Republic of the Philippines

Department of the Interior and Local Government

BUREAU OF FIRE PROTECTION
DILG NATIONAL HEADQUARTERS
Agham Road, Sitio San Roque, Brgy. Bagong Pag-asa, Quezon City
Telefax Number: (02) 8426-4399
Email:ofc@bfp.gov,ph

23 JULY 2020
Date
MEMORANDUM CIRCULAR
NUMBER 2020-023

SUBJECT: DEFINING THE EXTENT OF SEVERAL BUREAU OF FIRE

PROTECTION (BFP) ORDERS, CORRESPONDENCES, THEIR
SPECIFIC USAGES AND PUBLICATIONS

I. REFERENCES

a. PNP Memorandum Circular 2020-031 entitled: Policies and Guidelines on the

Issuance and Publication of Philippine National Police (PNP) Orders;
b. BFP Memorandum Circular 2019-021 entitled: Guidelines in the
Dissemination of Communication in the BFP NHQ;
c. BFP Memorandum Circular 2012-003 entitled: Guidelines on
Correspondences;
d. PNP Memorandum Circular 2012-003 entitled: Policy Guidelines on Security
Consciousness and Secrecy Discipline in the Recording, Uploading, Posting
or Dissemination of Information Via the Internet or through other Information
and Communications Technology Oct Devices by the PNP Personnel;
e. AFP Military Correspondence;
f. PNP SCOUT/Military Combat Plans and Orders; and,
g. Presidential Memorandum Circular No. 78, s. 1964.

II. SCOPE

This circular shall apply to ail issuances or publications in the Bureau of Fire
Protection concerning orders and correspondences.

III. INTRODUCTION, BACKGROUND AND RATIONALE

Similar to other Law Enforcement Agencies (LEAs) and Military Organizations

of the Philippine Government, the BFP transacts business and implement its mandate
thru correspondence and issuance or publication of appropriate orders. Subsequently,
these orders and correspondences become essential part of written records of such
transactions.

Accordingly, these written publications are thereby considered as the most

formal form to communicate, give orders, tasks, instruct or direct in the BFP. However,
these written forms of publication shall only form part of how transactions or task are to
be made by BFP personnel.

= : Net =

CcrtMoO MpMMsn Ma HSOOUS OM)t

Page 1 of21
 Whenever practicable, tasks, instructions, information, direction and other
transactions must be done by the use of oral command, radio message, thru telephone
and other non-written communications.

At present, the BFP has no guidelines and regulations that prescribes the uniform
preparation of orders and correspondences on its appropriate form. Such predicament
creates confusion on how orders should be properly published.

As a uniformed organization, discipline is one of highest standard being practiced

and applied in all its works or dealings. This includes how to make things in order, clear
and in proper form.

Henceforth, this circular establishes uniform guidelines in the issuances or

publication of BFP orders and correspondences.

IV. DEFINITION OF TERMS:

For the purpose of this circular, the following definitions of terms shall be used, to
wit:
Authenticating Official - is the Officer or personnel delegated with authority, or a
person or personnel that may have the capacity to sign in the absence or in behalf of
the person delegated with authority.

Authentication Block - is a place in a publication where the authenticating official

sign or may have his signature.

Authenticity Notation - it refers to the initials or signatures found in a publication

which is the determinant of authenticity.

Correspondence - it is a form of written communication in the BFP made to inform,

clarify, request, follow-up, instruct, explain and etc. Correspondences may have
several forms, the usual form of correspondence in general use in the BFP is the
Memorandum. The following shall be the different kind of correspondences in the BFP:

A. Memoranda - are communications issued by a particular office, unit or service

like an official bulletin such as publication of detail of duties, compliance and
other announcements. It may also be used to communicate with other units,
offices and services within the BFP with respect to the chain of command.

B. General Memorandum Circulars (GMC) - are correspondences that are

accessible to the general public. All GMC shall be registered for publication at
the Office of the National Administrative Register (ONAR), UP College of law,
and in the BFP website and other media of publication authorized by the BFP.

C. Memorandum Circulars (MC) - are memoranda in general circulation within

the BFP. It may contain matters such as policies and regulations relating to
internal administration and to bring to the attention of all personnel or some of
the offices, services, or units of the BFP, for information or compliance.

D. Routing Slip - are used to transmit papers/documents within an

office/headquarters or from division to division/section to section within an
office. It is never used to forward papers or documents to an office outside a
headquarters. The main purpose is to speed-up transmittal of correspondences
direct to the action section without the need of formal endorsement.

= |:.:;Net =

Canaam »li|iiw»i ■ Mb. mooui ams

Page 2 of 21
 E. Endorsement - are used to formally transmit papers/documents by a BFP
office or headquarters to other BFP headquarters or office that needed to be
addressed by the latter.

F. Notices of Meeting - are formal communication used to give information of a

coming or scheduled meeting. Notice of meetings are always published in
advance the scheduled meeting, otherwise it will not serve its purpose.

G. Business Letters - are correspondences used by BFP offices, units or

services to communicate or transact to Government and private offices or
agencies/ organization except military or paramilitary organizations.

H. Military (Subject-to) Letter - are correspondences used to communicate to

military or paramilitary organizations.

I. Formal Letters - are the most basic form of correspondence to be used by

BFP personnel to transact or communicate personal matters in the BFP. It shall
not bear the Unit’s or office’s letter head.

J. Reports - such as after activity reports of a travel/mission, spot/progress/final

reports of an investigation and other related reports. Shall have separate rules
and regulations governing them.

Classification - shall refer to the level of security given to a classified matter or

publication.

Classifying - the process of determining classified matters as to restricted,

confidential, secret and top secret.

Classified Matters - deals with publications, materials or information on specific

publication classified as to top secret, secret, confidential, and restricted. Hence, their
security and protection is a paramount concern and shall not be disclosed without
proper authority.

A. Top Secret - those information and materials that require the highest degree
of protection. Applies only to those information or materials and security aspect
of which are paramount and whose unauthorized disclosure would cause
exceptionally grave damage or danger to the nation, politically, economically,
and to the nation's peace and order and security.

Considered *Top Secret' are the following but not limited to information or
materials such as:

Those that may lead to a definite break in the diplomatic relations or

which may affect the security of the Philippines:

Those which may lead to the compromise BFP’s safety and security
plans, intelligence operations or drastic political or economic projects, or
scientific or technological developments vital to the security and safety;
and

iii. Others that are identified by existing or by future regulations of the BFP.

B. Secret - those information and materials whose unauthorized disclosure

would endanger national security, cause serious injury to the interest or
prestige of the nation or of any governmental activity or would be of great
advantage to a foreign nation.

= I; :>Net =

Page 3 of 21
 Considered "Secret" are the following but not limited to information or
materials such as those that can:

i. Jeopardize the international relations of the Philippines;

ii. Endanger the effectiveness of a program or governmental scheme or policy

of vital importance to the security and safety;

Hi. Compromise national BFP plans or scientific or technological developments

important to the security and safety;

iv. Reveal important intelligence operation; and

V. Others that are identified by existing or by future regulations of the BFP.

C. Confidential - information and material whose unauthorized disclosure of

which, while not endangering the national security, would be prejudicial to the
interest or prestige of the nation or any government activity, or would cause
administrative embarrassment or unwarranted injury to an individual or would
be of advantage to a foreign nation.

Considered "Confidential" are the following but not limited to information or

materials such as:

i. Routine BFP operations and law enforcement reports that contain

information of value but not of vital interest to the criminal elements and
enemy of the state;

ii. Routine intelligence reports;

iii. Plans of government projects such as land development, hydroelectric

schemes, road development or development of areas, etc.;

iv.Technical matter not of major importance but which has distinct value or
requires protection, new weapons or equipment calculated to influence
minor tactics, or service test of BFP equipment of a standard weapon or
equipment;

V. BFP radio frequency and call sign allocations of special significance or those
that are changed frequently for security reasons;

Vi. Materials and devices relating to communication security and safety:

vii. Meteorological information of designated areas;

viii.Operational and tactical BFP doctrine or lessons learned in operation;

ix. Documents that contain the following elements of information concerning

personnel movements or individual travel, either directly or by implication,
require a classification of "Confidential":

X. Information or description of unit, movements of non-operational significance

in areas within or adjacent to operational areas;

Mo. Meoeui
Page 4 of 21
 xi. Complete list of tabulation of units combined with and included under a single
shipment for overseas shipment. The combination of a single unit, its
overseas shipment number and letter, however, is a restricted information.

xii. Documents or manual containing technical information used for training in

or maintenance of inspection of classified supplies on BFP operations;

xiii. BFP maps, charts, photomaps and air photographs, the details of which
do not warrant Secret classification;

xiv. Matters, investigations and documents of a personal and disciplinary

nature, the knowledge of which is desirable to safeguard for administrative
reasons:

XV. Ground photographs, negatives, photostats, diagrams, or models of matters

deemed to be classified as confidential:

xvi. Certain compilation of restricted data or items which individually may be

classified restricted, but the aggregation of which enhances or increases
their security values;

xvii. Identification of individual casualties prior to release of official notification

to the next of kin by the Director for Personnel and Records Management,
BFP or offices having the same mandate;

xviii. Material or information that tends to further enemy propaganda or glorify

the achievements of personalities;

xix. Extreme losses in material or personnel;

XX. Cases of extreme breaches of discipline;

xxi. False, misleading, or unauthenticated statements about personnel or

personal affairs;

xxii. Identification of personnel being investigated for misconduct, anomaly or

fraud prior to the filing of appropriate court charges or completion of the
findings of boards created for such purpose;

xxiii. Roster of BFP personnel (officers and non-officers). This includes list of
BFP personnel with respective rank, designation and assignment;

xxiv. BFP core functions related to anti-arson/criminal/terrorism/CBRNE

activities;

xxv. Program of Expenditure (POE) related to any plans, programs, and

activities (PPAs) of major BFP offices/units; and

xxvi. Others that are identified by existing or by future regulations of the BFP.

D. Restricted - information and material (other than Top Secret, Secret or

Confidential) that should not be published or communicated to anyone except
for official purposes shall be classified as "Restricted".

The following are examples of material that normally be graded "Restricted"

but not limited to;

= f Net =

CttAM Ho. JMOBIJJ o»ti

Page 5 of 21
 1
i. Training and technical documents for official use only or not intended for
release to the public;

ti. Routine information relating to supply and procurement;

Maps and aerial photographs of remote areas not important or related to

security. Said maps and photographs will be graded in accordance with
actual details shown thereon;

iv. Ground photographs, negatives, diagrams on models of Restricted Matter;

V. Daily reports and strength returns except those of intelligence units that
may warrant a higher classification;

vi. Non-tactical radio frequencies and call signs such as those used for
training purposes;

vii. All BFP publications prescribing policies and procedures not classified as
Top Secret, Secret, or Confidential; and

viii.Orders, communications, reports and other documents concerning

personnel movements that need not be classified any higher if the
classified elements of information and unit designations are not included
therein and reference to the movement is made by shipment or by main
number; and

ix. Others that are identified by existing or by future regulations of the BFP.

Command/Authority Line - it is a phrase or statement that can be seen in a

document that refers to where the authority/command or the approving authority
originates.

Declassify - it is the process of downgrading previously assigned classification to

any publication.

Document-the officially published record.

DPRM - stands for the Directorate for Personnel Records Management or its
counterpart office/unit in case of reorganization, a functional member of the
Directorial Staff that assists the Chief, BFP in the management of personnel records.

OPR - Office/Unit with Prime Responsibility are offices/units/personnel tasked or

given responsibility whether by their inherent mandate or by an order.

Orders - are purely instructional or directive in nature. There are two major types or
orders namely Routine Orders and Field Orders.

A. Routine Orders - covers normal administrative operations in a

headquarters/office, these are the following, to wit:

i. General Orders - in general, these are orders covering not only BFP
Personnel but other entities or persons that the BFP may have authority over
them. It includes declaration of graduates to any of BFP accredited training
courses functional or specialized and other related courses handled or under
the Training Service (TS) and/or other BFP training and learning institutions.

= hNet =

CWitfcm Oifimtioii Wa. 3$imUi

Page 6 of 21
 These orders encompass the accreditation of certain profession (such as
fire/rescue brigades, fire safety practitioner and etc.) and skills. These include
those who were granted with age, height, and weight waivers and others that
may seem fit and appropriate:

ii. Bureau Orders - in broader definition, are considered as the highest level
of command or instruction within the BFP which are more or less permanent
in duration and general in approach or application;

Mi. Administrative Orders - are orders issued by the BFP that relates to its
particular administrative operations pursuant to its inherent and regulatory
mandate such as those indicated in RA 9514, RA 6975 and other related
laws. Such as, but not limited to addendums and additional guidelines and
procedures to supplement the existing IRR of RA 9514. It must be registered
for publication at the Office of the National Administrative Register (ONAR),
UP College of law, the BFP website, media of publication authorized by the
BFP, and other publications in general circulation in accordance with existing
laws, rules and regulations;

iv. Letter of Instruction/Directives - published herewith are commands or

instructions and other related concerns covering large segment of the BFP, it
can be a particular unit, office or service or groups of units, service, office or
personnel. Classic examples are Fiscal Directives which cover offices and
units or group of personnel assigned to perform fiscal functions, and Training
Directives which covers units and offices in charge with trainings:

V. Special Orders - concerns primarily with special missions or assignments

of a particular personnel within a definite period in accordance with other
existing rules and regulations such as creation of task forces, ad-hoc
committees or boards. Included in this publication are personnel actions
affecting a specific personnel such as assignment, status, details and
designation;

vi. Regional/Office Orders - are publication of orders, policies, regulations

and other similar matters applicable only within the command of the issuing
office, unit or service concerned; and

vM. Letter Orders/Mission Orders - are orders in a form of a Military Letter to

personnel, team, squad, not necessarily to compose an entire unit or office,
to perform specific mission or activity related to their office or unit functions
within a specific period. Travels are considered missions, hence shall be
published thru letter orders.

B. Field Orders - are orders that refers to strategic or tactical which are initially
in a form of a plan to become an order after a specific period on its
accomplishment is given. Field Orders include the following;

{.Operation Orders (OPORD) - once a certain plan i.e. Strategic Plan,

Campaign Plan, Operational Plan, Administrative Plan, Implementing Plan,
Tactical Plan, or Contingency Plan, is received by a certain unit or personnel
subjected to carry out the plan, it is now deemed as an OPORD.

ii.Fragmentary Orders (FRAG-0) - are orders issued to notify operating units

or personnel the changes made on previously issued field orders. This is to
immediately implement changes needed in a particular field orders so that it
will not anymore undergo the rigorous processes of having another plan such
as strategic and operational plans; and

h Net =

Page 7 of 21
•^

iii. Standard Operating Procedures (SOP) - maybe issued separately or

incorporated in an OPORD. This refers to the prescribed routine activities or
methods to be followed in operations.

Plans - are the way BFP determines how work is to be done, this includes the
provisions of policies, guidelines or procedures for its activities and operations in
order to attain certain objective related to its mandate. Plans may be categorized as
Long Range (more than 3 years), Medium Range (2-3 years) and Short Range Plans
(not more than 1 year). The following are examples of plans in the BFP:

A. Strategic Plans -This kind of plan provides for the overall conduct of the entire
or majority of BFP units/offices/services to attain its major or overall mandate.
Usually, Strategic Plans have more than 3 years’ life span, classic example is
the attainment of a modernized BFP by 2034;

B. Campaign Plans - are plans in the BFP covering major units/ offices/ stations
or services in the BFP performing series of operations to attain common
objective to be accomplished within a given time or place. It can be a
composition of two or more Operation Plans. Example of a Campaign Plan is
the Fire Prevention Month Campaign being implemented every year;

C. Operation Plans (OPLAN) - are short range plans that covers single operation
or series of connected operations to be carried out;

D. Administrative Plans - are plans to provide administrative support to existing

plans such as logistical, personnel, and budgetary requirements;

E. Contingency Plans - are alternative or backup plan that will be implemented

when certain events occur or alternative scenario for use in case of deviations
from expected trends. It is being devised to address crisis;

F. Implementing Plans - are plans use to bring a larger plan into smaller and
identifiable steps, in which, each step is assign to smaller unit or to a specific
personnel; and

G. Tactical Plans - are more specific, hence, it includes specific actions or tactics
to be made by the operating unit or personnel carrying out an OPORD.

Publication - it is the act of putting records into its appropriate form (as to General
Orders, Bureau Order and so on) and its submission/distribution or posting to a
specific recipient or bulletin to inform its directed audience.

Record - is the product of writing, photography and any other media of recording.

V. OBJECTIVES

1. To provide guidelines in the preparation, issuance or publication of certain

order and correspondence in the BFP;

2. To have clear understanding to the extent and usages of certain form of

publication; and

3. To establish discipline and uniformity in form covering all types of orders and
correspondences in the BFP.

= IC Net =

mtttmtim mo. omft$

Page 8 of 21
VI. POLICIES

1. As a general rule, the unauthorized possession or distribution, copying,

recording, posting or publishing thru any kind of media any official orders and
correspondences for personal or benefit of other people not being specifically the subject
of said orders and correspondences are hereby prohibited;

2. Routine Orders in the BFP shall be published thru the following forms:

A. General Orders;
B. Bureau Orders;
C. Admin Orders;
D. Letter of instruction/Directives
E. Special Orders;
F. Regional/Office Orders; and
G. Letter/Mission Orders.

3. Field Orders shall be published thru the following forms:

A. Operation Orders (OPORD), shall be in a form of a plan such as:

Strategic Plans;
Campaign Plans;
Operation Plans;
iv. Administration Plans;
V. Implementing Plans;
vi. Contingency Plans; and
vii. Tactical Plans.

B. Fragmentary Orders(FRAG-O); and,

C. Standard Operating Procedures (SOP).

4. Correspondences in the BFP shall be published thru the following:

A. General Memorandum Circulars;

B. Memorandum Circulars;
C. Memoranda;
D. Routing Slips;
E. Endorsements;
F. Notices of meetings;
G. Business Letters;
H. Military (Subject-to) Letters;
I. Formal Letters; and
J. Reports.

5. All Regional, Provincial/District Offices or headquarters. Municipal/City Fire

Stations, Offices in the NHQ, Services and Units shall publish the same appropriate
orders and correspondences within their AOR in accordance to their delegated or inherent
authority.

6. Command Line shall always be form part of any publication to recognize where
the authority come from in case of delegated authority.

7. Office or unit logo shall only be used by individual or in a publication in the

performance of their office or unit functions. Personal/formal letters shall not carry any
official logo of the office/ unit.

Page 9 of 21
 8. Classified matters shall have security markings as to “Top Secret, Secret,
Confidential or Restricted" and must be seen on top and bottom of every pages of
publications or documents. All issued/published Orders shall have a minimum
classification of “Restricted” except Admin Orders.

9. Declassifying of confidential matters shall be made in accordance with existing

laws, rules and regulations.

VII. PROCEDURES

1. Specific Procedure/Guidelines to Routine Orders published or issued in

the BFP:

A. Orders to be published thru General Orders shall include, but not limited
to the following:

Nature Description

Order issued to those who have finished

Declaration of Graduates certain BFP course handled by the BFP
Training Service and other BFP learning
and training institution.

Awards (Given during Fire Service Orders issued to an individual or member

Recognition Day or any other BFP of the BFP conferring a particular award
recognition as a result of national search described in the BFP PRAISE not
or awards) including those in Department level and
above.

Order issued to person or persons to be

Detail to BFP detailed in the BFP.

Order issued for the grant of age, height

Grant of Waiver/Skill and weight for purposes of application to
uniformed ranks in the BFP.

Order issued to an individual granting

Scholarship scholarship grant in accordance with
existing law, rules and regulations.

B. Orders to be published thru Bureau Orders shall include, but not limited
to the following:

Nature Description

Order issued to an individual by virtue of

an enabling law authorizes their entry to
the BFP without the usual process of
Absorption recruitment and selection. Such as those
graduate from PNPA and were former
PC/INP members opted to join the BFP.

= K Net =

•to.
Page 10 of 21
 Orders issued for the
Activation/Deactivation of Stations/Units activation/deactivation or
commissioning/decommissioning of
equ i pment/u n i ts/statio n.

Publication of Orders coming from Orders issued to effect orders from the
Department level and above DILG and higher offices.

Order issued to an individual/ BFP

Appointment (Lateral) personnel who will be originally appointed
in the BFP and shall commence with rank
of Inspector and Senior Inspector in
accordance with existing laws.

Amendment of Orders Orders issued to amend an order issued to

BFP personnel.

Orders issued to an individual or member

Awards (Not given during Fire Service of the BFP conferring a particular award
Recognition day or any other BFP described in the BFP PRAISE not
recognition as a result for national search including those in Department level and
or awards) above.

Cancellation of Orders Orders issued to nullify/void an order

issued to BFP personnel.

Orders issued to a BFP personnel who

after completion of a requirement are
Change in Appointment Status (Officer) qualified to upgrade their status of
appointment from probationary/temporary
to permanent.

Order issued to a BFP personnel who had

Change of Family Name/Civil Status or been married and updated their civil status
facts of birth and other corrections.

Order issued to reclassify or adjust a

Change of Promotion Status (Officers) temporary promotion status as the case
maybe.

Leave without Pay and Allowances Order Order issued to a BFP personnel who
were granted leave without pay.

Order issued to BFP personnel who have

earned 20 years of active service or more
Posthumous Retirement upon death. Such order shall be used by

Mb.
Page 11 of 21
 the legal dependents for claims of
benefits.

Order issued to BFP personnel who have

earned 20 years or less of active service
Posthumous Separation upon death. Such order shall be used by
the legal dependents for claims of
benefits.

Order issued for the promotion of a BFP

Promotion of Officers (Special or Regular) Officers to the next higher rank by virtue of
regular or meritorious promotion.

Orders issued to a female BFP personnel

Reversion of Family Name who had been given a change of family
name and had applied for reversion of
family name.

Order issued to an individual by virtue of

an enabling law that upon absorption in
Rank Adjustment the BFP adjusts their rank to the next
higher rank vis-a-vis his previous rank.
Such as those former PC/INP.

Order issued to an individual member of

Resignation the BFP who have resigned from the
service.

Total Physical Permanent Disability Order issued to BFP personnel who have
(TPPD) Retirement earned 20 years of active service after
acquiring TPPD.

Order issued to BFP personnel who have

Total Physical Permanent Separation not earned 20 years of active service after
(TTPS) acquiring TPPD.

Orders issued to a BFP personnel wherein

Termination from the Service Order of the fitness of the said personnel is found
Appointment unfavorable after the conduct of
termination proceedings.

C. Orders to be published thru Special Orders shall include but not limited
to the following:

Nature Description

Orders issued to individuals who will be

Appointment appointed NUP and Fire Officer 1 (New

= I :;>Net =

cmvtiem Wfl. wwm oirtf

Page 12 of 21
 F01’s) indicating their assigned Account
Numbers.

Orders issued to personnel accrediting his

Accreditation previous active service in accordance with
existing laws, rules and regulation.

Attrition:
Orders issued to personnel subject to
Optional Retirement Order/Separation attrition as provided in RA 6975 amended by
Order RA 9263 further amended by RA 9592.

Orders issued to a BFP personnel who after

completion of a requirement are qualified to
Change in Appointment Status upgrade their status of appointment from
(NCO/NUP) probationary/temporary to permanent.

Order issued to reclassify or adjust a

Change of Promotion Status (NCO/UP) temporary promotion status as the case
maybe.

Order issued pertaining to commutation of

Commutation of Accumulated Leave leave of retiring/attrited BFP personnel.

Issued when the personnel is/are

Confinement hospitalized/confined in other government
hospital

Order issued pertaining to the creation of

Creation of Ad Hoc Committee committees, councils, TWO and other
similar groups.

Designation or Termination of Order issued to certain personnel conferring

Designation or terminating their current designation.

Issued when personnel is/are given-short

Detail (to other unit/outside BFP) term duties and responsibility in addition to
his/her regular function.

Order issued to BFP personnel who is

Absent Without Official Leave (AWOL) and
Dropped from the Rolls declared DFR by a competent BFP Officer
in accordance with the procedure provided
for.

CMflcM* Mb. sMcasn finrt*

Page 13 of 21
 Order issued when the given short-term
Extension of Detail duties and responsibility in addition to
his/her regular function is extended.

Order issued to impose penalty to BFP

personnel found culpable of the offense
Fine charged which consist of taking his/her
salary or pension for a certain period of time.

Order issued when a BFP personnel files a

Leave leave from work due to sickness, vacation,
emergency, among others.

Order issued to BFP personnel who were

Automatic Leave of Absence Without detained for cause and who filed a leave
Pay from work without pay due to sickness,
vacation, emergency, among others

Order issued as privilege to personnel due

for retirement. It consists of three months
Non Duty Status non-working status with pay before his/her
retirement date. However, this order will only
be issued relinquishment held and endorsed
by the head of the unit.

Order issued when BFP personnel bows out

Optional/Compulsory Retirement
from active service optionally after earning
20 years of government service and
compulsorily after attaining the age of 56. It
indicates the effective date of retirement,
number of longevity pay and account
number of the retiree.

Order issued when a BFP personnel is

Promotion promoted to the next higher rank after
meeting the Qualification Standards (QS) of
(Regular or Special) the position and passing the sequential
process in regular promotion. It may be
special/meritorious promotion wherein there
is a waiver of QS for the heroic act done.

Order issued to NUP with temporary status

Re-Appointment/Re-Employment notifying them of continuous service to BFP.

Order issued for the transfer/movement of

Assignment/Reassignment personnel across the organizational
structure.

Nets

CtrMuai mpWifl— Na. mmmm OVfl

Page 14 of 21
Initial/Replacement Clothing Allowance Order issued for the claim of clothing
allowance.

Order issued to notify the personnel to

Restoration to Full Duty Status return to active duty after serving preventive
measure, suspension and DFR.

Reinstatement Order issued to notify the personnel to

return to be reinstated in the service.

Order issued as a preventive measure and

also a form of punishment to personnel
Restrictive Custody subjected to restriction due to offense
committed as per mandate of the law.

Schooling/Training Order issued when an individual or unit will

undergo training.

Order issued referring to the movement of

personnel from one department or agency to
another which is temporary in nature and
Secondment which may or may not require issuance of an
appointment which may either involve
reduction or increase in compensation.

Order issued to Non-Commissioned Officers

who are not assigned in critical areas (as to
qualify them for combat pay) and have
Specialist demonstrated efficiency and effectiveness
through skills, aptitudes, training,
experience and knowledge of specific duties
and specialties.

Order issued to personnel granting the

Transfer of Branch of Service transfer of branch of service from BFP to
other uniformed and military organization.

Order issued to effect long pays to UPs and

Long Pay/Step Increment step increment to NUPs indicating the
increase in salary in accordance with
existing laws, rules and regulations.

Other Penalties Order issued to personnel having found

guilty of an offense and are being
admonished or reprimanded.

= t Net =

e»mfc— nntiin mi no. mmsji OM'I

Page 15 of 21

Suspension; Preventive/Punishment
Termination of Confinement
Termination of Detail
Termination of Secondment
Transfer of Appointment (Lateral Entry who will be originally appointed in the BFP
from within and SF04 to be appointed as and commence with the rank of FINSP and
INSP.)
D. Orders to be published in Letter Order shall include, but not limited to
the following:
Nature
Additional Subsistence Allowance
Annual Physical Examination
Authority to Practice Profession
Detail Abroad/Attache’
Page 16 of 21
Order issued when an individual is
suspended from duty. It refers to a penalty
imposed against the respondent held guilty
of the offense charged after the observance
of due process resulting in the temporary
cessation of work for a specified period
prescribed by the applicable rules.
Issued when the personnel is/are
discharged from hospital/confinement in
other government hospital.
Order issued as a notice to personnel
involved terminating the short-term duties or
responsibility.
Order terminating the
movement/appointment of personnel from
one department or agency to another.
Order issued to an individual/BFP personnel
FSINSP.
Description
Orders issued for the grant of ASA
Order issued BFP personnel years and
for the purpose of taking Physical
Fitness test (PFT)
Orders issued authorizing the practice of
profession.
Order issued to officially deploy
personnel who will act as
envoy/representative of BFP to other
countries indicating the allowance and
terms of stay.
= k; Net =
CerWmw ff>1IIW B B ■ »m$M dWt
 Hazard Pay/Magna Carta Order issued granting additional
allowance to BFP Personnel.

Hazardous Duty Pay Order issued granting additional

allowance to personnel performing
hazardous duties.

Order issued granting allowance to

Instructor Duty Pay instructors of
Schoolings/Seminars/Programs among
others.

Medical Reimbursements Order granting the reimbursement of

medical expenses against BFP funds.

Monetization of Leave Credits Order issued to personnel granting

monetization of leave credits.

Occupational Specialty Pay Order issued granting additional

allowance to BFP Personnel.

Representation and Transportation Order issued granting additional

Allowance (RATA) allowance to BFP Personnel.

Order issued to personnel who shall

Seminar Training attend seminar/training indicating the
program title and schedule date of
attendance.

Order issued to personnel granting

Special Financial Assistance financial assistance thru SFA funds.

Order given to BFP personnel to have

Travel authority to travel and claim travel
allowances.

Return to Unit/Work Order issued to personnel notifying

him/her to return to his unit/work.

E. Requirements of the Publication:

i. All required documents necessary on a certain Routine Order

shall follow the existing rules and regulations governing them and
must be submitted to appropriate approving authority:

= I >Net S

Page 17 of 21
 ii. Upon approval of necessary documents such as resolutions,
application letters and etc., it shall be transmitted directly to
DPRM/Regional Admin Divisions/officer for its publication. Soft
copies of these documents such as lists, tabulations and etc.
maybe required;

iii. The creation of Publication and Distribution Section (PDS) that

shall have the prime responsibility for the publication i.e.
preparation, issuance, posting and distribution of BFP routine
orders under the cluster or division of records management of
DPRM. In case of Regional/provincial Offices/Units and Services,
the task shall be delegated to their respective admin
division/officers: and

iv. Coding, numbering and furnishing of copies of a specific routine

orders shall be in accordance with BFP Memorandum Circular
2019-021 and/or as deemed appropriate and necessary.

F. Manner of Authentication:

i. When the delegated authority/command or approval came from

the President, the command line shall be:

a. BY THE DiRECTiON OF THE PRESIDENT:

b. The authenticating offlcials/signatures shall be the

Secretary, DILG and DPRM.

ii. When the delegated authority/command or approval came from

the Secretary, DILG, the command line shall be:

a. BY THE AUTHORITY OF THE SECRETARY, DILG:

b. The authenticating officials/signatures shall be the Chief,

BFP and DPRM.

iii. When the delegated authority/command or approval came from

the Chief. BFP the command line shall be:

a. BY COMMAND OF THE CHIEF, BFP:

b. The authenticating officials/signatures shall be the Chief,

Directorial Staff (CDS) and DPRM.

iv. When the delegated authority/command or approval came from

the Regional Director/Unit or Service Director/ Provincial the
command line shall be:

a. BY COMMAND OF THE REGIONAL DIRECTOR/UNIT or

SERVICE DIRECTOR/ PROVINCIAL FIRE MARSHAL:

Such as in case of Finance Service, the command line

shall be: “BY COMMAND OF THE CHIEF/DIRECTOR,
FINANCE SERVICE:”

= r >Net =

CMkM Ms. aMBKM OWf

Page 18 of 21
 b. The authenticating officials/signatures shall be the
Regional/Provincial/Service/Unit Chief of Staff and/or their
respective Chief. Admin Officers.

G. Authenticity notation

For routine orders issued at the National Headquarters (NHQ), it shall

bear the initials of the drafter, C, PDS, its Division Chief, the Deputy
Director, DPRM found beneath the signature line of the Director, DPRM.
In case of Regional/Provincial Offices/Units and Services, it shall bear
the initials of the drafter and his immediate supervisor found beneath the
signature line of the C, Admin Division/Officer.

H. Distribution of Routine Orders:

i. All routine orders shall have distribution markings as to “A”, “B",

and “C”. Markings shall follow the distribution type and
applicability shown below:

Class of Distribution Applicabilitv

Routine Orders published for general

"A” information which will be distributed BFP
wide e.g. Bureau Orders and General
Orders.

Routine Orders published for promulgation of

"B” directives affecting the status of BFP
personnel such as Special Orders.

Routine Orders published in a form of a letter

to the concerned persons i.e. Letter/Mission
Orders.

ii. Admin Orders, Letter of Instructions/Directives and

Regional/Office orders shall not be marked.

I. Illustrative flow of publication;

Step 1. OPRs prepare and

submit necessary documents Step 2. Approving Authority
for approval approves/disapproves the
submitted documents

Approved?

Step 3. DPRM prepares and

issue its publication

= >Net 5
tap
waam ovff
Page 19 of 21
t

2. Guidelines for Field Orders:

A. Field orders shall be drafted/prepared as a plan by respective OPRs or

units to be approved by their respective commanders.

B. Upon approval, it shall be transmitted to DPRM/Unit/Office Records or

admin divisions for assignment of OPORD/FRAG-0 numbers and shall
facilitate it issuance and filing.

3. General characteristics of Orders and Correspondences in the BFP:

A. Clarity - It is the first essential element of a certain order or

correspondence. Each subordinate command or unit that uses the
document must be understood it. Highly technical language is avoided
when there is any danger of misinterpretation. The use of accepted BFP
terminology and phraseology helps to convey identical meaning.
Expressions that could have different meaning to different people are
avoided.

B. Completeness - The order or plan or any form of communication must

contain all the information necessary to coordinate and execute the
operation. However, it prescribes only those details or methods of
execution necessary to ensure that actions of the subordinate units
concerned conform to the concept of operation for the force as a whole.

C. Brevity - Superfluous/excessive words and unnecessary details are

avoided. However, clarity and completeness are not sacrificed in the
interest of brevity alone.

D. Simplicity - All elements are reduced to their simplest forms and in

simple English. All possibilities for misunderstanding must be
eliminated.

E. Coherence - to place ideas in an orderly sequence, isolate the essential

then arrange and proportion them logically and harmoniously.

F. Emphasis - achieve emphasis by careful and thoughtful arrangements

of words.

4. Formats and Parts of Orders and Correspondences:

A. Basic parts for Bureau Orders, Special Orders, Regional/Office Orders

and Letter Orders shall follow format and spacing in annex “A".

B. General Order sample template, Annex "B". Administrative Order and

Letter Directive shall be based on forms in annex “C".

C. Plans/OPORD and FRAG-0 in annex UD”. General Memorandum

Circular, Military Letter in Annex "E”.

D. Endorsements. Memoranda, Memorandum Circulars, Notices of

meeting. Business and Personal/Formal letters, shall follow the existing
official forms and publication prescribed in Memorandum Circular 2019-
023 dated 15 October 2019 incorporating applicable provisions of this
circular.

E. Routing slips shall be as prescribed.

INet =

cowiMw w«iiflnae«i «io. wawaji owi

Page 20 of 21
v-‘

VIII. REPEALING CLAUSE AND SEPARABILITY CLAUSE

All previous issuances inconsistent with this memorandum circular are hereby
modified or rescinded accordingly. Furthermore, any provision of the memorandum
circular declared to be invalid, the other provisions unaffected thereof shall remain in full
force and effect.

IX. SANCTIONED PENALTIES

Any violation of this memorandum circular shall be dealt with in accordance with
existing laws and regulations.

X. EFFECTIVITY CLAUSE

This memorandum circular shall take effect immediately.

DIRECTOer ^tDSC)
Chief, BFP

Distributions:
Dir. Staff
RDs
Srvcs/Units
POs

Copy Furnished:
Command Group

Attachments:
Annex A - Parts of Routine Orders/ Sample B.O, S.O., R.O., and LO.
Annex B - Sample G.O.
Annex C - Sample A O. and L.O.I/D.
Annex D - Sample OPORD and FRAG-O
Annex E - Sample G.M.C. and Mil. Ltr.
BFP MC 2019-023 - Sample other Routine Orders and Comespondences

ajr/jpf/rem.unit/cds/ordersand correspondence/correspondenceordersinthebfpversionlO

= Net =

ua. stteosjtami
Page 21 of 21