LESSON 5 MIDTERMS Flashcards
Misconceptions can arise out of the word “civilian.” The police organization is civilian in character, and even if it is civilian-para military, the police make use of the civilian letter when writing to those outside the police organization.
CIVILIAN LETTER
Unlike the radiographic message, memorandum, and endorsement has a different form, because it is concerned with symmetry or a well-balanced appearance.
CIVILIAN LETTER
Is a formal written communication crafted for an audience outside the police or internal government agencies.
CIVILIAN LETTER
It avoids military or technical jargon, instead using clear, professional language suitable for addressing government officials, business leaders, and the public. Its format emphasizes a neat, balanced appearance, and it typically does not use numbered paragraphs unless listing specific items.
CIVILIAN LETTER
A type or a printed letterhead may be used. It includes the writer’s office and office address. Abbreviations shall not be made for the city, municipality and province.
HEADING
The addressee’s name should be written fully. It should always be preceded by a courtesy title, except in case of M.D., Ph.D., and a few others.
INSIDE ADDRESS
The salutation greets the reader and the greeting may be formal or informal, cordial or personal.
SALUTATION
The body is the message itself, considered as the “body and soul” of the entire letter because it contains the message of the writer.
BODY
Usually followed by a comma, and comes immediately after the last line of the message. The first word starts with a capital letter.
COMPLIMENTARY CLAUSE
Refers to the space left below the closing phrase where you would handwrite your signature, followed by your typed full name, essentially marking the end of the letter and signifying your personal authorization.
SIGNATURE LINE
Basic Parts of Civilian Letter
- HEADING
- INSIDE ADDRESS
- SALUTATION
- BODY
- COMPLIMENTARY CLAUSE
- SIGNATURE LINE
The use of _____ is optional depending on the instructions issued by the chief or head of office. If ever used, it is placed at the left margin two spaces below the letterhead, and in line with, and below, the current date.
FILE REFERENCE
To speed up handling of the letter, the _____ is used when the letter is addressed to a company or to particular department of a company or to an individual aside from the addressee.
ATTENTION LINE
The _____ is the gist of the message. It helps a very busy person find out a split second what the letter is all about.
SUBJECT LINE
For Administrative purposes, the initials of the signatory, secretary, or encoder may be included. These initials appear at the left side of the paper two spaces below the writer’s identification however these are aligned with the left margin of the letter.
REFERENCE LINE
This is placed directly below the initials. This signifies that in the same envelope with the letter something is included. The number of enclosures, the specific kinds of materials enclosed, or the word as/s (as stated) are the information to be included in the enclosure.
ENCLOSURES
This is written below the initials followed by the name of the person who will receive the carbon copies. “Cc” is written if carbon copies of the letter are to be sent to the other parties aside from the reader.
CARBON COPY NOTATION
Written 2 spaces below the last line of the reference initials. It is an addition note added after the main message and signature. This is intended to attract attention as well as to emphasize as in a scales gimmick.
POST SCRIPTS
Special Parts of Civilian Letters
- FILE REFERENCE
- ATTENTION LINE
- SUBJECT LINE
- REFERENCE LINE
- ENCLOSURES
- CARBON COPY NOTATION
- POST SCRIPTS
Rules on Spacing
- On standard 8.5 by 11-inch stationary, the date is usually typed on line 15 with the inside address typed five lines below.
- One blank line is left before the salutation.
- If an attention line or a subject line is included,one blank line precedes and follow these parts.
- The writers identification should be preceded by at least three blank lines to allow room for the signature.
- Generally no blank line seperates the reference initials from enclosure and carbon notations.
Rules on Marginal Spacing
- The left margin of a letter should be straight whether it is pen written or typewritten.
- Because it is impossible to achieve a straight line for the right margin,the writer must exercise care and good judgement in driving words at the ends of the lines to prevent the page from having a ragged appearance.
- When the letter is very short ,the margin should increase, and the letter placed far enough from the top of the page to allow it to occupy the middle of the page.
- For an average-length letter,from 100-150 words it may be written on a page when double-spacing is used and the marginal stops are set so as to make the lines fifty spaces in length.
- In a 200-300 word or more letter,the same length line may be used,but single-spaced.
- If a message cannot be accommodated on one page, a second page may be used, having the same side margins as the first page.
- In a continuation page, the top margin should be one inch,the first line to be typed on line 7,and approximately the same length.
Because of his close association with community members, the police executive receives inquiries and answers them. Furthermore, in order to uphold the dignity of the police organization, the concerned police officer assures community members of the maintenance of peace and order, so he needs to write civilian letters from time to time.
INFORMATION LETTER
Between an invitation acceptance and an _____, the latter is more difficult to write. The writer therefore, considers as guide the following points:
reasons for refusing; 1) appreciation for the invitation; 2) reasons for refusing;
3) possibility of accepting a similar invitation in the future.
INVITATION REFUSAL
Is written as a result of complaints the way supplies were delivered, services rendered, or accounts paid. Those intending to write this kind of letter must think of courtesy despite their displeasure. The correspondents must not write when angry. The rudeness may be reflected in the letter. Here are tips to guide the correspondent in writing a claim created: 1) what is wrong? 2) what inconvenience was so far the situation? 3) what suggestions can and be offered to remedy letter
CLAIM LETTER
