Module 2.1.

Police Correspondence

POLICE
CORRESPONDENCE

Course: POBC TOT

 Module 2.1. Police Correspondence

Lesson goal:
This lesson aims to provide the
participants the knowledge and skills on
how to prepare a correct police
communication by using pointers and
standard format.

Course: POBC TOT

 Module 2.1. Police Correspondence

Lesson OBJECTIVES:
 Define the 4 terms given during the lesson;
 Give the tips for appropriate report writing;
 Categorize the pointers in preparing an
effective police communications;
 Identify the format for date and time; and
 Illustrate the format of memorandum.

Course: POBC TOT

 Module 2.1. Police Correspondence

What is police correspondence?

Course: POBC TOT

 Module 2.1. Police Correspondence

Police Correspondence

Exchanging of communication
between and/or among the different
offices in PNP.

Course: POBC TOT

 Module 2.1. Police Correspondence

What is communication?

Course: POBC TOT

 Module 2.1. Police Correspondence

Communication
is one of the most essential aspect of
conveying information inside and
outside the police organization.

Course: POBC TOT

 Module 2.1. Police Correspondence

Writing

Writing is the process of defining what we

mean to say accurately and without
ambiguity.

Report
A report is designed to fulfill a need to tell
and need to know.

Course: POBC TOT

 Module 2.1. Police Correspondence

TIPS FOR APPROPRIATE

REPORT WRITING

 Functional
 Informative
 Factual
 Efficient

Course: POBC TOT

 Module 2.1. Police Correspondence

POINTERS IN PREPARING POLICE

COMMUNICATIONS

1. Observe Parallelism;
2. Work for Brevity;
3. Work for Clarity;
4. Maintain Consistency;
5. Work for Coherence; and
6. Work for Accurateness.

Course: POBC TOT

 Module 2.1. Police Correspondence

POINTERS IN PREPARING POLICE

COMMUNICATIONS

1. Observe Parallelism
Agreement in direction, tendency or character.

Course: POBC TOT

 Module 2.1. Police Correspondence

Example:

1. The PNP shall enforce the law,

prevent and control crimes and
maintain peace and order.

2. The PNP shall enforce the law, to

prevent and control crimes and to
maintain peace and order.

Course: POBC TOT

 Module 2.1. Police Correspondence

2. Work for Brevity

 KISS
 A memo is 1-2 pages long
 Clarity vs Brevity
 Avoid padded phrases

Course: POBC TOT

 Module 2.1. Police Correspondence

Examples:

WORDY BRIEF
• at a period of time • When
• due to the fact that • because
• in compliance with your request • as requested

Course: POBC TOT

 Module 2.1. Police Correspondence

3. Work for Clarity

Clearness or lucidity as to perception or

understanding.

 “Say what you mean and mean what you say”

 Avoid impressive expressions
 Define terms
 Spell-out abbreviations
 Use standard acronyms, spellings and terms

Course: POBC TOT

 Module 2.1. Police Correspondence

BIG WORDS SIMPLE WORDS

 magnitude  size
 accumulate  gather
 acquaint  tell

Course: POBC TOT

 Module 2.1. Police Correspondence

4. Maintain Consistency
Agreement, harmony or compatibility

 Consistency in Tense
 Consistency in Number
 Consistency in Subject
 Consistency in language

Course: POBC TOT

 Module 2.1. Police Correspondence

Example: American English vs. British English

a. Defense vs Defence
b. Elevator vs Lift
c. Truck vs Lorry
d. Program vs Programme
e. Motorcycle vs Motorbike
f. Sidewalk vs Pavement

Course: POBC TOT

 Module 2.1. Police Correspondence

5. Work for Coherence

Logical interconnection;
 Words should stick together
 Sentences must be related
 Paragraphs must stick together

Note: Memo treats one subject matter at a time

Course: POBC TOT

 Module 2.1. Police Correspondence

6. Work for Accurateness

 5Ws and 1H;
 Check data;
 Research, research, research!;
 Consult dictionary and other materials;
 Consult the internet; and
 Consult knowledgeable people.

Course: POBC TOT

 Module 2.1. Police Correspondence

COMMON WORDS USED IN POLICE

COMMUNICATIONS

 Expedite Confidential
 Facilitate  Restricted
 ASAP  For your eyes only
 Disseminate  Assembly time
 Coordinate  ETD

Course: POBC TOT

 Module 2.1. Police Correspondence

 Comply with/Compliance  Account

 NLT  Rationalize
 Target date  Integrate
 Rush  Operationalize

Course: POBC TOT

 Module 2.1. Police Correspondence

DATE AND TIME FORMAT

DATE - use either of the 2 formats:

30 September 2015 or September 30, 2015

TIME - AM/PM type or 24-hour format.

3:00AM/PM or 1500

Course: POBC TOT

 Module 2.1. Police Correspondence

The accepted format is without “H”.

301430 September 2015
Common format:
September 30, 2015 at 2:30 PM or
30 September 2015 at 1430

Course: POBC TOT

 Module 2.1. Police Correspondence

Make learning a daily task until you

shall have mastered the essentials of police
communications.

Write, rewrite, edit and rewrite until you

are satisfied with your product!

Course: POBC TOT