Guidelines and Procedures

1. PLTCOL DAWANI MAE S JOAQUIN
Chief, Administrative Section
Office of The Chief of Directorial Staff
REVISED GUIDELINES FOR THE
STANDARD PREPARATION OF
COMMUNICATIONS
PNPMC NO. 2022-076

2. Sequence
a. Objective
b. Situation
c. Definition of PNP Jargons
d. General Guidelines
e. Specific Guidelines
f. Formats
g. Grammar
h. Other Concerns

3. 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.

4. Situation
Despite numerous directives on the preparation of communications,
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.

5. DEFINITION OF PNP
JARGONS

6. Command Memorandum Circular (CMC)
 temporary in nature;
 covers a specific duration;
 activity, event, and/or project based;
 numbered consecutively by calendar year;
 issuing authority is 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

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 with continuing effect unless rescinded/amended;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

8. 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

9. 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

10. 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

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

12. PRIORITY Communications
 with a set deadline for immediate action to be
complied within 72 hours; and
 expressedguidance from the President, SILG, and
other competent authorities.
Common Definitions in PNP Communications

13. PRIORITY
2 ½”
1”
Priority Tab

14. RUSH Communications
 with a set deadline for immediate action to be
complied within 24 hours; and
 expressedguidance from the President, SILG, and
other competent authorities.
Common Definitions in PNP Communications

15. RUSH 1”
2 ½”
Rush Tab

16. Only communications that fall under the
parameters of rush and/or priority shall be
marked accordingly. Communications that
are intentionally mislabeled shall be returned
without action.

17. GENERAL
GUIDELINES

18. (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

19. 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

20. 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

21. 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

22. PGEN JUAN DELA CRUZ, JR
General Guidelines
Camp BGen Rafael T Crame

23. There are two ways of writing the names
of PNP personnel as signatories:
General Guidelines
Three lines:
<NAME>
Police General
Chief, PNP

24. Two lines in correspondence:
PGEN <NAME>
Chief, PNP
General Guidelines

25. Two lines in memoranda:
<NAME>
Police General
General Guidelines

26. Abbreviated in communications
PGEN DELA CRUZ, JR
PBGEN DELA CRUZ
General Guidelines

27. 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

28. General Guidelines
(Memorandum from TCDS dated March 21, 2019 with subject:
Standard Use
of CPNP on All Memoranda)
CPNP
How to write Chief, PNP in memoranda:

29. General Guidelines
Concurring lines for the PNP Command Group shall
be 1.5 inches long, as shown:
FOR : CPNP
THRU : TDCA _________________
TDCO _________________
TCDS _________________

30. Commander, Area Police Commands (Cmdr,
APCs) are separated from the D-Staff when
being enumerated while NASUs and NOSUs are
part of NSUs and should not be treated as
separate.
General Guidelines

31. P-Staff refers to CPSM, HRAO, PTCFOR, CESPO,
and C, NUPAD, DPRM.
On the other hand, WCPC is under the
functional supervision of DIDM; FEO and SOSIA
under CSG; while PPDC, PTCFOR, and PIO are
under the OCPNP.
General Guidelines

32. The standard distribution to be followed in
the preparation of MCs, CMCs, memoranda,
and other communications:
Command Group D, NSUs
IG, IAS RD, PROs
Cmdr, APCs DDs, NCRPO
D-Staff SPA to the SILG
P-Staff
General Guidelines

33. 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
General Guidelines
Note: Distribution is addressed to the Head/Chief of
office/unit and not to the office/unit.

34. 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

35. All communications intended for the
Command Group must be signed by the
Head of Office.
General Guidelines

36. In case of authorized absence, the duly
designated Officer-In-Charge shall sign the
documents.
General Guidelines

37. 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

38. 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

39. 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

40. TO
FROM
: See Distribution
: C, ROD
SUBJECT : SAMPLER
DATE : January 15, 2021
JUAN DELA CRUZ
Police Colonel
Copy Furnished:
Command Group
General Guidelines

41. 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

42. 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

43. 1.5 in
FOR
THRU
: CPNP
: TDCA
TDCO
TCDS
TDO
FROM : D, SAF
SUBJECT : SAMPLER
DATE : January 15, 2021
1 space
General Guidelines

44. 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

45. 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

46. 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

47. 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
General Guidelines

48. All comments/recommendations on a
particular communications coming from
different offices/ units shall be properly
tabbed.
General Guidelines

49. All comments/recommendations on a
particular should not cover the original
document from the originating
office/unit.
General Guidelines

50. 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.
General Guidelines

51. The date portion on all communications
from the different PNP offices/units
should be printed and not stamped.
General Guidelines

52. However, the dates on communications
for signature of the CPNP and the
members of the Command Group shall
be stamped upon their signing of the
documents.
General Guidelines

53. All compliances to Handwritten
Instructions/Routing Slip from the CPNP
thru TCDS/SDS, 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

54. FOR
FROM
: CPNP
(Attn:ADMO)
: TDPRM
SUBJECT : SAMPLER
DATE : March 1, 2022
JUAN DELA CRUZ, JR
Police Major General
Copy Furnished:
TCDS
General Guidelines

55. In writing references, the principle of
“latest first, oldest last” should be
observed.
General Guidelines

56. 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

57. 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

58. Guide in opening
memoranda: (Higher to
Lower Office/Unit)
T
O
General Guidelines

59. Guide in opening memoranda:
(Lower for Higher/Equal
Office/Unit)
FOR
General Guidelines

60. Guide in closing memoranda:
(Higher to Lower Office/Unit)
 For guidance, compliance, information,
dissemination, appropriate action, attention,
etc.
General Guidelines

61. Guide in closing memoranda:
(Lower for Higher Office/Unit)
 For information, preferential attention,
favorable action, consideration, request for
guidance, approval, perusal, etc.
General Guidelines

62. 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.
General Guidelines
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.

63. 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

64. 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

65. 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

66. 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

67. Documents for dissemination must be
first declassified, sanitized, cleared for
publication, and converted into
“civilianized format” and/or press
release/media lines format.
General Guidelines

68. (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)
Unclassified matter or information, but
considered to be official, shall not be
uploaded, posted or disseminated on the
internet or through ICT devices without prior
authorization from the CPNP as
recommended by TDI.
General Guidelines

69. Reports for the President and the
SILG/Chairman, NAPOLCOM should, as much
as possible, be limited to one page only.
General Guidelines

70. SPECIFIC
GUIDELINES

71. 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

72. Complimentary endings:
For letters addressed to the President -
Very respectfully
yours,
Specific Guidelines

73. Complimentary endings :
For all others -
Very truly
yours,
Specific Guidelines

74. The signatory portion for communications
intended for signature of the OIC, PNP;
TDCA; TDCO; and TCDS should be printed
as follows:
Specific Guidelines

75. VICENTE D DANAO, JR
Police Lieutenant General
Officer-In-Charge, PNP
Specific Guidelines

76. RHODEL O SERMONIA
Police Lieutenant General
The Deputy Chief, PNP for
Administration
Specific Guidelines

77. VICENTE D DANAO, JR
Police Lieutenant General
The Deputy Chief, PNP for Operations
Specific Guidelines

78. MANUEL M ABU
Police Lieutenant General
The Chief of Directorial Staff
Specific Guidelines

79. 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
a)When the position is vacant, the letterhead of
the office where he/she was designated as an
Specific Guidelines

80. STYLE GUIDE

81. LETTERHEAD
For documents to be signed by the
CPNP.
Republic of the Philippines
NATIONAL POLICE COMMISSION
OFFICE OF THE CHIEF, PNP
Camp BGen Rafael T Crame, Quezon City
Arial 10
Arial 10
Arial 11
Arial 10
Arial 11NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE
No Logos
Bold
Bold
Style Guide

82. 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

83. 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

84. 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

85. 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

86. The phrase NATIONAL
HEADQUARTERS in the header shall
only be used for headers of the
Command Group, D-Staff, and P-
Staff
Style Guide

87. 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

88. 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 2
Camp Marcelo A Adduru, Tuguegarao City, Cagayan
Style Guide

89. 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 2
CAGAYAN POLICE PROVINCIAL OFFICE
Camp Tirso H Gador, Tuguegarao City, Cagayan
Style Guide

90. ADDRESSEE AND SALUTATION
FOR
THE PRESIDENT:
President <NAME> (bold letters, complete full name)
Republic of the Philippines
Malacañan Palace
Manila
Thru: Secretary <NAME> (bold, dotted)
Department of the Interior and Local Government
DILG-NAPOLCOM Center
EDSA corner QuezonAvenue
Quezon City
Dear Mr. President:
Style Guide

91. 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

92. ADDRESSEE AND SALUTATION FOR THE VICE
PRESIDENT:
Vice President <NAME> (bold, dotted middle initial)
Republic of the Philippines
Quezon City Reception House
100 11th St., Bargy. Mariana
New Manila, Quezon City
Dear Vice President <Surname>:
Style Guide

93. ADDRESSEE AND SALUTATION FOR THE 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

94. ADDRESSEE AND SALUTATION FOR THE
REPRESENTATIVES:
Representative <NAME> (bold, dotted middle initial)
1st District of Isabela
Room S-201, House of Representtaives
Quezon City
Dear Representative <Surname>:
Style Guide

95. ADDRESSEE AND SALUTATION
FOR THE DEPARTMENT/CABINET SECRETARIES:
Secretary <NAME> (bold, dotted middle initial)
Department of the Interior and Local Government
DILG-NAPOLCOM Center
EDSA corner QuezonAvenue
Quezon City
Dear Secretary <Surname>:
Style Guide

96. ADDRESSEE AND SALUTATION FOR THE CHAIRMAN,
NAPOLCOM: (bold, dotted middle initial)
Chairman <NAME>
National Police Commission
DILG-NAPOLCOM Center
NAPOLCOM Building
EDSA corner QuezonAvenue
West Triangle, Quezon City
Dear Chairman <Surname>:
Style Guide

97. 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 QuezonAvenue
Quezon City
Dear USEC <Surname>:
Style Guide

98. 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 QuezonAvenue
Quezon City
Dear ASEC <Surname>:
Style Guide

99. 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

100. ADDRESSEE AND SALUTATION FOR THE MAYORS:
Mayor <NAME> (bold, dotted middle initial)
Quezon City Hall, Elliptical Road
Quezon City
Dear Mayor <Surname>:
Style Guide

101. ADDRESSEE AND SALUTATION FOR THE BARANGAY
OFFICIALS:
Chairperson <NAME> (bold, dotted middle initial)
#57 1st Avenue, Cubao
Quezon City
Dear Chairperson <Surname>:
Style Guide
Note: Use “Chairperson” NOT “Chairman” nor “Chairwoman” to address
women holding leadership positions in an organization.

102. 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

103. 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

104. 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

105. 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

106. 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

107. ADDRESSEE AND SALUTATION FOR THE JUSTICES/JUDGES:
The Honorable <NAME> (bold, dotted middle initial)
Chief Justice
Supreme Court of the Philippines
Ermita, Manila
Dear Chief Justice <Surname>:
Style Guide

108. 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

109. 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

110. ADDRESSEE AND SALUTATION
FOR THE AFP/PNP/BFP/BJMP etc. (PNCOs) including retirees:
PAT JUAN 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

111. 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

112. PNP, BJMP, and BFP Ranks (PEMS,
PLTCOL, PGEN, FDIR, JCSUPT) shall not
be dotted.
Style Guide

113. 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

114. Note: Please refer to the websites of
government and private offices on the
internet for correct spelling of name of
addressee and correct address or if there are
changes in addresses, phone numbers, and
persons to be contacted.
Style Guide

115. Avoid “Greetings!” and “Peace on
Earth” to start an official letter. The
first paragraph should be what the
letter is about.
Style Guide

116. 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

117. 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

118. OTHER STYLE ISSUES
Do NOT use the article the with acronyms
that are pronounceable
Example:
NAPOLCOM, PAG-ASA, PAG-IBIG, MERALCO
Style Guide

119. 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

120. OTHER STYLE ISSUES
Use an for MOA (em-oh-ay) and MOU read as
pronounced
Style Guide

121. OTHER STYLE ISSUES
DATE format: January 15, 2022
Style Guide

122. OTHER STYLE ISSUES
TIME format: 1:00 AM/PM and 12:00
NN/MN
Style Guide

123. OTHER STYLE ISSUES
Alfonso B. Henares NOT
Alfonso Henares y Baldoz
(except for investigation and legal usage)
Style Guide

124. OTHER STYLE ISSUES
When slant is used, no space before and after
the words office/unit
Style Guide

125. 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

126. OTHER STYLE ISSUES
PUNCTUATION
MARK
PLACEMENT IN
RELATION TO THE
CLOSING
QUOTATION
HOW IT SHOULD
APPEAR
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

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

128. 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
Page 2 of 2
Style Guide

129. 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

130. Additional Styles
When referring to numbers 1 to 10, write in
words. When referring to numbers 11 or
more, write the numerical figures.
Style Guide

131. Format

135. 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.
Format

136. Numbering
1. References:
2. This pertains to…
a. xxx
1) yyy
a) zzz
(1) xxx
(a) xxx
(a.1) xxx
(a.1.a) xxx
Format

137. Grammar

138. 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

139. Prepositions
at – to indicate a specific address or place
(I live at No. 10 Escalante St., Malate, Manila.)
Grammar

140. 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

141. • 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

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

143. • 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
Grammar

144. • Do not use periods for abbreviated units of
measurement.
Also, use lowercase letters and do not add an “s” to make
the unit plural.
Exception: pounds (lbs):
g (grams) m (meters) w (watts) in
(inches)
kg (kilograms) km (kilometers) kw (kilowatts) oz
(ounces)
Grammar

145. • 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)
Grammar

146. 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)

147. 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.

148. 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.

149. 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

150. 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

151. 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

152. Abbreviations
• No./no. = number; NOT Nr./nr.
• caliber NOT cal.
• a.k.a. NOT alias or other pseudonym

153. 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)

154. 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

155. 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)

156. Collective nouns and mass nouns DO NOT have a
plural form:
• Ammunition
• Baggage
• equipment
• furniture
• infrastructure (pluralized in special cases)
• jewelry
• Luggage
• Training
• Armament

157. 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.

158. OTHER CONCERNS

159. 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:

160. 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
Other Concerns

161. 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.
Other Concerns

162. 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
Other Concerns

163. Summary a. Situation
b. Definition of PNP Jargons
c. General Guidelines
d. Specific Guidelines
e. Formats
f. Grammar
g. Other Concerns

164. References
– Implementing Rules and Regulation of RA 11200 dated
March 24, 2019;
– 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

165. Thank You
and
Good Day