Lesson Proper for Week 7

POLICE BLOTTER

Police Blotter is a record of daily events occurring within the territories/ jurisdiction of a
given police unit or command. It contains material detail concerning the event for legal
and statistical purposes. The Police Blotter is an informational record book that is
utilized for evidentiary or referral purposes. (Circular No. 5, GHQ PNP dated 10 Dec
1992).

A. Contents of Entry

The entry in the police blotter should answer the following cardinal elements of a police
record, to wit: who; what; why: where; when; how; and disposition of the case.

In answering the above 5Ws and 1H and the case disposition, all such material details
about the event, including: the names of the suspect/s; the mat victim/s; the
eyewitness/es, if any: the nature of the action or offense; the possible motive/s; the
place; the date and time of occurrence; significant circumstances that aggravate or
mitigate the event or the crime should be entered along with the identity of the officer to
whom the case is assigned officer-on-cases; and the status of the case.

The following incidents or transactions, among others, are entered in the police blotter:

B. Incidents to be Recorded:

1. All violations of laws and ordinances reported and discovered;

2. All calls in which any member of the police force is dispatched or has taken an official
action

3. All legal papers handled such as warrants, subpoenas, summonses, citations, and
the like;

4. Al fire alarms, reports and information received by the stations;

5. Movement of prisoners with corresponding notations on the authority for such

movements:

6. Cases of missing and found persons, animals and properties;

7. Vehicular and other types of accidents which require police actions;

8. All personal injuries, bodies found, and suicides.

9. Damage to property;

10. All cases in which a police member is involved;

11. All arrests and returns made; and

12. Miscellaneous cases, general and special orders, violations of rules and regulations
and any other reportable incident that the Chief of Police desires to be recorded.

C. Procedure in Making Entries

1. All entries in the police blotter shall be handwritten in a clear, concise and simple
manner but answering as far as practicable the 5Ws and 1H. Clarity should not be
sacrificed for brevity.

2. Only facts, not opinions, are entered in the blotter.

3. No erasures shall be made on the entries. Corrections are made by drawing one
horizontal line over such word or phrases and the actual entry initialed by the police
officer making the correction.

4. A ball pen or pen with blue, black or blue-black ink is used for making the entries.

5 Misrepresentations in the blotter or any attempt to suppress any information therein

are punishable criminally and administratively.

6. The entries must be legibly written in long hand and consecutively numbered.

7. Every page of the blotter shall be consecutively or chronologically filled up. No line of
space shall be left blank between any two entries.

8. Any development of a case to be reflected in the blotter should be new entry at the
time and day it was reported. A reference to the previous new entry at number of the
case, however, should be made.

9. In every shift, the Duty Sergeant, under the supervision of the Duty Officer or
Complaint Desk Officer, shall make the actual entries in the blotter and at the end of his
tour of duty, both the Duty Sergeant and Duty Complaint Desk Officer shall sign the
blotter.
 CERTIFICATION OF POLICE BLOTTER EXCERPT:

For whatever legal purpose, interested persons always seek a copy of a police blotter.
Since the entry in the police blotter is difficult to be machine-copied due to its size
(bigger than the ordinary document), a certification of its contents is the only way to
have it. In copying the contents of a blotter entry, it should be copied in verbatim.

It means that it should be copied word for word and not correction in the grammar or in
any mistake should be made in the entry. Obvious mistakes in the entry should be
consulted to the Desk Officer who made the entry and he is the only person authorized
to correct it based on the procedures previously discussed.
Lesson Proper for Week 8
MEMORANDUM

Common practices of inter office communication in the police service is the

memorandum. Interpreted the simplest way, a memorandum is "a note to help the
memory."

A memorandum may be general in application, requiring compliance by, or information

of a majority of all the officers and members of the police organization. It may be also of
limited application, such as those directed to, or requiring performance of an action by
an individual or group of individuals within a particular police unit, directorate, service,
region, province, station or section.

Police executives may issue administrative instructions in the form of a

MEMORANDUM. Subordinate officials may use this form, only on matters advisory or
informative in nature. Routine MEMORANDUM is presently resorting to a "bottom line"
technique to enable the police executives to know right away what had been done about
the problem at hand.

A. Tones of Memorandum

There is no strict rule governing the tone of memorandum. However, it is usually noted
that the tone differs in accordance with the person or persons reading it. From a chief of
office to his subordinates, the tone is impersonal, i.e. "For guidance and strict
compliance." From a writer sending a memorandum to somebody of equal rank, the
tone is casually personal, i.e., "The undersigned noticed changes in..." A subordinate
police officer writing a memorandum to a higher police officer uses a more formal tone,
i.e., "For info and request acknowledge."

In other line agencies of the government similar with police offices,

using FOR and TO has been done. The "MEMORANDUM FOR:" is written above the
addressee if sent to a superior officer; the "MEMORANDUM TO:" if sent to subordinate
officer or to same rank and position. Police organization adopts memoranda in the
following general usage: to inform; to answer; to record a significant event; special
reports; basic transmittals, and for some other purposes.

B. Parts of a Memorandum
1. The Heading: All the materials above the first line of the body comprise the heading.
All these are the file reference or office symbol, address to whom the letter is being
sent, channel through which the letter will pass, addressor, subject and date.

a. Letterhead:

Printed Letterhead stationery is normally used for the first page. If not available, a typed
letterhead may be used, Each Office has its own letterhead. In offices where more than
one kind of letterhead is used, the nature of the letter will determine which letterhead is
proper. The top edge of the letterhead is normally placed inch or on the fifth line below
the top edge or the paper.

Example:

Republic of the Philippines

Department of the Interior and Local Government
Philippine Public Safety College
NATIONAL FORENSIC SCIENCE TRAINING INSTITUTE
Fort Bonifacio, Taguig City
Tel No. 8812722 (loc 112)

b. File Reference or Office Symbol:

It is placed at the left margin, usually two (2) spaces below the letterhead. Each part of
the reference has a meaning. File references are also used as identifying information on
the second and subsequent pages.

Example: NFSTI-Admin

c. Addressee:

The title of the addressee is entered after the "MEMORANDUM FOR", If sent to
superior office, "MEMORANDUM TO" if sent to subordinates. It should be written on
block style with open punctuation and normally placed in two (2) spaces after the file
reference.

Example:

MEMORANDUM:
FOR The Director., HSS
MEMORANDUM:
TO The Director, CIDG

d. Addressor

The title of the addressor (sender) is entered after "FROM" "FROM" Authorized
abbreviations are Used.

Example FROM : The Director, HSS e.

e. Channels:

Correspondence can be routed THRU channels, through a lower Chief or Supervisor

expected to exercise control, taken action or to be concerned and normally placed two
(2) spaces after the addressee.

Examples

THRU: DCA _______________

DCO _____________________
TCDS ____________________
f. Attention Address:

To speed routing, correspondence may be addressed to the attention of an individual or

head of a subdivision of an agency, or an office, either by reference to the name of the
subdivision or by the use of an office symbol. The name will be used only when there is
a special reason for calling the letter to the attention of the individual known to handle
the type of correspondence concerned and when it is known that he/she will at the place
addressed.

Example: Addressed to the Attention of an Individual.

MEMORANDUM:

TO :Regional Director, PRO CALABARZON

Camp Vicente Lim, Canlubang, Laguna
Attn: PSINSP JUAN B DELA CRUZ
Addressed to the Attention of the Head of Office
MEMORANDUM:

TO :Regional Director, PRO CALABARZON

Camp Vicente Lim, Canlubang. Laguna
Attn: ADPCR
g. Subject

The subject line gives the reader an idea of what the memo is about. The subject line
should contain not exceeding ten (10) words. It states two (2) spaces below the
addressor. Title capitalization rules may be used. This means capital letter for the first
letter and other important words, and small letters for the unimportant ones. When the
subject extends to two (2) lines. The second line is blocked under the first letter of the
first word in the subject.

Example:

SUBJECT: Request for Optional Retirement of

PSINSP JUAN B DELA CRUZ
h. Date:

This refers to the date of signature and it is placed at the left portion of the page on the
last line below the subject. The day and year are numerals and the month may be
spelled out or abbreviated. If the month is abbreviated, the year may be shortened too.

Example: DATE: March 15, 2008

2. The Body

The body of the letter is the message itself. It is the substance of the typed letter as
distinct from the formal beginning and ending. This part of the letter is single- spaced.
The use of the third person, such as "the undersigned", "this unit or "this office", is
prescribed to achieve objectivity.

a. Paragraphing:

When a letter consists of only one paragraph, the paragraph will not be numbered,
although its sub-paragraph will be lettered, if there are two or more. When there are two
(2) or more paragraphs, they will be numbered
Numbered consecutively. The second succeeding lines will begin at the left margin.

Example:

1.XXXXXXXXXXXXXXXxxxxxxxxxxxxxxxxxxxXXXXoxxxxXXXXXKXXXXXXXXXXXxxxx

XXXXXXXXXXX.

a. Xxx XXXxXXXXXXXXXX

b. xxoXXXXXXXXXXXX

b. Abbreviations:

This kind of communication allows abbreviations which are generally accepted in the
police service. They are usually written without spacing or periods, except geographical
locations which can be written with or

without periods. If the full name is used, the abbreviated rank is permissible, if family
name only, the rank is spelled out. However, good practice tells the writer to use
abbreviations sparingly. But definitely, abbreviations are not used in correspondence
going outside the Philippine National Police.

Examples:

PDIR - stands for Police Director

PCSUPT - for Police Chief Superintendent
PSINSP - for Police Senior inspector
Memo - for Memorandum

c. References:

References to publications must be specific and fully identified. References will not be
made to a publication or document which is not available to the addressees of the
available correspondence. References to correspondence will include the type of
correspondence, file reference., office origin, date and subject.

Example: 1, Reference: Memo from the Director. NFSTI dated August 2, 2007, subject
as stated above.
d. Page Numbering:

The first page should not be numbered (silent pagination). Subsequent pages, including
those on which endorsements are prepared, Will be numbered consecutively, beginning
with the second page as 2. Page number will be centered 1 inch from the bottom of the
page. The number will stand by itself; it will not be set off by dashes, parenthesis or
other punctuations.

Example: 2

e. Dividing Paragraph:

Three (3) or fewer lines will not be divided between pages. At least two (2) lines of a
divided paragraph will appear on each page. In dividing a sentence between pages, at
least two (2) words will appear on each page. The complimentary ending will not appear
alone on a page without a part of a body or text. When the space below the text is not
sufficient for the close, at least two (2) lines of the paragraph or sub-paragraph which in
its entirely consists of only one (1) line may be placed on the last page together with the
complimentary ending. On the second and each succeeding page, the file reference
and subject will be typed, beginning at the left margin 1 ½ % inches from the top edge
of the page. The date will be placed so that it ends at the right margin. The text will be
continued on the second line below the right margin below identification line.

Example:

NFSI-Admin. Request for Optional Retirement of PSINSP JUAN B DELA CRUZ dated
August 2, 2007.

----------------------------------------------------------------------------------------------------------------

3. Complementary ending:

Like in business letter, there is also a closing portion in this type of Communication. This
refers to the material found below in at the last paragraph of the body. It consists of the
Authority Line (if used), signature, list of enclosures and list of copies.

A. Authority - An authority line will be shown when the correspondence is signed to the
chief or head of office by an individual authorized to do so. This reflects the fact that the
communication is an expression of the will of the chief or head of office. The authority
line will begin on the second line below the last paragraph directly under the first letter
of the first word of the preceding main paragraph. It is typed in capital letter without
abbreviations.

Example:

For guidance and compliance.

BY ORDER OF THE DIRECTOR, NFSTI:

B. Signature -The signature contains the name of the officer, signed in ink (black or
blue-black, never blue or any other color); the name being typed, stamped or printed in
capital letters identical with the written name, the officer's rank or service and title or
designation.

Example

MARLENE M SALANGAD, Ph.D.

Police Senior Superintendent
Director, NFSTI
FOR: DEMETRIO V MANAHAN
Police Chief Inspector
Deputy Director, NFST

C. Enclosure - Enclosures are Supplementary documents which are sent with

communications to provide additional information. When a letter has one or more
enclosures, this fact is entered at the left side of the page.

Example: incls:

1-Memo from
2- Memo from
3- Memo from
Lesson Proper for Week 9

RADIO MESSAGE FORM

The radio message form is that one used when preparing radiographic messages
intended for transmission throughout the Philippine National Police (PNP). This is
patterned after the form used in the Armed Forces of the Philippines (AFP), and
subscribed to the procedure based on the AFRG 421 -141. Dated November 26, 1968.

A. Important Terms

1. Message.

Message is any idea expressed in plain languages. There are three types of messages:

a. Single. A message which has only one addressee.

b. Book. A message which has two or more addresses and is of such nature that the
originator considers that no addressee need be informed of the identity of other
addressees. Each addressee may be either ACTION or INFORMATION. The main
advantage of a book message is the economy in the use of communication facilities,
and reduction of commercial cost due to elimination of unnecessary addressee data.

c. Multiple. A message which has two or more addressees, and is of such nature that
the originator considers that each addressee must be aware of all the addressees to
whom the message was addressed. A multiple-address message will not be used when
a book message will suffice.

2. Originator.

The originator of a message is the authority in whose message is sent, or is the police
office and/or unit in whose name a message is sent or is the police office and/or unit
under the direct control of the authority approving a message for transmission. The
originator is responsible for the function of the drafter, and releasing officer. The
originator has the following responsibilities:

a. To determine if a message is necessary.

b. To determine the addressees and the type of message.
c. To use the message form prescribed by the police organization.
d. To draft the text in accordance with the prescribed manner and procedure.
e. To determine the precedence.
f. To determine the security classification.
g. To ensure that the message is signed by the releasing office
3. Drafter.

A drafter is a person who actually composes a message release by the originator or the
releasing officer.

4. Releasing Officer.

A releasing officer is a person who may authorize the transmission or a message for
and in the name of the originator.

5. Text.

The text is that part of a message which contains the idea that the originator desires to
communicate. It may also contain such internal instruction that are necessary to obtain
special handing.

a. Filling Out of Message Form

· For Communications Electronic Service or Signal use, Routing Indicator for

Operator's Use - The message form has spaces provided use oy CES Or Signal
Personnel. No entries are to be made in these spaces at the time the message is
prepared by the drafter or originator. When blank sheets are used, adequate space
must be left for this purpose.

· Precedence Action - The precedence assigned to all action addresses will be

entered in this block.

· Precedence Info - The precedence assigned to all information addressees will

be entered in this block.

· Date-Time Group - The date-time group is placed at the date time group block
and consists of six digits and a zone designation. The first pair of digit denotes the date;
the second pair the hour; the third; the minutes. When using abbreviated procedure, the
digit denoting the date may be omitted. It is then called a time group.

A letter DATE-TIME GROUP designates the time zone. Unless otherwise specified, the
local time of the geographical area will be used, in which case there will be either no
letter after the date-time group, or the police executive, or head of the police unit will
designate the zone designation letter corresponding to the local time. For Greenwich
Mean Time. the corresponding designation letter "Z" is to be used when required.
6. Message Instructions

Normally reserved for communication center se by the originator to indicate the desired
method of delivery of a message e.g by hand, or convey any other appropriate radio,
landline, visual, mail, by na instructions.

7. From

In this block is entered the designation of the originator. Police abbreviations should not
be used if addressees outside the police service are information

8.To and Attn or Info

Addressees may be designated as either action or information. Again, police

abbreviation should not be used if addresses outside police service are included.

9. Security Classification

a. Responsibility - It is the responsibility of the originator to ensure that er security

classification is indicated on the message before it is forwarded transmission, a reply
classification, when contents of the text of the message containing the reply or
reference permit

b. Security Classification -Messages are to be classified as TOP SECRET, SECRET,

CONFIDENTIAL or RESTRICTED whenever their content falls within the definition set
forth in appropriate regulations. Those bearing no should be marked UNCLASSIFIED or
the abbreviations UNCLAS.

10. Cite Number

This is to be filled-up by the originator with the office, unit or originator's cite number for
the message.

11. Text

To save transmission and circuit time required for, normally the message text should be
prepared in block form, i.e., without paragraph numbering, indenting. If paragraphing is
specifically required or desired, modified letter format should be used. or desired.

a. Paragraphs shall be numbered with Arabic numerals in sequence followed by a

period; sub-paragraphs shall be lettered alphabetically in sequence followed by a
period; sub-sub-paragraphs shall be numbered with Arabic numerals in parentheses,
commencing with "(1);" sub-sub-sub- paragraphs shall be lettered in parentheses,
Commencing with "(a)."
b. Paragraph designations are to be transmitted as those which are written and not
spelled out.

c. When message consists of only one paragraph, this paragraph shall not be
numbered

12. Reference Message

If the message refers to another message, appropriate Identifying data of the reference
message will be inserted in the block.

13.Classified

If the reference message is classified. the YES block will be marked. and if unclassified,
the NO block will be marked.

14. Page Number and Number of Pages

This block will be filled according to the number of messages, from pages used to
complete the message.

15. Drafter's Name Title and Phone Number

Data identifying the drafter is entered in this block.

16.Releasing Officer's Name, Title and Signature

Data identifying the individual authorities to release the message is to be entered in this
block.

17.PNP Addressees

a. The title and location or unit designation of the signing authority will be indicated.

b. ZIP Codes of Post Office Numbers, or another coded distributions lists will not be
used as originator's address as part of an address.

c. Messages to a police addressee will be addressed to the chief of an installation. or

head of an agency. Authorized abbreviations maybe used. All messages for personnel
serving or on duty within an agency will contain internal instructions for delivery
purpose.

d. Geographical location of an installation or agency will be included. Messages

addressed to an individual located at business or home address will include the street
address, the full name of the city or town and the abbreviated name of the province.
18. Purely Civilian Addressees

a. The originator's designation will consist of the full title of the chief or head in those
messages addressed to another line agency in the government. Abbreviated titles will
not be used; rather it must be spelled out.

b. When a message is for another line agency addressee, or is to be delivered by a

commercial carrier, handling instructions will be included in the address portion of the
message form. Names of cities and municipalities will be spelled out in full; name of
provinces may be abbreviated i.e., Santo Rosa, N.E.