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MEMORANDUM – it means “a note to help
the memory”; an inter-office communication
dealing with official matters which is
commonly used in police service.
TONES OF THE MEMORANDUM – There is no
strict rule governing the tone of a
memorandum. However, the tone usually
differs in accordance with the person/s
reading it.
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
1. 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.
A. 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
B. 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
C. 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
E. 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)
3. 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
G. 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
H. Date – this refers to the date of signature or the
present date.
Example: DATE: July 3, 2004
3 July 2004
2. 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.
1. 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.
2. 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
3. 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.
4. 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.
5. 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.
3. 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
2. 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

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The Memorandum Format.pptx

  • 1. MEMORANDUM – it means “a note to help the memory”; an inter-office communication dealing with official matters which is commonly used in police service. TONES OF THE MEMORANDUM – There is no strict rule governing the tone of a memorandum. However, the tone usually differs in accordance with the person/s reading it. 1. From a chief of office to his subordinates, the tone is impersonal, i.e. “For guidance and strict compliance.”
  • 2. 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.”
  • 3. 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.
  • 4. Parts of a Memorandum 1. 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.
  • 5. A. 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
  • 6. B. 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
  • 7. C. 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
  • 8. 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
  • 9. 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 E. 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.
  • 10. 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)
  • 11. 3. 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
  • 12. G. 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 H. Date – this refers to the date of signature or the present date. Example: DATE: July 3, 2004 3 July 2004
  • 13. 2. 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. 1. 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.
  • 14. 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.
  • 15. 2. 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
  • 16. 3. 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.
  • 17. 4. 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.
  • 18. 5. 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.
  • 19. ҉ 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.
  • 20. 3. 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.
  • 21. 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.
  • 22. 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
  • 23. 2. If not addressed to a member under him, FOR THE CHIEF OF POLICE: EFRENILO FAJARDO RESTUA Police Inspector Deputy Chief of Police
  • 24. 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.
  • 25. 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
  • 26. 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