The Memorandum Format in Police Report Writing

1. MEMORANDUM – it means “a note to help
the memory”; an inter-office
communications dealing with official matters
which is commonly used in police service.
TONES OF THE MEMORANDUM – There is no
strict rule governing the tone of a
memorandum. However, the tone usually
differs in accordance with the person/s
reading it.
1. From a chief of office to his
subordinates, the tone is impersonal, i.e.
“For guidance and strict compliance.”

2. 2. From a writer writing a
memorandum to somebody of equal
rank, the tone is casually personal,
i.e. “The undersigned noticed
changes in…”
3. A subordinate police officer
writing a memorandum to a higher
police officer uses a more formal
tone, i.e., “For information and
request acknowledgment.”

3. MEMORANDUM FOR: - is written
above the addressee if sent to a
superior officer.
MEMORANDUM TO: - is used if sent
to subordinate officers by the chief
or head.
POSITION AND PLACEMENT – it is
typed on legal or custom-size bond
paper. 8.5x13”(long) Only one side of
the sheet is used.

4. Parts of a Memorandum
1. Heading – all materials above the
first line of the body comprise the
heading. These are the office origin,
address, file reference, identifying
initials, date, subject, channels
through which the letter will pass,
and addressee to whom the letter is
being written.

5. A. Letterhead – printed letterhead
stationery is normally used for the
first page. If not available, a typed
letterhead may be substituted.
Ex:
Republic of the Philippines
National Police Commission
PHILIPPINE NATIONAL POLICE
SANTA ROSA POLICE STATION
Santa Rosa, Nueva Ecija

6. B. File Reference – it is otherwise
called the office symbol. It is usually
placed 2 spaces below the
letterhead. Each part of the
reference is also used as identifying
information on the second and
subsequent pages.
Ex:
SRPS-IN

7. C. Identifying Initials – refers to the initials
of the originator and typist of the letter.
Ex: MLVFJR/ogs/600-3752
D. Addressee – the person to whom the
memorandum is written.
It is addressed to the chief or head of an
agency by his title. The letter is not
addressed to the police office.
The title is not abbreviated.
Ex:
MEMORANDUM
FOR: Provincial Director, NEPPO

8. unless the correspondence pertains to an
individual, the name of the individual is not
used in the address of a memorandum form.
When it is necessary, however, to address
correspondence to an individual by name, his
grade, first name, middle name, and last
name are indicated in that order. His badge
number and branch of service may be shown,
if it is known and considered necessary for
identification.
Example:
MEMORANDUM
FOR: SPO4 Juan Santos Cruz 031740 PNP

9. when the same letter is intended for
several addressees, the entire address
of each is placed on a single line if
possible.
Example:
MEMORANDUM
TO: Chief, PPHRDB/PIIB/POPB/PCRB/PFLB
E. Attention Line – for faster routing,
correspondence may be addressed to the
individual or the head of a subdivision
or by the use of an office symbol.

10. Examples:
1. Addressed to the attention of an individual.
MEMORANDUM
TO: Chief of Police, SRPS
(Attn: SPO4 Juan S Cruz PNP)
2. Addressed to the attention of the head of
office.
MEMORANDUM
TO: Chief of Police, SRPS
(Attn: Chief, Opns & Plans Sec)

11. 3. Addressed to the attention of the head of
a unit or command by the use of an office
symbol.
MEMORANDUM
TO: Chief of Police, SRPS
(Attn: OPS)
F. Sender or Originator – preceded by the
word “FROM” is written in block style, with
open punctuation and normally placed
below the addressee.
Example:
FROM: Chief of Police, SRPS

12. G. Subject – the subject line should contain not more
than 10 words. It starts 2 spaces below the sender
and 2 spaces to the right of the colon. When the
subject extends to two lines, the second line is
blocked under the first letter of the first word of
the subject.
Example:
SUBJECT: SPECIAL REPORT RE HOMICIDE
WITH RAPE TRANSPIRED AT BRGY
RIZAL THIS CITY
H. Date – this refer to the date of signature or the
present date.
Example: DATE: July 3, 2004
3 July 2004

13. 2. Body – it is the message itself. This part
is typed single-spaced, except when it is
less than nine lines, and no reply is
expected, in which case it may be
double-spaced. Double-spacing is
always used between paragraphs.
1. Paragraphing – when a letter
consists of only one paragraph, the
paragraph is not numbered, although its
sub-paragraphs will be lettered, if there
are two or more.

14. When there are two or more paragraphs,
they are numbered consecutively.
The first line of a paragraph is indented
five bar spaces. The succeeding lines begin on
the left margin.
There must be at least two sub-paragraphs.
For example, if there is (1), there is
(2)
The first line is indented so that the
designating letters appear directly under the
first letter of the first word in the main
paragraph. The second and succeeding lines of
these sub-paragraphs begin on the left margin.

15. 2. Abbreviations – a memorandum
allows abbreviations which are generally
allowed in the police service. They are
usually written without spacing or periods,
except geographical locations.
 If the full name is used, the
abbreviated rank is permissible
Ex: PCHF SUPT PAUL HECTOR G NATALIO
If family name only, the rank is spelled
out
Ex: POLICE CHIEF SUPERINTENDENT CRUZ

16. 3. References – references to
publications must be specific and fully
implemented. References are not be
made to a publication or document
which is not available to the
addressees of the correspondence.
Example: Reference: Special Report
this station dated December 15, 2003
re Homicide with Rape transpired at
Brgy Bonifacio, Cabanatuan City.

17. 4. Page Numbering – the first page
should not be numbered. Subsequent
pages, including those on which
endorsements are prepared are
numbered consecutively, beginning
with the second page as 2. the page
number is centered 1 inch from the
bottom of the page. The number
should stand by itself and should not
be set off by dashes, parentheses, or
some other punctuation.

18. 5. Dividing a Paragraph – three or fewer
lines should not be divided between pages.
at least two lines of a divided paragraph
should appear on each page.
in dividing a sentence between pages, at
least two words should appear on each
page.
a word should not be divided between
two pages.
the complimentary ending should not
appear alone on a page without part of a
body or text.

19. ҉ when the space below the text is not
sufficient for the close, at least two lines
of the last paragraph may be placed on
the last page together with the
complimentary ending.
҉ on the second and succeeding pages,
the file reference and subject should be
typed, beginning on the left margin, 1.25
inches from the top edge of the page.
The text is continued on the second line
below the identification line.

20. 3. Complimentary Ending – this refers to the
materials found below the last paragraph
of the body. It consists of the authority line
if used, signature, list of enclosures and list
of copies being furnished.
A. Authority Line – it should be shown
when the correspondence is signed for the
chief or head of an agency or office by an
individual authorized to do so. This reflects
the fact that the communication is an
expression of the will of the chief himself.

21. The authority line begins on the
second line below the last
paragraph directly under the first
word of the preceding main
paragraph. It is typed in capital
letters, without abbreviations. A
staff officer may sign under the
authority line only when
authorized to do so.

22. Examples:
1. If signing for a chief or head of an
office and addressed to members under
him,
BY AUTHORITY OF POLICE SUPERINTENDENT DAAN:
EFRENILO FAJARDO RESTUA
Police Inspector
Deputy Chief of Police

23. 2. If not addressed to a member under him,
FOR THE CHIEF OF POLICE:
EFRENILO FAJARDO RESTUA
Police Inspector
Deputy Chief of Police

24. B. Signature – it contains the name of the
officer, usually his first name, middle initial
and last name, signed in black or blue-black
ink, never blue or any other color; the
name being typed, stamped or printed, all
in capital letters, identical with the written
name, the officer’s rank or service and title
designation.
 if the concerned chief or head of office
personally signed the memorandum, his
title or designation may not be included
anymore.

25. C. Enclosures - are supplementary
documents which are sent with the
communication to provide additional
information.
when the letter has one or more enclosures,
this fact is entered on the left side of the
page in the following manner:
Example:
Enclosures:
1- Crime Scene Sketch
2- Pictures of Crime Scene

26. D. Copy Furnished to other Offices – a
notation concerning copy furnished
should be typed immediately under, and
separated by at least one line from the
listing of enclosure, if any.
Example:
Copy Furnished:
RD, PRO’s
D, NSU’s