SPECIAL TYPES

OF REPORTS
PREPARED BY: MISS CHARLVIL-APHIEMI ATAL OSTARES,LPT
MEMORANDUM
• A COMMUNICATION
LETTER THAT IS USED
FOR THE SMOOTH
OPERATION OF AN
OFFICE.
• CLEARLY STATED AND
FEW WORDS AS POSSIBLE
MEMORANDUM MAY
REQUIRE COMPLIANCE BY,
FOR THE INFORMATION OF,
AMAJORITY AND SPECIFIC
READERS IN THE PNP.
IT IS LIMITED APPLICATION
SUCH AS DIRECTED TO OR
REQUIRING OF AN ACTION BY
AN INDIVIDUAL OR GROUP
WITHIN A PARTICULAR UNIT
DIRECTOR AND
CHIEF MAY ISSUE
ADMINISTRATIVE
INSTRUCTION IN THE
FORM OF
MEMORANDUM.
THE TONE OF
MEMORANDUM IS
FORMAL. SHOULD EXUDE
HIGHEST RESPECT AND
DIGNITY TO THE OFFICER
UNLIKE A FORMAL BUSINESS
LETTER, A MEMO DOES NOT
INCLUDE A SALUTATION OR THE
SENDER’S SIGNATURE. A MEMO
FORMAT TYPICALLY INCLUDES
THE FOLLOWING SECTIONS:
HEADING
THE HEADING SECTION INCLUDES THE NAME AND
ADDRESS OF THE COMPANY, WHICH IS ALREADY
PRINTED IN THE CASE OF A LETTERHEAD. JUST BELOW
THE ADDRESS SECTION OR THE LETTERHEAD,THE
WORD ”MEMO” OR ”MEMORANDUM” APPEARS TO MAKE
IT CLEAR THAT THE MESSAGE IS BEING COMMUNICATED
THROUGH A MEMO.
RECIPIENT
THIS SECTION IDENTIFIES THE
RECIPIENTS. FOR EXAMPLE, IF
YOU ARE WRITING A MEMO TO
ALL THE EMPLOYEES OF THE
MARKETING DEPARTMENT, IT
SHOULD SAY ”TO: ALL
EMPLOYEES OF THE POLICE
DEPARTMENT.”
SENDER
THIS SECTION SPECIFIES
THE NAME,
DESIGNATION AND
DEPARTMENT OF THE
PERSON WRITING THE
MEMO. FOR
EXAMPLE, ”FROM: T.
JONES, ASSISTANT
MANAGER, SALES.”
CC OR ADDITIONAL
RECIPIENTS
THESE ARE THE RECIPIENTS WHOM YOU DO
NOT DIRECTLY ADDRESS IN THE TO SECTION
BUT TO WHOM YOU SEND A COPY OF THE
MEMO FOR THE SAKE OF INFORMATION.
DATE
ALL MEMOS MUST
INVARIABLY INCLUDE THE
DATE OF WRITING THE MEMO.
SUBJECT LINE
THE SUBJECT LINE GIVES
THE RECIPIENTS A QUICK
IDEA ABOUT THE CONTENT
OF THE MEMO. IT SHOULD
BE BRIEF AND PRECISE.
FOR EXAMPLE, ”SUBJECT:
TRAINING SESSION FOR
EMPLOYEES OF THE SEO
DEPARTMENT.”
MESSAGE BODY
THIS SECTION STATES THE
MESSAGE IN ONE, TWO OR THREE
SHORT PARAGRAPHS. THE BODY
SHOULD FIRST STATE THE
PURPOSE OF WRITING THE
MEMO, THEN MOVE ON TO THE
MESSAGE.
SECTION IS LONG, YOU
MAY ALSO WANT TO
INCLUDE A SUMMARY OF
THE MESSAGE. THE
MESSAGE SHOULD
CONCLUDE WITH A CLEAR
CALL TO ACTION, I.E.,
WHAT ACTION THE
RECIPIENTS ARE EXPECTED
TO TAKE.
(OPTIONAL)
SOME MEMOS SUCH AS
THOSE RELATED TO
RESEARCH,
PRESENTATION OR
RESULTS MAY REQUIRE
ADDITIONAL DATA IN
THE FORM OF AN
ATTACHMENT TO
Correct memo format
Here is a format you can use to create business memos:
Memorandum
To: [Include recipients' name]
From: [Include your name and title]
Date: [Month, day, year]
Subject: [Subject of the memo]
[A memo requires no salutation]
Body of the memo
[Start with a direct and brief introduction that states the reason
for writing the memo.]
[Provide concise but detailed information to the reader.]
[End with a clear closing and a call to action.]
DIRECTIVES
THIS IS A POLICE REPORT FORMS
CONTAINING SPECIFIC INSTRUCTIONS,
COMMANDS, DIRECTIONS AND
GUIDELINES PERTAINING TO BOTH
ADMINISTRATIVE AND OPERATIONAL
CATEGORIES.
STANDARD OPERATING
PROCEDURE
SOPs IS ADOPTED FROM POLICE
OPERATIONAL PLANS TO GUIDE
POLICE ORGANIZATIONS IN THE
IMPLEMENTATION, DUTIES,
FUNCTIONS DURING FIELD
OPERATIONS.
POLICE OPERATIONAL PLAN
IT IS A WRITTEN
PREPARATORY ACTION FOR A
SPECIFIC PREDETERMINED
CONDITION AND FOR
PLANNIN PURPOSES.
 AN OPLAN
Has to be approved by
the chief or head of
command before
execution.
ADMINISTRATIVE ISSUANCES
GENERAL CIRCULARS –
contains administrative instructions
which are directory, advisory or
informative in nature
MORE OR LESS GENERAL
IN APPLICATION,
PERMANENT IN DURATION
AND REQUIRING
COMPLAIANCE BY OR
OBSERVANCE OF
EMPLOYEE OF PNP AND
GENERAL PUBLIC.
MEMORANDUM
CIRCULARS
IT IS MORE OR LESS
TEMPORARY IN CHARACTER.
IT DEALS WITH SUBJECTS,
SUCH AS EXPLANATIONS OR
CLASSIFCATIONS OR CERTAIN
RULES/ REGULATIONS WHICH
ARE TO BE COMPLIED WITH
OR EXECUTED BY THE PNP.
 HEADING
TITLE
1. REFERENCES

2. RATIONALE

3. SITUATION

4. PURPOSE

5. IMPLEMENTATION

6. DEFINITION OF TERMS

7. GUIDELINES

8. RESPONSIBILITIES

9. PENAL CLAUSE

10.REPEALING CLAUSE

11.EFFECTIVITY
OFFICE ORDERS-
ISSUANCES FOR THE
REGULATION OF
ADMINISTRATIVE
MATTERS IN THE PNP
GENERAL HEADQUARTERS
REGIONAL PROVINCIAL,
AND STATIONS.
 PURELY INTERNAL, OFFICE
ORDERS CONTAIN
ADMINISTRATIVE
INSTRUCTION WHICH ARE
REGULATORY IN NATURE,
MANDATORY IN CHARACTER
AND REQUIRING DEFINITE
COMPLIANCE BY PERSONNEL.
THEY USUALLY
COVER SUBJECTS,
SUCH AS PERSONAL
CONDUCT AND THEIR
RELATED MATTERS
(PNP REGULATIONS.)
ANY REGULATIONS
SHOULD BE BASED
ON THE ISSUANCE
PUBLISHED BY
NAPOLCOM.
 CHAIN OF
COMMUNICATION:
CHIEF DIRECTORIAL STAFF ->
CHIEF PNP -> SECRETARY,
DILG
ROUTING SLIP
 ROUTING SLIP
Is primarily aimed at transmitting papers from
office to office within head quarters or branch to
branch within an office. It is NEVER used to
forward papers to an agency outside
headquarters; it is used to speed up transmittal
of correspondence direct to action section
without using a brief, a DF, or endorsement.
TRANSMITTAL OF
CORRESPONDENCE
A letter of transmittal is a business letter
that accompanies a document to clarify
information about the document
Letter of transmittal can be use when
passing on confidential information,
financial records, and proposals.
A ROUTING SLIP WILL NOT BE
USED FOR APPROVAL,
DISAPPROVAL,CONCURRENCES, OR
OTHER ACTIONS OR COMMENTS,
NO MATTER.
SOME OFFICES USE A ROUTING
SLIP IN PLAIN WHITE
COMMUNICATIONS DEMANDING
IMMEDIATE ACTIONS.
 GUIDELINES/PROCEDURES IN PREPARING A
ROUTING SLIP
a. A routing slip shall be attached to every document which
needs to be acted upon.
b. The routing slip shall indicate the following information:
 CONTOL NUMBER
 ORIGINATING UNIT/OFFICE
 TYPE OF DOCUMENT
 DATE OF DOCUMENT
 SUBJECT MATTER
c. For purposes of tracking, each office/unit/service shall have
its own document control number.
d. Additional information shall indicate the date and time the
document is acted upon; the name of the processor under the
column FROM: THE NAME OF THE PERSON TO WHOM
THE DOCUMENT IS REFERRED TO FURTHER
PROCESSING UNDER COLUMN TO; and a check mark in
the action taken from among those listed in the routing slip.
e. The person to whom the document is released shall fill up the
DATE RELEASED and the RECEIVED BY entries.
ACTION FORM
(AF)
 IT IS THE TYPE OF CORRESSPONDENCE WHICH THE
OFFICERS AND MEMBERS OF THE POLICE FORCE
SUBSCRIBES TO.
 IT IS USED WITHIN A STATION OR AGENCY FROM ONE
OFFICE TO ANOTHER.
 IT IS NOT TRANSMITTED BY THE PNP HEADQUARTERS TO
THE STATION LEVEL.
 FIELD AND STATION COMMANDERS DO NOT ALSO
TRANSMIT IT TO THE HIGHER HEAD QUARTERS. IN FACT,
AN AF SHOULD BE SENT WITHIN A CAMP, NOT OUSIDE IT.
 THE TONE OF THIS IS INFORMAL COMMUNICATION.
ABBREVIATIONS, SHORTENINGS OR BLENDED TERMS
THAT ARE ACCEPTED ON THE POLICE SERVICE.
ACTION FORM FORMAT
 COMMENT
 SECURITY CLASSIFICATION
 SUBJECT
 ADDRESSES
 DATE
 IDENTIFICATION OF THE WRITER
 BODY
 COMMAND LINE
 SIGNATURE
 ENCLOSURE
 SEPARATING COMMENT
 ADDITIONAL COMMENTS
 INTER-OFFICE COMMENTS
CARBON COPIES
CARBON COPIES
ORDINALY 2 CARBON COPIES are
prepared: plain thin paper is used. One
carbon copy accompanies the original,
the other is kept for file or suspense
control
CRIME REPORT
 A crime report allows the police to get a good idea of what
happens when a crime takes place without actually seeing it.
 Crime reports are filed for criminal offences such as theft,
assault, and vandalism.
 The report consist of five separate parts:
A. THE BEGINNING – IT IS WITH A HEADING THAT
QUICKLY POINTS OUT WHAT IS THE REPORT ALL
ABOUT.
B. INTRODUCTION – WHICH OUTLINES THE SUBJECT OF
THE REPORT
C. BODY – WHICH DETAILS EXACTLY WHAT IS BEING
REPORTED
D. CONCLUSION/ THE SUMMARY –
WHERE IN THE REPORT IS
CONCLUDED.
E. RECOMMENDATION – THAT
OUTLINES WHAT THE OFFICER
FEELS SHOULD BE DONE ABOUT
THE CRIME.
ADMINISTRATIV
E REPORT
IS A POLICE REPORT DOCUMENTS ABOUT
VIOLATIONS AND CRIMES OF PERSONAL
MEMBERS, DETAILING INFORMATION THAT
WILL ALLOW THE POLICE TO TAKE ACTION
IN RESPONSE TO THE INCIDENT.
THE ADMINISTRATIVE REPORT DIFFERS
FROM A CRIME REPORT THAT IT ALLOWS
FOR THE REPORT OF POLICE
OFFICER/PERSONEL WHO MAY BE GUILTY
OF MISCONDUCT.
 IT CAN RESULT IN ONE OF FIVE POSSIBLE FINDINGS:
 A. UNFOUNDED – THIS MEANS THE ALLEGATION HAS
BEEN DISAPPROVED/ HAS NO FACTUAL BASIS.
 B. NOT SUSTAINED – THE ALLEGATION CANNOT BE
PROVED/ THUS NO ACTION TAKEN
 C. EXONERATED- THE ALEGATION WAS FOUND LAWFUL
AND IT IS OCCURRED.
 D. SUSTAINED ALLEGATION – IT HAS BEEN FOUND TO BE
IN VIOLATION WITH THE DEPARTMENT’S POLICIES.
 E. POLICY FAILURE – THE ACTION IS ACCORDANCE
WITH THE POLICY AND LAW BUT NEEDED TO BE
REVIEWED.
TRAFFIC REPORTS
A TRAFFIC REPORT IS REPORTED
THROUGH A POLICE TRAFFIC
REPORT OR CITATION.
INFRACTIONS THAT MAY WARRANT
A TRAFFIC REPORT ARE SPEEDING,
FAILURE TO YIELD AND EXPIRED
VEHICLE REGISTRATION
 A POLICE REPORT MAY
INCLUDE INFORMATION SUCH
AS THE DRIVER’S NAME, THE
INFRACTION, VEHICLE MODEL,
LICENSE PLATE NUMBER AND
VEHICLE IDENTIFICATION
NUMBER.