REVISED GUIDELINES

FOR THE STANDARD

PREPARATION OF
COMMUNICATIONS
PNPMC NO. 2022-076
Sequence
a. Objective
b. Situation
c. Definition of PNP Jargons
d. General Guidelines
e. Specific Guidelines
f. Formats
g. Grammar
h. Other Concerns
Objective
To present the guidelines in the
standard preparation of
communications in order to
harmonize all document lay-outs/
templates into a single standard and
ensure that all PNP offices/units
observe a unified communications
format from top level management
down to the lowest rank.
 Despite numerous directives on the preparation of communications,
Situation many offices/units still commit the following mistakes: (Latest – PNP
MC No. 2022-076 dated June 13, 2022 with subject: Revised
Reiteration of the Guidelines for the Standard Preparation of
Communications)
• Wrong format of the letterhead, addressee portion, especially on
letters for the President, SILG or Chairman, NAPOLCOM, and
other government officials;
• Usage of wrong format on communications;
• Incomplete staff work;
• Inappropriate complimentary endings;
• Lack of appropriate tabs for enclosures/attachments;
• Wrong spacing and margins;
• Typographical and grammatical errors; and
• Wrong font and font size.
DEFINITION OF
PNP JARGONS
 Common Definitions in PNP Communications

Command Memorandum Circular (CMC)

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

Memorandum Circular (MC)

⮚ with continuing effect unless rescinded/amended;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

Standard Operating Procedures (SOPs)

⮚ are prescribed methods to be followed routinely for the
performance of designated operations or in designated
situations to be observed by PNP personnel exclusive to an
office/unit;
⮚ issuing authority is the D-Staff, PROs, or NSUs, with the
Head of Office/Unit as the approving authority; and
⮚ control number is issued by the issuing Office/Unit.
 Common Definitions in PNP Communications

Distribution
⮚ intended for more than one recipient for action;
⮚ enumerated at the bottom left portion; and
⮚ listed by rank from highest to lowest.
 Common Definitions in PNP Communications

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.
 Common Definitions in PNP Communications

REGULAR Communications
⮚ do not fall under the parameters of RUSH/
PRIORITY; and
⮚ processed on first come, first served basis.
 Common Definitions in PNP Communications

PRIORITY Communications
⮚ with a set deadline for immediate action to be complied
within 72 hours; and
⮚ expressed guidance from the President, SILG, and
other competent authorities.
 Priority Tab

2 ½”

PRIORITY 1”
 Common Definitions in PNP Communications

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.
 Rush Tab
2 ½”

RUSH 1”
Only communications that fall under the parameters of
rush and/or priority shall be marked accordingly.
GENERAL GUIDELINES
 General Guidelines

⮚ (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)
 General Guidelines

⮚ ARIAL Font, Size 12

⮚ Arabic Numbers (1, 2, 3)

⮚ margins (left, right, top and bottom) 1”

measured from the sides/edges of the paper.
 General Guidelines

Additional titles in signatories be it prefix or

suffix not included in the registered name of the
personnel in the Philippine Statistics Authority
are no longer permitted.
 General Guidelines

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.
 General Guidelines

PGEN JUAN M DELA CRUZ, JR

Camp BGen Rafael T Crame

New Instructions regarding Naming
Convention

Police General Juan M Dela Cruz, Jr

(When written in civilian letters)

 General Guidelines

There are two ways of writing the names of PNP

personnel as signatories:

Three lines:

<NAME>
Police General
Chief, PNP
 General Guidelines

Two lines in correspondence:

PGEN <NAME>
Chief, PNP
 General Guidelines

Two lines in memoranda:

<NAME>
Police General
 General Guidelines

Abbreviated in communications

PGEN DELA CRUZ,

JR
PBGEN DELA CRUZ
 General Guidelines

Retirees may use the new ranks :

(Implementing Rules and Regulation of RA 11200 dated March 24, 2019)

PGEN RONALD M DELA ROSA (Ret.)

 General Guidelines

How to write Chief, PNP in memoranda:

(Memorandum from TCDS dated March 21, 2019 with subject: Standard Use
of CPNP on All Memoranda)

CPNP
 General Guidelines

Concurring lines for the PNP Command Group shall be 1.5

inches long, as shown:

FOR : CPNP

THRU : OIC, ODCA_________________

TDCO
_________________

TACDS
 General Guidelines

The standard distribution to be followed in the

preparation of MCs, CMCs, memoranda, and other
communications (with the CPNP as signatory):

Command Group D, NSUs

IG, IAS RD, PROs
Cmdr, APCs DDs, NCRPO
D-Staff SPA to the SILG
P-Staff
 General Guidelines

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, PRO 4A

TDI D, CSG C, PIO
Note: Distribution is addressed to the Head/Chief of office/unit and not
to the office/unit.
 General Guidelines

Except for the issuance of orders, using the command

line in communications such as “FOR THE
DIRECTOR/COMMANDER,” “FOR,” “BY,” and
“SIGN FOR” are not permitted.
 General Guidelines

All communications intended for the Command Group

must be signed by the Head of Office.
 General Guidelines

In case of authorized absence, the duly designated

Officer-In-Charge shall sign the documents.
 General Guidelines

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)
 General Guidelines

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
 General Guidelines

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
 General Guidelines

TO : See Distribution
FROM : C, ROD
SUBJECT : SAMPLER
DATE: January 15, 2021

JUAN M DELA CRUZ

Police Colonel
Copy Furnished:
Command Group
 General Guidelines

Staff Officer/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 except in his/her capacity as
Head Secretariat of recognized PNP Committees and/or
correspondences of personal nature unrelated to the
police service.
 General Guidelines

All communications from subordinate offices/units

must be coursed through their supervising Functional
Directorate and other concerned units based on the
existing policy of CSW.
 General Guidelines

Communications needing fund support and logistical

requirement should always pass thru DC and/or DL for
concurrence.

Similarly, requests for issuance of awards should pass-

through DPRM for concurrence.
 General Guidelines

The practice of by-passing other offices/units concerned

and/or the process flow of communication via CSW is
strictly prohibited. CSW shall be strictly observed in all
ranks of the PNP organization. All intentionally
misleading communications shall be returned without
action.
 General Guidelines

FOR : CPNP 1.5 in

THRU : TDCA

TDCO 1 space

TCDS

FROM : TDOD, SAF

SUBJECT : SAMPLER
DATE: January 15, 2021
 General Guidelines

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.
 General Guidelines

Use “Attn” (Attention) below the addressee for

communications that are intended for a particular
person or division for appropriate action.

Otherwise, use “THRU” below the addressee for

communications that are coursed through a certain
person or division to provide information.
 General Guidelines

ISO Certification logo, tag line (e.g. Service with

Smile) or the like, should be placed at the bottom
center of the page.

Tag lines shall be written in Arial font size 10 while

the size of the ISO Certification logo shall be:

2.0cm H x 3.5cm L
 Tag Line of the CPNP

“Life is Beautiful…Kaligtasan Nyo, Sagot ko. Tulong-tulong Tayo.”

0.3”

Font Style: Arial (Italic)

Font Size: 10
Font Color: Black
 General Guidelines

All comments/recommendations on a particular

communications coming from different offices/units
shall be properly tabbed.
 General Guidelines

All comments/recommendations on a particular

should not cover the original document from the
originating office/unit.
 General Guidelines

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.
 New Guideline

Date on all communications shall be stamped on the

date of signing by the Chief of Office.
 General Guidelines

All compliances to Handwritten Instructions/Routing Slip

from the CPNP thru TCDS, which do not require the
approval of the CPNP, should be addressed in
memorandum form for the CPNP (Attn: AdmO) copy
furnished TCDS.
 General Guidelines

FOR : CPNP
(Attn: AdmO)
FROM : TDPRM
SUBJECT : SAMPLER
DATE: March 1, 2022

JUAN DELA CRUZ, JR

Police Major General
Copy Furnished:
TCDS
 General Guidelines

In writing references, the principle of “latest first,

oldest last” should be observed following the
Hierarchy of References.
 General Guidelines

Hierarchy of References:

1. Philippine Constitution;
2. Laws;
3. Presidential Orders/Issuances;
4. Constitutional Commission Orders/Issuances (COA,
COMELEC, CSC);
5. Department Orders/Issuances
6. NAPOLCOM Issuances; and
 General Guidelines

Hierarchy of references:

7. PNP Issuances
a. Manuals;
b.Memorandum Circulars;
c. Command Memorandum Circulars;
d.Directives; and
e. Other memoranda;
Note: References under the same category wherein the date is unidentified,
should be arranged alphabetically.
 General Guidelines

Guide in opening memoranda:

(Higher to Lower Office/Unit)

T
O
 General Guidelines

Guide in opening memoranda:

(Lower for Higher/Equal
Office/Unit)

FOR
 General Guidelines

Guide in closing memoranda:

(Higher to Lower Office/Unit)
⮚ For guidance, compliance, information,
dissemination, appropriate action, attention, etc.
 General Guidelines

Guide in closing memoranda:

(Lower for Higher Office/Unit)

⮚ For information, preferential attention, favorable

action, consideration, request for guidance, approval,
perusal, etc.
 General Guidelines

When using footers in citing references, the footers

should be in Arial Font, size 9 while the reference
number of footers appears in superscript at the end of
the clause or sentence it refers to. It is placed after any
punctuation except a dash.
e.g.
It has long been argued that pork and leek sausages are better than pork and apple. 1
1
John Butcher, The Perfect Sausage: From Pigsty to Plate (Cumberland: Pork Press, 1990), pp. 78-
90.
 General Guidelines

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)
 General Guidelines

Photocopies of cover sheets and/or faded cover

sheets should not be used. Communications with
photocopied, faded, and/or miscolored 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)
 General Guidelines

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)
 General Guidelines

Unclassified matter or information, but considered to

be official, shall not be uploaded, posted or
disseminated on the internet or through ICT devices.

(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)
 General Guidelines

Documents for dissemination must be first

declassified, sanitized, cleared for publication, and
converted into “civilianized format” and/or press
release/media lines format.
Reports for the President and the SILG/Chairman,
NAPOLCOM should, as much as possible, be limited
to one page only.
SPECIFIC GUIDELINES
 Specific Guidelines

For letters to the President, Cabinet Secretaries,

Members of the Senate and House of Representatives,
NAPOLCOM, and other government agencies/
institutions, the Chief, PNP shall be the signatory unless
otherwise delegated.
 Specific Guidelines

Complimentary endings:
For letters addressed to the President -

Very respectfully yours,

 Specific Guidelines

Complimentary endings :

For all others -

Very truly
yours,
 Specific Guidelines

For designated Officer-In-Charge of the Command Group,

when drafting communications, the following shall be
observed:

a) When there is an incumbent, while on official travel or on

leave, the letterhead of the designated Officer-In-Charge
shall be used, with appropriate star flag; and

b)When the position is vacant, the letterhead of the office

where he/she was designated as an Officer-In-Charge
 Specific Guidelines

The signatory portion for communications

intended for signature of the CPNP; OIC, ODCA;
TDCO; and TACDS should be printed as follows:
 Specific Guidelines

RODOLFO S AZURIN, JR
Police General
Chief, PNP
 Specific Guidelines

RHODEL O SERMONIA
Police Lieutenant General
Officer-In-Charge, ODCA
 Specific Guidelines

BENJAMIN D SANTOS, JR
Police Lieutenant General
The Deputy Chief, PNP for Operations
 Specific Guidelines

ARTHUR V BISNAR
Police Major General
The Acting Chief of Directorial Staff
STYLE GUIDE
 Style Guide

LETTERHEAD
For documents to be signed by the CPNP.

No Logos

Arial 10 Republic of the Philippines

Arial 10 NATIONAL POLICE COMMISSION
Arial 11
NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE Bold
Arial 11 OFFICE OF THE CHIEF, PNP Bold
Arial 10 Camp BGen Rafael T Crame, Quezon City
 Style Guide

LETTERHEAD
For documents to be signed by the Command
Group

Republic of the Philippines

NATIONAL POLICE COMMISSION
NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE
OFFICE OF THE DEPUTY CHIEF, PNP FOR ADMINISTRATION
Camp BGen Rafael T Crame, Quezon City
 Style Guide

LETTERHEAD
For documents to be signed by the Command
Group

Republic of the Philippines

NATIONAL POLICE COMMISSION
NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE
OFFICE OF THE CHIEF OF DIRECTORIAL STAFF
Camp BGen Rafael T Crame, Quezon City
 Style Guide

LETTERHEAD
For documents to be signed by the D-
Staff

Republic of the Philippines

NATIONAL POLICE COMMISSION
NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE
DIRECTORATE FOR PERSONNEL AND RECORDS MANAGEMENT
Camp BGen Rafael T Crame, Quezon City
 Style Guide

LETTERHEAD
For documents to be signed by the P-
Staff

Republic of the Philippines

NATIONAL POLICE COMMISSION
NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE
CENTER FOR POLICE STRATEGY MANAGEMENT
Camp BGen Rafael T Crame, Quezon City
 Style Guide

The phrase NATIONAL HEADQUARTERS in

the header shall only be used for headers of the
Command Group, D-Staff, and P-Staff
 Style Guide

LETTERHEAD
For documents to be signed by the
NSUs

Republic of the Philippines

NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL
POLICE INTELLIGENCE
GROUP
Camp BGen Rafael T Crame, Quezon City
 Style Guide

LETTERHEAD
For documents to be signed by the PRO/PPO/CPO/MPS/CPS

Republic of the Philippines

NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
POLICE REGIONAL OFFICE BAR
Camp Gen Salipada K Pendatun, Parang, Maguindanao
 Style Guide

LETTERHEAD
For documents to be signed by the PRO/PPO/CPO/MPS/CPS

Republic of the Philippines

NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE, POLICE REGIONAL OFFICE BAR
MAGUINDANAO POLICE PROVINCIAL OFFICE
Camp Datu Akilan Ampatuan, Shariff Aguak, Maguindanao
 Style Guide

ADDRESSEE AND SALUTATION FOR

THE PRESIDENT:
President FERDINAND ROMUALDEZ MARCOS JR. (bold letters, complete full name)
Republic of the Philippines
Malacañan Palace
Manila

Thru: ATTY. BENJAMIN C. ABALOS, JR. (bold, dotted middle initial)

Secretary, Department of the Interior and Local Government
DILG-NAPOLCOM Center
EDSA corner Quezon Avenue
Quezon City

Dear Mr. President:

 Style Guide

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 copies: one for the President and one
for the SILG.
 Style Guide

ADDRESSEE AND SALUTATION FOR

THE VICE PRESIDENT:
Vice President Sara Zimmerman Duterte (bold, dotted middle initial)
Republic of the Philippines
11th Floor, Robinson's Cybergate Plaza
EDSA corner Pioneer St.
Mandaluyong City

Dear Vice President Duterte:

 Style Guide

ADDRESSEE AND SALUTATION FOR

SENATORS:
Senator <NAME> (bold, dotted middle initial)
Senate of the Philippines
Room 508 5th Floor, GSIS Building, Financial Center
Roxas Boulevard, Pasay City

Dear Senator <Surname>:

 Style Guide

ADDRESSEE AND SALUTATION FOR

REPRESENTATIVES:
Representative <NAME> (bold, dotted middle initial)
1st District of Isabela
Room S-201, House of Representtaives
Quezon City

Dear Representative <Surname>:

 Style Guide

ADDRESSEE AND SALUTATION

FOR THE DEPARTMENT/CABINET SECRETARIES:
ATTY. BENJAMIN C. ABALOS, JR. (bold, dotted middle initial)
Secretary, Department of the Interior and Local Government
DILG-NAPOLCOM Center
EDSA corner Quezon Avenue Quezon City

Thru: ALBERTO A. BERNARDO

Commissioner
Vice Chairman and Executive Officer
National Police Commission

Dear Secretary Abalos:

 Style Guide

ADDRESSEE AND SALUTATION FOR

THE CHAIRMAN, NAPOLCOM:
ATTY. BENJAMIN C. ABALOS, JR. (bold, dotted middle initial)
Chairman, National Police Commission
DILG-NAPOLCOM Center
NAPOLCOM Building
EDSA corner Quezon Avenue
Quezon City

Attn: ALBERTO A. BERNARDO

Commissioner
Vice Chairman and Executive Officer

Dear Chairman Abalos:

 Style Guide

ADDRESSEE AND SALUTATION FOR

THE UNDERSECRETARIES:
Undersecretary <NAME> (bold, dotted middle initial)
Undersecretary for Peace and Order
Department of the Interior and Local Government
DILG–NAPOLCOM Center
EDSA corner Quezon Avenue
Quezon City

Dear USEC <Surname>:

 Style Guide

ADDRESSEE AND SALUTATION FOR

THE ASST SECRETARIES:
Assistant Secretary <NAME> (bold, dotted middle initial)
Assistant Secretary for Peace and Order
Department of the Interior and Local Government
DILG–NAPOLCOM Center
EDSA corner Quezon Avenue
Quezon City

Dear ASEC <Surname>:

 Style Guide

ADDRESSEE AND SALUTATION FOR

THE OMBUDSMAN:
Ombudsman <NAME> (bold, dotted middle initial)
Ombudsman Building, Agham Road
North Triangle, Diliman, Quezon City

Dear Ombudsman <Surname>:

 Style Guide

ADDRESSEE AND SALUTATION FOR THE

MAYORS:
Mayor <NAME> (bold, dotted middle initial)
Quezon City Hall, Elliptical Road
Quezon City

Dear Mayor <Surname>:

 Style Guide

ADDRESSEE AND SALUTATION FOR

THE BARANGAY OFFICIALS:
Chairperson <NAME> (bold, dotted middle initial)
#57 1st Avenue, Cubao
Quezon City

Dear Chairperson <Surname>:

Note: Use “Chairperson” NOT “Chairman” nor “Chairwoman” to address women

holding leadership positions in an organization.
 Style Guide

ADDRESSEE AND SALUTATION FOR

THE ARCHBISHOP:
His Eminence
Most Rev. <NAME> (bold, dotted middle initial)
Archbishop of Manila
Residencia del Arzobispo
121 Arzobispo Street, Intramuros
Manila

Your <Surname>:
 Style Guide

ADDRESSEE AND SALUTATION FOR THE

PRIESTS:
Reverend Father <NAME> (bold, dotted middle initial)
Sta. Catalina de Alejandria Parish Church
Arayat, Pampanga

Dear Rev. Fr. <Surname>:

 Style Guide

ADDRESSEE AND SALUTATION

FOR THE OTHER RELIGIOUS DENOMINATIONS:
Brother <NAME> (bold, dotted middle initial)
Executive Minister
Iglesia Ni Cristo (Church Of Christ) Central Office
No. 1 Central Ave.
New Era, Quezon City

Dear Bro. <Surname>:

 Style Guide

ADDRESSEE AND SALUTATION FOR THE

AMBASSADORS:
His Excellency
Ambassador <NAME>(bold, dotted middle initial)
British Embassy Manila
120 Upper McKinley Road
McKinley Hill Fort Bonifacio
Taguig City

Dear Ambassador <Surname>:

 Style Guide

ADDRESSEE AND SALUTATION FOR THE

CONSUL GENERAL:
Consul General <NAME> (bold, dotted middle initial)
Philippine Consulate General, New York
556 Fifth Avenue, New York, NY 10036

Dear Consul General <Surname>:

 Style Guide

ADDRESSEE AND SALUTATION FOR

JUSTICES/JUDGES:
The Honorable <NAME> (bold, dotted middle initial)
Chief Justice
Supreme Court of the Philippines
Ermita, Manila

Dear Chief Justice <Surname>:

 Style Guide

ADDRESSEE AND SALUTATION

FOR THE AFP/PNP/BFP/BJMP etc. (PCOs) including
retirees:
PGEN <NAME> (bold, not dotted middle initial)
Chief, Philippine National Police
National Headquarters, Philippine National Police
Camp BGen Rafael T Crame, Quezon City

Dear PGEN <SURNAME>:

 Style Guide

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.
 Style Guide

ADDRESSEE AND SALUTATION

FOR THE AFP/PNP/BFP/BJMP etc. (PNCOs) including retirees:
PAT JUAN M DELA CRUZ (bold, not dotted middle initial)
Marilao Police Station
2nd Floor Old Municipal Hall
Poblacion 1, Marilao, Bulacan

Dear Pat Dela Cruz:

 Style Guide

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.)

 Style Guide

PNP, BJMP, and BFP Ranks (PEMS, PLTCOL,

PGEN, FDIR, JCSUPT) shall not be dotted.
 Style Guide

For the sake of brevity, “MR.” and “MS.” should be used

only in SALUTATION and NOT in the addressee line.
MELINDA A. LONGABILA (bold, dotted middle initial)
Principal II
Dolores Academy School System
Karuhatan, Valenzuela City

Dear Ms. Longabila:

 Style Guide

Note: Please refer to websites of government and

private offices on the correct spelling of name of
addressee and correct address.
 Style Guide

Avoid “Greetings!” and “Peace on Earth” to

start an official letter. The first paragraph should
be what the letter is about.
 Style Guide

Similarly, avoid “Good bless!” and “Thank you very

much!” to end an official letter especially if the
content is about crimes, violence, and official policing
matters. It’s best to use this line for personal letters and
if the content brings good news.
 Style Guide

OTHER STYLE ISSUES

Spell out first the acronym which will be subsequently used in the
succeeding paragraphs.

Example:
PNP Memorandum Circular (MC) No. 123
This MC sets forth the guidelines and procedures to be undertaken
by the Philippine National Police (PNP).
The PNP …
 Style Guide

OTHER STYLE ISSUES

Do NOT use the article the with acronyms that are

pronounceable

Example:
NAPOLCOM, PAG-ASA, PAG-IBIG, MERALCO
 Style Guide

OTHER STYLE ISSUES

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.
 Style Guide

OTHER STYLE ISSUES

Use an for MOA (em-oh-ay) and MOU read as

pronounced
 Style Guide

OTHER STYLE ISSUES

DATE format: January 15, 2022

 Style Guide

OTHER STYLE ISSUES

TIME format: 1:00 AM/PM and 12:00 NN/MN

 Style Guide

OTHER STYLE ISSUES

Alfonso B. Henares NOT

Alfonso Henares y Baldoz
(except for investigation and legal usage)
 Style Guide

OTHER STYLE ISSUES

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.
 Style Guide

OTHER STYLE ISSUES

PUNCTUATION PLACEMENT IN HOW IT SHOULD
MARK RELATION TO THE APPEAR
CLOSING
QUOTATION
Period Inside “Thank you, sir.”

Comma Inside “Thank you,” said Pik.

Semi-colon Outside “To Dream”; “To Deny”;

and “Thank You” are
good books.
 Style Guide

OTHER STYLE ISSUES

PUNCTUATION MARK PLACEMENT IN HOW IT SHOULD
RELATION TO THE APPEAR
CLOSING
QUOTATION
Colon Outside “They said”: “Go ahead.”
Question Mark or Inside • She said, “Thank you!”
Exclamation Point (as part • She said, “Are you
of quoted material) thankful?”
Question Mark or Outside • He was the boy who
Exclamation Point (not cried “Wolf”!
part of quoted material) • Was he not the same boy
who cried “Wolf”?
 Style Guide

OTHER STYLE ISSUES

Pagination
All documents (CMCs, MOAs, MOUs, MCs, etc.) that have more than
two pages must have page numbers, except letters and memoranda.

For uniformity, pagination must be at the lower right corner of the page
following the herein format (Arial Font size 10, 0.3” from the bottom
[Footer]):
Page 1 of 2
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 Style Guide

Additional Styles

Once the “please be informed” phrase is used in the previous

paragraph, the “for information” phrase should no longer be
used.
 Style Guide

Additional Styles

When referring to numbers 1 to 10, write in words. When

referring to numbers 11 or more, write the numerical
figures.
Format
 Format

1. Reference: Memorandum from the CPNP dated

July 16, 2021 with above subject.

OR

1. References:
a. Memorandum from the CPNP dated July 16,
2021 with above subject; and

b. Conference Notice dated July 16, 2021.

 Style Guide

Numbering
1. References:

2. This pertains to…

a. xxx
1) yyy
a) zzz
(1) xxx
(a) xxx
(a.1) xxx
(a.1.a) xxx
Grammar
 Grammar

Prepositions

on – for days, specific dates, and occasions

(on Monday, on Christmas, on September 29, 2021)

– to talk about the surface

(Her bag is on the table.) – meaning on top of the table

in – for weeks, months, years, parts of the day (except at night), and seasons
(in January, in 2022, in week 6, in the morning, in summer)

– to talk about the place or point/space itself

(The suspect was arrested in Barangay Lipunan, Quezon City.)
 Grammar

Prepositions

at – to indicate a specific address or place

(I live at No. 10 Escalante St., Malate, Manila.)
 Grammar

Also,
• He was detailed TO/assigned TO the PPSC.
• It resulted IN
• The OPR in the implementation
• They proceeded TO
• In compliance WITH
• In accordance WITH
 Grammar

• conform WITH – when referring to a person or body that places

requirements upon us
• conform TO – when referring to acting in accordance with a
documented set of rules or standards
• in support OF
• responsible for
• on behalf (representative of)
“On behalf of the PNP, I thank you all for attending this
meeting.”
• in behalf (for the benefit of)
“We are raising funds in behalf of the typhoon victims.”
 Grammar

• guidelines for
• procedures for
• taken care of
• with regard
• presided over
“The meeting was presided over by the CPNP.”
 Grammar

• Use comma before AND when enumerating three or more items for clarity:
Examples:
I would like to thank my parents, Joy and God. WRONG
I would like to thank my parents, Joy, and God. CORRECT

• Use semi-colon ONLY when necessary and NOT as a substitute for commas:
Example:
The following suspects were arrested: Juan dela Cruz; Pedro Penduko; Juan Tamad; and
Islaw Kalabaw. WRONG
The following suspects were arrested: Juan dela Cruz, Pedro Penduko, Juan Tamad, and
Islaw Kalabaw. CORRECT

In this regard, TDPRM; TDI; D, IG; D, ITMS; and C, PIO shall attend the activity.
CORRECT
 Grammar

• Others
▪ caliber .45 pistol/ammunition (dotted without “mm”) OR
caliber 45mm pistol/ammunition (not dotted with “mm”)
▪ 9mm pistol/ammunition
▪ No comma after e.g. and i.e.
▪ et al. (no period after et, with period after al)
▪ Use of apostrophes after an acronym is discouraged
(rules of the PNP NOT PNP’s rules, instructions of the SILG NOT
SILG’s instructions)
Hyphenation
Generally, hyphenate between two or more adjectives when they come
before a noun and act as a single idea.

Example:
friendly-looking man
(compound adjective in front of a noun)
Hyphenation
When adverbs not ending in -ly are used as compound words in front of a
noun, hyphenate. When the combination of words is used after the noun, do
not hyphenate.

Example:
The well-known actress accepted her award.
Well is an adverb followed by another descriptive word. They
combine to form one idea in front of the noun.

The actress who accepted her award was well known.

Well known follows the noun it describes, so no hyphen is used.
Hyphenation

• Hyphenate all compound numbers from twenty-one through ninety-nine.

Example:
The teacher had thirty-two children in her classroom.
Only twenty-one of the children were bilingual.

• Hyphenate all spelled-out fractions.

Example:
You need one-third of a cup of sugar for that recipe.
Other Phrases
• 2-year limit NOT two (2) year limit
• at large (not hyphenated)
• cause-oriented group
• crime-free community
• crime-prone areas
• data-gathering procedure
• drug-related cases
• kidnap-for-ransom
Other Phrases
• land-based operations
• police-community relations
• police-to-population ratio
• quick-impact projects
• riding-in-tandem criminals
• state-of-the-art equipment (Also, the equipment is state-of-
the-art)
• third-level position
Uppercase/Lowercase
• Bicol region
Ilocos region

• Four Thousand Pesos (preferred) or

four thousand pesos (but consistent within a text and NOT ALL
CAPS)

• The government of the Philippines but

The Philippine Government

• law enforcement agency

local government units
Abbreviations

• No./no. = number; NOT Nr./nr.

• caliber NOT cal.
• a.k.a. NOT alias or other pseudonym
Vocabulary
• Barangay and Brgy. are allowed; but should BE CONSISTENT
within a text, although the full word is preferred.
• Counterterrorism
• database (one word)
• every day (each day); everyday (ordinary)
• Hong Kong (two words)
• member country (not hyphenated)
Vocabulary
• onboard (adjective) – means attached
• on board (adverb or prepositional phrase) – means safely aboard a
vessel or in agreement
• ongoing NOT on-going
• turn over (verb) NOT turn-over
• in front NOT infront
• in charge NOT incharge
• aforementioned/aforesaid/foregoing NOT abovementioned
Vocabulary
• Ph.D. (no space)
• proactive (not hyphenated)
• request letter (not “letter request”) BUT “letter of request” is
acceptable
• Vice Chairman, Vice President (not hyphenated)
• shootout NOT shoot-out
• NUP NOT NUPs (refers to personnel-mass noun)
Collective nouns and mass nouns DO NOT have a plural
form:
• ammunition
• baggage
• equipment
• furniture
• infrastructure (pluralized in special cases)
• jewelry
• luggage
• training
• armament
Other Style Issues
• Use “to wit” in legal forms only.
• Use practise when used as a verb, practice when used as a
noun. Similar with advise – verb and advice – noun.
OTHER CONCERNS
a. Use concise and direct to the point approach in your write-ups.
Avoid compressing all different thoughts or ideas in one
paragraph;

b. Use of verb tenses particularly is/are, was/were – if the activity

was done already, always use the past tense of the verb.
Ex. The highlights of the meeting were as follows:
c. Use transitional devices to carry a thought from one sentence to
another, from one idea to another, or from one paragraph to
another.

ex. Transition words showing effect/consequence/result:

thus
accordingly
therefore
d. Enumerate instructions/steps/guidelines if the latter consists of
two or more instructions.

ex. All PNP personnel are directed to update their respective personal
information through the following steps:
a) Log-in to …;

b) Click …; and

c) Click save.
e. If in doubt with the words used, check dictionary, google it;
f. Always refer to the PNP MC 2022-076;
g. Read your write-ups, if it does not sound good, rephrase it;
h. If unsure of spellings of names of the Command Group, check the
PNP website; and
i. Routinary communications should be done in perfection already.
ex. Retirement Honors
MOA signing
j. To ensure validity of attached document submitted to OTCDS and
to expedite its processing, the herein the sample format should be
followed:

Prepared by: Noted by:

Rank/Name Rank/Name
Designation Designation
Summary a. Situation
b. Definition of PNP Jargons
c. General Guidelines
d. Specific Guidelines
e. Formats
f. Grammar
g. Other Concerns
 • Implementing Rules and Regulation of RA 11200 dated March 24, 2019;
References • PNP MC No. 2022 dated June 13, 2022 entitled, “Revised Guidelines for the Standard
Preparation of Communications;
• PNP MC No. 2019-013 dated March 5, 2019 entitled, “Guidelines for the Standard
Preparation of Communications;
• PNPMC 2012-003 dated May 20, 2013 entitled, “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”
• Memorandum from TCDS dated March 23, 2022 with subject: Reiteration of the
Guidelines for the Standard Preparation of Communications;
• 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;
• Memorandum from TCDS dated March 21, 2019 with subject: Standard Use of CPNP on
All Memoranda; and
• Memorandum from TCDS dated September 27, 2018 with subject: Application for Leave
of head of Offices/Units.
Thank
You
and
Good