CDI 5: TECHNICAL ENGLISH 1(TECHNICAL REPORT WRITING AND PRESENTATION)

MODULE 8: MEMORANDUM WRITING

MEMORANDUM
Common practices of inter office communication in the police service is the memorandum. Interpreted
the simplest way, a memorandum is "a note to help the memory."
A memorandum may be general in application, requiring compliance by, or information of a majority of
all the officers and members of the police organization. It may be also of limited application, such as
those directed to, or requiring performance of an action by an individual or group of individuals 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. Routine MEMORANDUM is presently resorting to a "bottom line" technique to enable the
police executives to know right away what had been done about the problem at hand.
 
A. Tones of Memorandum
There is no strict rule governing the tone of memorandum. However, it is usually noted that the tone
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 somebody of equal rank, the tone is casually personal, i.e., "The undersigned noticed 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 acknowledge."
 
In other line agencies of the government similar with police offices, using FOR and TO has been done.
The "MEMORANDUM FOR:" is written above the addressee if sent to a superior officer; the
"MEMORANDUM TO:" if sent to subordinate officer or to same rank and position. Police organization
adopts memoranda in the following general usage: to inform; to answer; to record a significant event;
special reports; basic transmittals, and for some other purposes.
 
B. Parts of a Memorandum
1. The Heading: All the materials above the first line of the body comprise the heading. All these are
the file reference or office symbol, address to whom the letter is being sent, channel through which the
letter will pass, addressor, subject and date.
a. Letterhead:
Printed Letterhead stationery is normally used for the first page. If not available, a typed letterhead may
be used, Each Office has its own letterhead. In offices where more than one kind of letterhead is used,
the nature of the letter will determine which letterhead is proper. The top edge of the letterhead is
normally placed inch or on the fifth line below the top edge or the paper.
Example:
Republic of the Philippines
Department of the Interior and Local Government
Philippine Public Safety College
NATIONAL FORENSIC SCIENCE TRAINING INSTITUTE
Fort Bonifacio, Taguig City
Tel No. 8812722 (loc 112)
 

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CDI 5: TECHNICAL ENGLISH 1(TECHNICAL REPORT WRITING AND PRESENTATION)
MODULE 8: MEMORANDUM WRITING

b. File Reference or Office Symbol:

It is placed at the left margin, usually two (2) spaces below the letterhead. Each part of the reference
has a meaning. File references are also used as identifying information on the second and subsequent
pages.
 
Example:                      NFSTI-Admin
c. Addressee:
The title of the addressee is entered after the "MEMORANDUM FOR", If sent to superior office,
"MEMORANDUM TO" if sent to subordinates. It should be written on block style with open punctuation
and normally placed in two (2) spaces after the file reference.
 
Example:
MEMORANDUM:
FOR The Director., HSS
MEMORANDUM:
TO The Director, CIDG

d. Addressor
The title of the addressor (sender) is entered after "FROM" "FROM" Authorized abbreviations are
Used. 
Example   FROM             : The Director, HSS e.
e. Channels:
Correspondence can be routed THRU channels, through a lower Chief or Supervisor expected to
exercise control, taken action or to be concerned and normally placed two (2) spaces after the
addressee.
Examples                                  
THRU: DCA _______________
 DCO _____________________
TCDS ____________________
f. Attention Address:
To speed routing, correspondence may be addressed to the attention of an individual or head of a
subdivision of an agency, or an office, either by reference to the name of the subdivision or by the use
of an office symbol. The name will be used only when there is a special reason for calling the letter to
the attention of the individual known to handle the type of correspondence concerned and when it is
known that he/she will at the place addressed.
Example: Addressed to the Attention of an Individual.
MEMORANDUM:
TO        :Regional Director, PRO CALABARZON
             Camp Vicente Lim, Canlubang, Laguna

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CDI 5: TECHNICAL ENGLISH 1(TECHNICAL REPORT WRITING AND PRESENTATION)
MODULE 8: MEMORANDUM WRITING

             Attn: PSINSP JUAN B DELA CRUZ

             Addressed to the Attention of the Head of Office
MEMORANDUM:
TO        :Regional Director, PRO CALABARZON
             Camp Vicente Lim, Canlubang. Laguna
             Attn: ADPCR
 
g. Subject
The subject line gives the reader an idea of what the memo is about. The subject line should contain
not exceeding ten (10) words. It states two (2) spaces below the addressor. Title capitalization rules
may be used. This means capital letter for the first letter and other important words, and small letters for
the unimportant ones. When the subject extends to two (2) lines. The second line is blocked under the
first letter of the first word in the subject.
 
Example:                                  
SUBJECT: Request for Optional Retirement of
                  PSINSP JUAN B DELA CRUZ
h. Date:
This refers to the date of signature and it is placed at the left portion of the page on the last line below
the subject. The day and year are numerals and the month may be spelled out or abbreviated. If the
month is abbreviated, the year may be shortened too.
 
Example:                                  DATE:  March 15, 2008
 
2. The Body
           
The body of the letter is the message itself. It is the substance of the typed letter as distinct from the
formal beginning and ending. This part of the letter is single- spaced. The use of the third person, such
as "the undersigned", "this unit or "this office", is prescribed to achieve objectivity.
 
a. Paragraphing:
When a letter consists of only one paragraph, the paragraph will not be numbered, although its sub-
paragraph will be lettered, if there are two or more. When there are two (2) or more paragraphs, they
will be numbered
Numbered consecutively. The second succeeding lines will begin at the left margin.
Example:
1.XXXXXXXXXXXXXXXxxxxxxxxxxxxxxxxxxxXXXXoxxxxXXXXXKXXXXXXXXXXXxxxx
XXXXXXXXXXX.
 
a. Xxx XXXxXXXXXXXXXX

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CDI 5: TECHNICAL ENGLISH 1(TECHNICAL REPORT WRITING AND PRESENTATION)
MODULE 8: MEMORANDUM WRITING

b. xxoXXXXXXXXXXXX
 
b. Abbreviations:
This kind of communication allows abbreviations which are generally accepted in the police service.
They are usually written without spacing or periods, except geographical locations which can be written
with or
without periods. If the full name is used, the abbreviated rank is permissible, if family name only, the
rank is spelled out. However, good practice tells the writer to use abbreviations sparingly. But definitely,
abbreviations are not used in correspondence going outside the Philippine National Police.
Examples:                                
PDIR - stands for Police Director
PCSUPT - for Police Chief Superintendent
PSINSP - for Police Senior inspector
Memo - for Memorandum
 
c. References:
References to publications must be specific and fully identified. References will not be made to a
publication or document which is not available to the addressees of the available correspondence.
References to correspondence will include the type of correspondence, file reference., office origin,
date and subject.
Example: 1, Reference: Memo from the Director. NFSTI dated August 2, 2007, subject as stated above.
 
d. Page Numbering:
The first page should not be numbered (silent pagination). Subsequent pages, including those on which
endorsements are prepared, Will be numbered consecutively, beginning with the second page as 2.
Page number will be centered 1 inch from the bottom of the page. The number will stand by itself; it will
not be set off by dashes, parenthesis or other punctuations.
Example:                                                                      2
 
e. Dividing Paragraph:
Three (3) or fewer lines will not be divided between pages. At least two (2) lines of a divided paragraph
will appear on each page. In dividing a sentence between pages, at least two (2) words will appear on
each page. The complimentary ending will not appear alone on a page without a part of a body or text.
When the space below the text is not sufficient for the close, at least two (2) lines of the paragraph or
sub-paragraph which in its entirely consists of only one (1) line may be placed on the last page together
with the complimentary ending. On the second and each succeeding page, the file reference and
subject will be typed, beginning at the left margin 1 ½ % inches from the top edge of the page. The date
will be placed so that it ends at the right margin. The text will be continued on the second line below the
right margin below identification line.
Example:
NFSI-Admin. Request for Optional Retirement of PSINSP JUAN  B DELA CRUZ dated August 2, 2007.
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CDI 5: TECHNICAL ENGLISH 1(TECHNICAL REPORT WRITING AND PRESENTATION)
MODULE 8: MEMORANDUM WRITING

 
3. Complementary ending:
Like in business letter, there is also a closing portion in this type of Communication. This refers to the
material found below in at the last paragraph of the body. It consists of the Authority Line (if used),
signature, list of enclosures and list of copies.
 
A. Authority - An authority line will be shown when the correspondence is signed to the chief or head
of office by an individual authorized to do so. This reflects the fact that the communication is an
expression of the will of the chief or head of office. The authority line will begin on the second line below
the last paragraph directly under the first letter of the first word of the preceding main paragraph. It is
typed in capital letter without abbreviations.
Example:                     
For guidance and compliance.
BY ORDER OF THE DIRECTOR, NFSTI:
 
B. Signature -The signature contains the name of the officer, signed in ink (black or blue-black, never
blue or any other color); the name being typed, stamped or printed in capital letters identical with the
written name, the officer's rank or service and title or designation.
 
Example
MARLENE M SALANGAD, Ph.D.
Police Senior Superintendent
Director, NFSTI
FOR:                DEMETRIO V MANAHAN
Police Chief Inspector
Deputy Director, NFST
 
C. Enclosure - Enclosures are Supplementary documents which are sent with communications to
provide additional information. When a letter has one or more enclosures, this fact is entered at the left
side of the page.
Example: incls:
1-Memo from
2- Memo from
3- Memo from