the office seal or
slogan are sometimes included.
Dateline- written few spaces below the letterhead signifying the date when the letter is
written.
7. Basic Parts of the Civilian Letter
2. Inside Address- occupies at least 3 lines and not less. First line should contain the
name of the addressee, position and designation. If the name is too long, the
position/designation may appear below the name. Second line contains the name of
the agency or company of the addressee. Third line contains the address of the
agency or company.
8. Basic Parts of the Civilian Letter
3. Salutation- This refers to the greetings and this could either be formal, informal,
cordial, or personal.
9. Basic Parts of the Civilian Letter
4. Body of the letter- considered as the “body and soul” of the entire letter because it
contains the message of the writer. This is written two spaces below the salutation,
comprising 2 or more paragraphs. The first paragraph contains the statement and
purpose of the letter. Second paragraph contains the detailed explanation of the
letter.
10. Basic Parts of the Civilian Letter
5. Complimentary Close- This is a word that closes the letter. The tone in the
complimentary close should match the salutation.
11. Basic Parts of the Civilian Letter
6. Signature block- comprises the name of the writer of the letter, or in some
instances, the name of the company.
12. Special Parts of a Civilian Letter
1. File reference- optional part of a civilian letter. This is used depending upon the
directive of the chief or head of office, and is written at the left margin two spaces
below the letterhead.
2. Attention Line- This may be written before or after the salutation and it is centered.
This is used when the letters addressed to an office or company but the sender of
the letter wants a specific person to read it.
13. Special Parts of a Civilian Letter
3. Subject line- written after the salutation and is properly centered. This informs the
reader about the subject or what the letter is about.
4. Reference initials- for administrative purposes, the initials of the signatory,
secretary, or encoder may be included. These initials appear at the left side of the
paper two spaces below the writer’s identification, however these are aligned with
the left margin of the letter.
14. Special Parts of a Civilian Letter
5. Enclosure- this is placed directly below the initials. This signifies that in the same
envelope with the letter something is included. The number of enclosures, the
specific kinds of materials enclosed, or the word a/s (as stated) are the information
to be included in the enclosure.
6. Carbon Copy Notation- this is written below the initials followed by the name of the
person who will receive the carbon copies. “Cc” is written if carbon copies of the
letter are to be sent to other parties aside from the reader.
15. Special Parts of a Civilian Letter
7. Post script- written 2 spaces below the last line of the reference initials. This is
intended to attract attention as well as to emphasize as in a scales gimmick. The
letters “P.S.” precedes the postscript.
16. Forms of Civilian Letters
Full-blocked style
Semi-blocked style (modified block style)
Indented style
20. Rule on Margin and Spacing of Civilian
Letters
Whether a letter is handwritten or computerized, left margins should always be straight
For computerized letter, justify the page to avoid a ragged appearance.
Margin should increase for short letters to accommodate the content in the middle of the
page
21. Rule on Margin and Spacing of Civilian
Letters
Double spacing should be used for an average letter of 100-150 words
Single spacing should be used for 200-300 words.
Use the same margins for letters with second page
The top margin of the continuation page should be one inch, typing the first line
on the 7th line
22. Types of Civilian Letter
1. Application Letter- the main purpose of this is to persuade the prospective employer that the
applicant is an outstanding candidate to be called for an interview.
Solicited application- is written based from an advertisement coming from a
newspaper, radio, television, or internet. This may include the following information:
Attention Getter, the position you seek, how you learned about it, your qualifications,
how can you help in the growth of the company or organization, request for an interview
Unsolicited application- This is not based from an advertisement. This format is used
when one is inquiring about a job in a firm or company, but he is not sure if such
particular position is advertised or available. In this situation, the job applied for should
still be indicated.
23. Types of Civilian Letter
2. Resume- is a record of the personal information, educational background, and work
experiences of a person applying for a job. This accompanies the application letter or cover
letter, and this reflects the professionalism of the applicant.
Types:
1. Chronological Resume- is a structured resume in reference to the position
applied for, the applicant’s educational background, work experiences,
qualifications, and references. These are listed starting from the most recent.
This type is more often used by applicants looking for work in a specific field.
2. Functional Resume- this type of resume gives emphasis on the person’s skills
and abilities. This is used for those applicants who have gaps in their work
experiences or have “mixed bag” work history, and for those who are reentering
the workforce because of frequently changed jobs.
24. Types of Civilian Letter
3.Letter of invitation- The letter is an invitation for the presence of a person, with the main
purpose of inviting him to a particular event, or celebration. This is also to ensure that the
invited guest is going to attend. The present and future tenses are used. The present tense
gives information about the said event, and the future tense assures that the invited person will
attend.
4. Letter of Inquiry- This is a letter seeking information about people, services, products,
catalogues, prices, and policies. The following should be stated in the letter: purpose of the
inquiry, the questions the writer wants to ask, and the reasons for inquiring.
25. Types of Civilian Letter
5. Letter of reply- this letter is an answer or the reply of an inquiry about anything. This is also a
means for the writer to express his appreciation on the interest of the sender about his queries
on a particular goods, merchandise, or service. The details of the information requested, and
other necessary information and enclosures are included.
6. Letter of Order- written to place an order. This is also known as PO or Purchase Order which
aims to provide a detailed instruction in an order. This includes the following necessary
information about the goods being ordered: complete description, quality, catalogue number,
brand, size, price, color, and other relevant data. Other information are also included such as:
complete name and address, time of shipment, manner of shipment, and mode of payment.
26. Types of Civilian Letter
7. Letter of Complaint- this letter is written regarding grievances about goods or services. This
explains the circumstances and details of the complaints, with corresponding suggestions for
possible solution.
8. Letter of Adjustment- written in response to the complaint letter that has been received from
an individual person or business. The main purpose of this letter is to resolve the stated
grievances.
