Scribd Logo
Upload

Welcome to Scribd!

  • Reiteration of The Guidelines For The Standard Preparation of Communications 1

    Uploaded by

    Bigz Max
    13 views11 pages

    Original Title

    365328335 Reiteration of the Guidelines for the Standard Preparation of Communications 1

    Copyright

    © © All Rights Reserved

    Available Formats

    PDF or read online from Scribd

    Did you find this document useful?

    Is this content inappropriate?

    Report this Document

    Copyright:

    © All Rights Reserved
    Download as PDF or read online from Scribd
    Flag for inappropriate content
    13 views11 pages

    Reiteration of The Guidelines For The Standard Preparation of Communications 1

    Uploaded by

    Bigz Max

    Copyright:

    © All Rights Reserved
    Download as PDF or read online from Scribd
    Flag for inappropriate content
    of 11
    Republic of ne Philippines National Police Commission NATIONAL HEADQUARTERS PHILIPPINE NATIONAL POLICE OFFICE OF THE CHIEF OF DIRECTORIAL STAFF Camp Crame. Quezon City MEMORANDUM TO ‘See Distribution FROM Tcos SUBJECT Reiteration of the Guidelines for the Standard Preparation of Communications DATE ; References a. Memorandum from TCDS dated April 1, 2016 with the same aforesaid subject b Memorandum from TCDS dated October 3. 2014 with subject: Guidelines in the Use of Command Memorandum Circular (CMC) and the PNP Memorandum Circular (PNPMC): Memorandum from TACDS dated Apri 1. 2014 with the same aforesaid subject, 4 Memorandum from TCDS dated August 16. 2012 with subject Revised Guidelines for the Standard Preparation of Communications, @ Memorandum from TCDS dated February 16. 2011 with subject Distribution in the Communication by Offices/Units in the PNP. and f Memorandum from TACDS dated November 5. 2010. with subject Retteration on the Policy on Delayed Communications/Memoranda and Compiete Staff Work (CSW) o This pertains to the observation that despite numerous directvesipolicies on the preparation of communications. still many offices/units commits the following mistakes. 3 a Wrong format of the addressee portion, especially on letters tor the President, SILG or Chairman NAPOLCOM. and other government officials. Incomplete staff work. Use of wrong stationery/letterhead, Wrong address of the addressee, Inappropriate complimentary endings, Lack of appropriate tabs for enclosures/attachments Wrong spacing Typographical and grammatical errors, Wrong font and font size Dirty printing Protruding staple wires. and Use of sliding folder In this regard, all PNP offices/units are once again reminded to follow the ox -sa>0000 guidelines in the standard preparation of communications to minimize, if not. to totally eliminate the aforementioned common defects and expedite communications 4. For letters to the President, Cabinet Secretaries, Members of the Senate and House of Representatives. SILG. NAPOLCOM, and other government agencies/institutions, the CPNP shall be the signatory unless otherwise delegated 5 The proper letter formats and other formal communications addressed to the President, Cabinet Secretanes, Members of the Senate and House of Representatives SILG, NAPOLCOM, and other government agencies/institutions (Annex “A") and ‘Sample letter format (Annex “B1 and B2") are hereto attached for your reference and guide in the preparation of letters for signature of the CPNP. 6 For all letters to be signed by the CPNP. the date should not be printed The Office of the CPNP shall stamp the date upon signature of the CPNP The correct stationery/letterhead should be used Likewise. the following spacing should be followed Between last line of letterhead and addressee portion 3 spaces Between addressee partion and salutation > 1 space Between salutation and first sentence ~ 1 space Between paragraphs - 1 space Between last sentence and compiimentary ending - 1 space Between complimentary ending and signatory portion - 4 spaces 7. The following complimentary endings should be used For letters addressed to the President - Very respectfully yours, For ait others - Very truly yours, 8__The signatory portion for communications intended for signature of the CPNP. TOCA: TDCO: and TCDS should be printed as follows RONALD M DELA ROSA Police Director General Chief, PNP FRANCISCO A UYAMI, JR Potice Deputy Director General The Deputy Chief for Administration BENJAMIN 8 MAGALONG Police Director The Acting Deputy Chiet for Operations RAMON C APOLINARIO Police Deputy Director General The Chief of Directorial Statf 9. For purposes of uniformity, ARIAL Font, Size 12 and Arabic Numbers (1, 2, 3) should be used in all types of communication Command Memorandum Circular (CMC) Format (Annex “C"), PNP Memorandum Circular (PNPMC) (Annex "D") SOP. Format (Annex “E"). Memorandum Format(Annex “Fi and F2"); and Style Sheet (Annex “G") are attached for your reference and guide in the preparation of communications 10. Likewise the following guidelines are prescribed in the preparation of tabs for communications " a Size of Tab: 1/2" by 1/2" >. Fontof letenng Aria! Biack © Size ofletterng 28 Height 318 Width 1a" 4 Color af lettering Black Additionally. for purposes of distinction between Command Memorandum Circular (CMC) and PNP Memorandum Circular (PNPMC). the following guidelines shai! be observed: 12 observed a. CMC shail be issued when an activity 1S to be initiated and compieted within a specific period It sets guidelines for tasked offices/units and usually issued as an administrative instruction covering a particular activity It is temporary in nature and covers a specific duration based on the activity: event. project to be undertaken. It is numbered consecutively by calendar year The issuing authority is the Command Group, D-Staff and/or NSUs. while the CPNP has the authority to approve the same b PNPMC shail be issued for purposes of providing policies/guidelines and specific detai's of certain rules and regulations which are to be observed by PNP personnel, it has a continuing effect unless rescinded or amended. It Is numbered consecutively by calendar year The issuing authonty is the Command Group D-Staff PROs and/or NSUs. while the CPNP has the authority to approve the same. and ¢. Control numbers for all approved CMCs shall be issued by the Directorate for Operations while control numbers for approved PNPMCs shall be issued by the Directorate for Human Resource and Doctrine Development through the PNP Command Library To minimize redundancy in communication distribution, the following shall be a. DIPOs are part of the D-Staff and should not be treated as a separate staff tis also the same with NASUs and NOSUs when referring to NSUs while the P-Staff refers to SOS. PIO, and CESPO._On the other hand, WCPC is under the functional supervision of DIDM AIDSOTF 1s under the supervision and control of DO while HRAO is under the OCPNP. Henceforth, hereunder is ine standard distribution by offices/units to be followed in the preparation of GMCs, Memorandum Directives Memorandum Circular, and other communications O-Statt AIG, IAS P.Staft RDs, PROs Dirs, NSUs DDs, NCRPO © Incase only selected D-Statf P-Staff NSUs. and PROs including NCRPO. Distnets will be given copy of the CMCs, Memoranda, Directive Memorandum Circular and other communications hereunder is the distnbution TOPRM D.HSS RD. PROSA DD. acPD Tor DCSG C.PIO 3. Admin officers of the following offices are responsible for disseminating 'ssued directves and other communications under their functional supervision and contro: OcCPNP HRAO OIDM - wer, DO Noc 13_ADDITIONAL INSTRUCTIONS: @ All outgoing communications from the different offices and units shall be signed by the Commander ~FOR THE DIRECTORICOMMANDER,” “FOR" AND “BY” IN| THE COMMUNICATION ARE NOT ALLOWED “Sign for" in the name of the Commander will only be allowed in very exceptional cases during the Commander's authorized absence where communication needs to reach the attention of the CPNP and the members of the Command Group at the soonest possible time The Deputy of the D-Staff: The Deputy for Administration in the case of NSUs and The Deputy Regional Director for Administration in the case of PROs are the only authorized PCOs {o“sign”on behalf of their Commander b Chiefs of Offices/Unit Commanders, especially their respective Division Chiefs shail make sure that all communications coming from their respective offices/units, especially memoranda and ietters that are for signature of the CPNP and the Command Group are proofread for grammatical and typographical errors; Chiefs of Offces/Unit Commanders. especially their respective Division Chiefs shal! see to it that proper margins (left and right/top and bottom} of ail communications, particularly m the letters, should be strictly followed for consistency, 9. Division Chiefs shall be made to explain for communications that are out of form and substance; © All communicationsimemoranda from subordinate offices/units must be coursed through their Functional Supervisors and other D-Staff concerned, before they are endorsed fo the CPNP through the Command Group when appropriate, based on the existing policy on Complete Staff Work (CSW) unless the CPNP has given specific instructions that these communications must be directly submitted to him, in which case, a copy shall be furnished to TOCA, TDCO and Teps; f Communications needing fund support and logistical requirement should pass to the concemed Staff for concurrence as part of the Complete Staff Work; @. In extreme cases such as rush communications that set a deadline to comply on the same day, the communication shali be addressed to the CPNP through TCDS bypassing TDCA and TDCO but they shall be furnished with a copy for their information; All comments/recommendations on a particular communication coming from different offices/units should be properly tabbed and should not be placed on top of the communication so as not to cover the onginal document from the originating office/unit 1 The date of the memorandum bar should remain vacant on ail communicationsimemoranda from the different PNP offices/units for approval or consideration of the CPNP The date shall only be stamped ‘once TCDS concurs. Group, which do not require their approval, should rather be sent through email, and should bear the date of its submission. k Ail communications should be presentable, with clean and clear printing; | Clean and presentable folders should be provided for thick communications, m. The standard folder to be used by ail offices/units in packaging the communications for the annexes and/or enclosures is “File Folder Long or File Folder Short.” The use of plastic folder’siding folder is no Jonger allowed Multiple enciosures shoul be properly arranged with appropriate tabs provided and properly identified in the basic communication. As much as possible, the one to be signed by the CPNP should be on top of all the annexes. ©. There should be no protruding staple wires or other sharp fastening matenals which could cause injury to persons handling them p Security classifications should be typed or stamped on the communication and corresponding security ciassification cover sheet should be provided Photocopres of cover sheets should not be used; and @. Reports to the President and SILG/Chairman, NAPOLCOM should. as much as possible, be limited to one page only 14 For strict compliance and widest dissemination RAMON {/APOLINARIO Poli Director Gener -Statt YY 2 208 PStatt rs. NUS Os PROS ADI 145, Copy Furnished Command Group SPA to SILG Bybee hb Bey hhh 4 hhh 2 CPNP Letterhead (CMC Sample Format) COMMAND MEMORANDUM CIRCULAR NO.: SUBJECT : (Subject of the CMC) TO : See Distribution DATE 1 (no date) ee sy" REFERENCES: - a 2. PURPOSE: This Command Memorandum Circular (CMC) provides the guidelines and procedures to be undertaken by concerned D-Staff, Offices, and Units. 3. SITUATION: 4, MISSION: 5, EXECUTION: ‘a. Concept of Operations To highlight the promotion of successful applicants in the police service, “gy *the following shall be = 4) All PCO and PNCO promote. 2) The Police Regional Offices. b. Tasks: «—_»-4) DPRM r a) Act as overall OPR in the implementation of this CMC; <> —*b) Issue appropriate orders to effect the promotion ¢) Direct all PCOs and PNCOs assigned with the...; and d) Perform other tasks as directed. 2) DL a) Provide necessary logistical support for the smooth implementation +<——* of this CMC; and ae b) Perform other tasks as directed. 3) De a) Provide necessary fund support in the implementation of the activity; and b) Perform other tasks as directed. 4) DPCR a) Provide an emcee during the ceremony; (Note: In case there's a sub-paragraph under paragraph a, the format should be as follows) 1) we a2) a.3) b) Prepare the speech of the Chief, PNP; b.1) (Note: in case there’s a sub-paragraph under paragraph b.1, the format should be as follows) <—__——+b.a) % b.1.b) b.1.c) b.2) ©) Provide necessary pictorial and video coverage during the Reception Ceremony for general information dissemination; d) Coordinate with the media to cover the ceremony: and e) Perform other tasks as directed. c. Coordinating Instructions: 1) Chiefs of Offices/Units are directed to submit a report to this Headquarters (Attn: DPRM) on the conduct of the pinning of ranks on February 2, 2016; 2) Chiefs of Offices/Units are hereby directed to strictly observe and implement this Directive, and 3) Lateral coordination is encouraged to ensure this project's success. 6. EFFECTIVITY: This CMC shall take effect immediately, RONALD M DELA ROSA Police Director General Chief, PNP Distribution: Command Group ADI, IAS O-Staff RDs, PROs P-Staff DDs, NCRPO Dirs, NSUs hy hoses este EES 2 CPNP Letterhead (SOP Sample Format) Standard Operating Procedure Number (Title of SOP) ma «#1. REFERENCES: is a. Republic Act Number » funds of the PNP Central Office; ©" 9) Issue Supply Directive for POL ....; and 3) Indorse POs, vouchers and approves Delivery Advices. b. DC 1) Issue corresponding NFA to LSS based on the POL Supply Program or Supply Directive from DL; and 2) Process payments of purchased POL supplies. c. LSS 1) Prepare a POL program for the ....; and 2) Implement POL procurement based 9. SANCTIONS: 40. REPEALING CLAUSE: yell other SOPs, directives, and issuances contrary to this Standard Operating Procedure are hereby rescinded. 11, EFFECTIVITY: This SOP shall take effect after 15 days from filing a copy thereof at the UP Law Center in consonance with Section 3, Chapter 2, Book VII of Executive Order 292 otherwise known as the “Revised Administrative Code of 1987," as amended. RONALD M DELA ROSA Police Director General Chief, PNP Yo ee, Te pe, es De PED rar! CPNP Letterhead (PNP MC Sample Format) Date PNP MEMORANDUM CIRCULAR NO.: REVISED NUMERICAL DESIGNATION OF PNP MANUALS ee

    You might also like