Guidelines on the Standard Preparation of Communications

PNPMC 2019-013

I-Common Definitions PNP Communications

A. Command Memorandum Circular (CMC)

 temporary in nature;
 covers a specific duration;
 activity, event, and/or project based;
 numbered consecutively by calendar year;
 issuing authority is the CG; D-Staff; D, NSUs;
 approving authority is the CPNP; and
 control number is issued by the DO.

B. Memorandum Circular (MC)

 with continuing effect unless rescinded/amended;
 numbered consecutively by calendar year;
 issuing authority is CG; D-Staff; RD, PROs; D, NSUs;
 approving authority is the CPNP; and
 control number issued by the DHRDD via Command Library.

C. Copy Furnished
 formerly carbon copy;
 to provide an exact copy of the document for the information of target
recipients;
 enumerated at the bottom left portion; and
 listed by rank from highest to lowest.

D. Distribution
 intended for more than one recipient for action;
 enumerated at the bottom left portion; and
 listed by rank from highest to lowest.

E. REGULAR Communications
 do not fall under the parameters of RUSH/PRIORITY; and
 processed on first come, first served basis

F. PRIORITY Communications
 with a set deadline for immediate action to be complied within 72 hours; and

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  expressed guidance from the President, SILG, and other competent
authorities.

G. RUSH Communications
 with a set deadline for immediate action to be complied within 24 hours; and
 expressed guidance from the President, SILG, and other competent
authorities.

II-General Guidelines
A. Bond Paper
 (except legal documents) memoranda white A4 sized bond paper (80 grams
per square meter [GSM])
 letters shall be printed in ivory colored A4 sized laid paper (90 GSM)
B. Font, Size, Numbers & Margins
 ARIAL Font, Size 12
 Arabic Numbers (1, 2, 3)
 margins (left, right, top and bottom) 1” measured from the sides/edges of the
paper.
C. Additional titles in the signatories
 be it prefix or suffix not included in the registered name of the personnel
in the Philippine Statistics Authority shall no longer be permitted.
D. Except for the usage of comma
 between the surname and qualifier, there shall be no period for the rank
abbreviations, middle initials, and names of PNP offices/units
PBGEN JESUS D CAMBAY, JR
Camp BGen Rafael T Crame
E. There are two ways of writing the names of PNP personnel as signatories:
 Three lines:
OSCAR D ALBAYALDE
Police General
Chief, PNP
 Two lines in correspondence:
PGEN OSCAR D ALBAYALDE
Chief, PNP
F. Abbreviated in communications
PLTGEN CASCOLAN PBGEN CAMBAY, JR
G. Retirees may use the new ranks : (Implementing Rules and Regulation of RA 11200 dated
March 24, 2019)
PGEN RONALD M DELA ROSA (Ret)
H. How to write Chief, PNP in communications:(Memorandum from TCDS dated March 21,
2019 with subject: Standard Use of CPNP on All Memoranda)
CPNP

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I. The following guidelines are prescribed in the preparation of tabs:
Size of Tab : 1/2" by 1/2"
Font and color of lettering : Arial Black
Size of lettering : 28
Location : Right side edge of the paper

J. DIPOs are part of the D-Staff and should not be treated as separate staff. It is
also the same with NASUs and NOSUs when referring to NSUs
K. P-Staff refers to CPSM, HRAO, PTCFOR, and CESPO.
On the other hand, WCPC is under the functional supervision of DIDM;
FEO and SOSIA under CSG;
while PPDC and PTCFOR are under the OCPNP.
L. The standard distribution to be followed in the preparation of MCs, CMCs,
memoranda, and other communications:
D-Staff IG, IAS SPA to SILG
P-Staff RD, PROs
D, NSUs DDs, NCRPO
M. In case only selected D-Staff, P-Staff, NSUs, and PROs including NCRPO
Districts will be given copy of the communication, here is the sample distribution:
TDPRM D, HSS RD, PRO4A
TDI D, CSG C, PIO
N. All communications intended for the Command Group must be signed by the
Head of Office.
O. There shall be no instance that the Unit Commander/Head of Office and his
Deputy are both absent or away from their station/office for long periods of time
unless explicitly permitted by the higher authorities. (Memorandum from TCDS dated
September 27, 2018 with subject: Application for Leave of Head of Offices/Units)
P. In case of authorized absence, the duly designated Officer-In-Charge shall
sign the documents.
Q. Unit Commanders/Heads of Offices should ensure that in the former’s
absence the next in rank or the Deputy should be the designated Officer-In-
Charge of the unit. (Memorandum from TCDS dated September 27, 2018 with subject:
Application for Leave of Head of Offices/Units)
R. Other authorized PCOs to sign on behalf of the Head of Office for the
Command Group:
 Deputy of the D-Staff;
 Deputy for Administration of NSUs; and
 Deputy Regional Director for Administration of PROs

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S. Except for issuance of orders, the previous practice of using the command line in
communications such as, “FOR THE DIRECTOR/COMMANDER,” “FOR,”
“BY,” and “SIGN FOR” in communications shall no longer be permitted.
T. Staff Officers of D-Staff, P-Staff, PROs, NSUs
 shall sign communication intended for their respective personnel and/or
lower offices/units, copy furnished their respective Command Groups

U. Staff Officers/Division Chiefs of D-Staff/P-Staff/PROs/NSUs are not authorized

to sign/send official communication directly to the Command Group/Directors of
D-Staff
V. All communications from subordinate offices/units must be coursed through their
supervising Functional Directorate and other concerned units

W. When the CPNP has given specific instructions that a communication must be
directly submitted to him, a copy shall be furnished to the members of the
Command Group.
X. Communications needing fund support and logistical requirement should always
pass thru DC and/or DL for concurrence
Y. All comments/recommendations on a particular communication coming from
different offices/units should be properly tabbed
Z. Communications to be signed by members of the Command Group should be
on top of all the annexes and properly marked with “For signature” or “Please
sign here” tabs/stickers.
AA. All comments/recommendations on a particular should not cover the
original document from the originating office/unit.
BB. The date portion on all communications from the different PNP
offices/units should be printed and not stamped.
CC. However, the dates on communications for signature of the CPNP and
the members of the Command Group shall be stamped upon their signing of
the documents.

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DD. All compliances to Handwritten Instructions/Routing Slip from the CPNP
thru TCDS/SDS, which do not require the approval of the CPNP should be
addressed in memorandum form for the CPNP (Attn: ADMO) copy furnished
TCDS

EE. The standard folder to be used by all offices/units in packaging the

communications for the annexes and/or enclosures is “file folder short or file
folder long.” The use of plastic folder/sliding folder is no longer allowed.
FF.In writing references, the principle of “latest first, oldest last” should be
observed
GG. Hierarchy of references:
1.Constitution;
2. Republic Acts/Presidential Decree;
3. Department Orders/Issuances;
4. Civil Service Issuances;
5. NAPOLCOM Issuances;
6. PNP Issuances; and
7. Other references.

HH. Guide in closing memoranda: (Higher to Lower Office/Unit)

 For guidance, compliance, information, dissemination, appropriate action,
attention, etc.

II. Guide in closing memoranda: (Lower for Higher Office/Unit)

a) For information, preferential attention, favorable consideration, approval,
perusal, etc.
b) Only communications that fall under the parameters of either RUSH and/or
PRIORITY shall be marked accordingly. Communications that are
intentionally mislabelled shall be returned without action.

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 c) Security classifications for Classified Matter
 should be typed or stamped following its respective color schemes on
the header and footer accompanied by the corresponding cover sheet.
(Memorandum from TADI dated July 11, 2019 with subject: Reminder on the Rules of
Confidentiality and Privileged Nature of certain Government Matters, Papers, and
Documents)
 Photocopies of cover sheets and/or faded cover sheets should not
be used. Communications with photocopied, faded, and/or miscoloured
cover sheets shall be returned without action. (Memorandum from TADI
dated July 11, 2019 with subject: Reminder on the Rules of Confidentiality and Privileged
Nature of certain Government Matters, Papers, and Documents)
 The posting of Classified Matter to social media sites/internet sites is
strictly prohibited. (PNPMC 2012-003 “Policy Guidelines on Security
Consciousness and Secrecy Discipline in the Recording, Uploading, Posting or
Dissemination of Information via the Internet of through Other ICT Devices by the PNP
Personnel dated May 20, 2013)
 Documents for dissemination must first be declassified, sanitized,
cleared for publication, and converted into a “civilianized format”
and/or press release/media lines format.
d) Unclassified matter or information, but considered to be official, shall
not be uploaded, posted or disseminated on the Internet or through
other ICT devices without prior authorization from the CPNP as
recommended by TDI. (PNPMC 2012-003 “Policy Guidelines on Security Consciousness
and Secrecy Discipline in the Recording, Uploading, Posting or Dissemination of Information
via the Internet of through Other ICT Devices by the PNP Personnel dated May 20, 2013)

III- SPECIFIC GUIDELINES

 The signatory portion for communications intended for signature of the CPNP,
TDCA, TDCO, and TCDS should be printed as follows:

IV- STYLE GUIDE

1. LETTERHEAD

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 The phrase NATIONAL HEADQUARTERS in the header shall only be
used for headers of the Command Group, D-Staff, and P-Staff

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2. ADDRESSEE AND SALUTATION

 NOTE: “Malacañang” refers to Malacañang Compound, while

“Malacañan” refers to the Office of the President. Also, all
correspondence to the President regarding official policing matters must
go “Thru” the SILG. Please provide two (2) copies: one for the President
and one for the SILG.

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 For consistency of style, the names of PNCOs should be in UPPERCASE
letters ONLY in the addressee line of a letter. They will resume their
normal case style in the main body of the text.

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 All middle initials and name suffixes (JR., SR.) shall be dotted EXCEPT for
that of POLICE and MILITARY personnel. Example: Senator RONALD M.
DELA ROSA PGEN RONALD M DELA ROSA (Ret)
 PNP, BJMP, and BFP Ranks (PEMS, PLTCOL, PGEN, FDIR, JCSUPT)
shall not be dotted.

 Avoid “Greetings!” and “Peace on Earth” to start an official letter. The

first paragraph should be what the letter is about.
 Similarly, avoid “Good bless!” and “Thank you very much!” to end an
official letter.
3. OTHER STYLE ISSUES
3.1 Do NOT use the article the with acronyms that are pronounceable
Example: NAPOLCOM, PAG-ASA, PAG-IBIG, MERALCO
3.2 Use the for acronyms that are pronounced by the letter
Example: PNP, DSWD, DILG SENTENCE USAGE: Per NAPOLCOM,
the PNP is doing a great job.
3.3 Use an for MOA (em-oh-ay) and MOU read as pronounced
3.4 DATE format: July 11, 2019
3.5 TIME format: 1:00 AM/PM and 12:00 NN/MN
3.6 Alfonso B. Henares NOT Alfonso Henares y Baldoz (except for
investigation and legal usage)
3.7 When slant is used, no space before and after the words office/unit
3.8 Avoid using bold font in combination with italics, “quotation marks,”
and UPPERCASE LETTERS to emphasize a word, phrase or
sentence. Choose one style and be consistent.

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 4. ADDITIONAL STYLES
4.1 Once the “please be informed” phrase is used in the previous
paragraph, the “for information” phrase should no longer be used.
4.2 If you use acronyms in a word only if it will be used again in the
succeeding paragraphs otherwise, do not abbreviate.
4.3 When referring to numbers 1 to 10, write in words. When referring to
numbers 11 or more, write the numerical figures.
V- MEMORANDUM

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VI- LETTER

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