POLICE

COMMUNICATION
PROFICIENCY

PMAJ JAMES N BUGAYONG

 Presentation Sequence

1. The Communication Process

Importance of Communication Process
Types of Communication
Different general barriers of Communication

2. Language Proficiency
Determining Sentence Errors
 Presentation Sequence

3. Correspondence and Technical Report

Writing
Pre-requisites in Writing
Correspondence and Technical Reports
Essential Qualities of Good Writing
Writing a Memorandum, Civilian Letter,
and Police Report;
 Part One:
The Communication
Process
The Communication Process

Guide towards realizing effective

communication
Sharing of a common meaning between the
sender and receiver
Effective communication leads to
understanding
The transfer of information
Components of Communication
Process

1. Sender
2. Encoding
3. Transmission of Message
4. Decoding
5. Receiver
6. Feedback
 The Communication Process

SENDER ENCODING TRANSMISSION DECODING RECEIVER

FEEDBACK
(RESPONSE)
 Goals of Communication
Process

1. To transmit a message clearly within a

context
2. To establish relations or strengthen
relationship
3. To develop, realize, concretize an idea into
action
4. To achieve an objective or learning or goal
 Goals of Communication
Process

5. To make growth possible

6. To seek answers:
a. Communication Research
b. Investigation
c. Management of Processes

IOBC
 Goals of Communication
Process

Discovery Establishment
Conviction
of Truth of Facts
 Types of Communication

A. Non-Human Communication
1. Animal Communication
2. Plant Communication

B. Human Communication
1. Verbal Communication
2. Non-Verbal Communication
 General Barriers in
Communication
A. Physical Barrier
B. Psychological – Emotional
C. Cultural
D. Linguistic
E. Interpersonal / Behavioral Patterns
F. Perceptual
 General Barriers in
Communication
G. Organizational
H. Information Overload
I. Noise / Distractions
J. Feedback
 Part Two:
Language Proficiency
 Language Proficiency

• Also called Linguistic Proficiency

• The ability of an individual to speak or

perform in an acquired language
 Determining Sentence
Error
1. Run-on Sentence
2. Misplaced Modifier
3. Fragment
4. Dangling Modifier
5. Faulty Parallelism
6. Use of Split Infinitives
 Determining Sentence
Error
1. Run-on Sentence
Two sentences or ideas written as one
No appropriate punctuations or
connecting
word separating the ideas
EitherComma splice or Fused
sentence
 Determining Sentence
Error
1. Run-on Sentence
Four Ways to Correct Comma Splice and Fused
Sentence:

Use of coordinating Conjunction

Use of Semi-Colon
Use of Subordinating Conjunction
Use of a Period
 Determining Sentence
Error
1. Run-on Sentence
Example 1:

Comma Splice: The altercation occurred in

front of the victim’s residence, the suspect
was already drunk at that time.

Corrected: The altercation occurred in front

of the victim’s residence. The suspect was
already drunk at that time.
 Determining Sentence
Error
1. Run-on Sentence
Example 2:

Fused Sentence: The altercation occurred in

front of the victim’s residence the suspect
was allegedly drunk at that time.

Corrected: The altercation occurred in front

of the victim’s residence; the suspect was
already drunk at that time.
 Determining Sentence
Error

2. Misplaced Modifier
 Modifiersor descriptive phrases that are
not placed beside or near the word(s)
they are supposed to modify or describe
 Results in ambiguous or confusing
sentences.
 Determining Sentence
Error
2. Misplaced Modifier
Example 1:
Wrong: This action is in compliance with the
Chief, PNP’s directive to place police personnel
under restrictive custody involved in criminal
complaints.

Corrected: This action is in compliance with

the Chief, PNP’s directive to place police
personnel involved in criminal complaints
under restrictive custody.
 Determining Sentence
Error
2. Misplaced Modifier
Example 2:
Wrong: On June 21, 2009 at about 5:00 P.M., a
woman appeared to this office and presented a
photograph of the suspect who introduced herself as
the lone witness to the stabbing incident.

Right: On June 21, 2009 at about 5:00 P.M., a

woman who introduced herself as the lone
witness to the stabbing incident appeared to this
office and presented a photograph of the suspect.
 Determining Sentence
Error

3. Fragment
Phrases or groups of words
No subject or verb
Does not express a complete thought
 Determining Sentence
Error
3. Fragment
Example 1:

Fragment: When uncovered, reveal a male

cadaver, clad in white shirt with blood and a
pair of gray Corduroy short pants.

Revised: When uncovered, the stretcher

revealed a male cadaver, clad in white shirt
soiled with blood and a pair of gray Corduroy
short pants.
 Determining Sentence
Error
3. Fragment
Example 2:

Fragment: Upon arrival, the operatives saw the accused

drinking hard liquor and immediately arrested him.
Brought to the warrant office for proper disposition.
Likewise, informed him of RA 7438 known as Miranda
Doctrine.

Revised: Upon arrival, the operatives saw the accused

drinking hard liquor and immediately arrested him. They
brought him to the warrant office for proper disposition.
Likewise, they informed him of his rights under Republic
Act 7438, otherwise known as the Miranda Doctrine.
 Determining Sentence
Error
3. Fragment
Example 3:

Fragment: The motive of the killing due to

jealousy by the suspect.

Revised: The motive of the killing was due to

jealousy by the suspect.
 Determining Sentence
Error

4. Dangling Modifier
Subject of the main idea or main
clause is not the one that the phrase
modifies.
 Determining Sentence
Error
4. Dangling Modifier
Example 1:

Incorrect: Driving along Paseo de Roxas, a

huge billboard being dismantled was noticed
by Inspector Martin.

Correct: Driving along Paseo de Roxas,

Inspector Martin noticed a huge billboard
being dismantled.
 Determining Sentence
Error
4. Dangling Modifier
Example 2:

Incorrect: To enter the police service, mental

and physical preparations should be made by
the applicants.

Correct: To enter the police service,

applicants should make mental and physical
preparations.
 Determining Sentence
Error
4. Dangling Modifier
Example 3:

Incorrect: Having reported the incident to the

police, the black Montero SUV was driven by
the witness en route to the hotel.

Correct: Having reported the incident to the

police, the witness drove his black Montero
SUV en route to the hotel.
 Determining Sentence
Error

5. Faulty Parallelism
Sentence contains elements of
different grammatical kind
Disruptsthe reader’s flow of thought
and expectations
 Determining Sentence
Error
5. Faulty Parallelism
Example 1:

Non-parallel: PO3 Amelita Barnedo is a

model employee, ideal wife and loves her
parents.

Parallel: PO3 Amelita Barnedo is a model

employee, ideal wife and loving daughter.
 Determining Sentence
Error
5. Faulty Parallelism
Example 2:
Non-parallel: The members of the search and
rescue team convened to share information
about their mission and for the planning of their
next move.

Parallel: The members of the search and rescue

team convened to share information about their
mission and to plan their next move.
 Determining Sentence
Error
5. Faulty Parallelism
Example 3:

Non-parallel: PO3 Charlie Austria arrived at

the crime scene, interviewed witnesses and
evidence was gathered by him.

Parallel: PO3 Charlie Austria arrived at the

crime scene, interviewed witnesses, and
gathered evidence.
 Determining Sentence
Error
6. Use of Split Infinitives
Use of infinitive phrase
To + the main or base form of the verb
 Determining Sentence
Error
6. Use of Split Infinitives
Example 1:

Wrong: The robbers decided to equally divide

the loot among themselves.

Right: The robbers decided to divide the loot

equally among themselves.
 Determining Sentence
Error
6. Use of Split Infinitives
Example 2:

Wrong: The witness agreed to readily testify

on the kidnapping incident.

Right: The witness readily agreed to testify

on the kidnapping incident.
 Part Three:
Correspondence and
Technical Report Writing
 Pre-Requisites in Writing Correspondence and
Technical Report Writing

1. PLAN the Contents of the report

2. COLLECT the Information
3. DRAFT the Rough Report
4. FINALIZE
 Essential Qualities of Good Writing

1. Accuracy
2. Clarity
3. Conciseness
4. Objectivity
5. Completeness
 Essential Qualities of Good Writing

1. Accuracy
 Correctness or precision in both information
and word choice
 Free of errors in substance and details
 Using the exact words meant to express your
intended meaning
 Using “specific word” rather than vague ones
 Accuracy
Example:

Vague: A middle-aged single mother was killed a week

ago by motorcycle-riding robbers who took the cash she had
just withdrawn from a bank in Laguna.

Revised: Mayumi Sanghari, a 27 year old single mother

was gunned down on Friday, January 20, 2012 by two
motorcycle-riding criminals who took the PHP200, 000.00
cash she had just withdrawn from Banco de Laguna in Los
Baños, Laguna.
 Essential Qualities of Good Writing

2. Clarity
Freedom from ambiguity
Don’t have to read the same paragraph
over and over again to understand its
meaning
Not having to ask “who did what?” or “what
is that again?”
 Additional Strategies to make your
Sentences Clear
a. Avoid elaborate and impressive words.

Elaborate: The vehicular accident caused bodily impairments

to ten passengers.
Simple: The vehicular accident injured ten passengers.

Elaborate: The spokesperson attempted to elucidate PNP’s

involvement in the botched rescue mission.
Simple: The spokesperson attempted to clarify PNP’s
involvement in the botched rescue mission.
 Additional Strategies to make your
Sentences Clear
b. Avoid double negatives and construct positive
sentences.

Negative: Applicants who will not pass this test will not
qualify for admission.
Positive: Applicants who will pass this test will qualify
for admission.

Negative: The recruits are not absent.

Positive: The recruits are present.
 Essential Qualities of Good Writing

3. Conciseness
Express much in a few words as possible
Brief but substantial
Summarize narrative report using pertinent
or important details
 Essential Qualities of Good Writing

Example: 3. Conciseness

Poor: Having been shot, Norma Lagueno

howled in pain and slowly crawled and
dragged her bleeding left leg as she looked
for cover.

Concise: Having been shot in her left leg,

Norma Lagueno crawled for cover.
 Six Strategies in Writing Concise
Sentences
a. Use active voice instead of passive voice.

Passive Voice: The incident was investigated

by a special team.
Active Voice: A special team investigated the
incident.
 Six Strategies in Writing Concise
Sentences
b. Reduce long clauses into phrases.

Wordy: The man who is sitting beside the mayor

is the chief of police.

Concise: The man beside the mayor is the chief

of police.
 Six Strategies in Writing Concise
Sentences
c. Cut unnecessary words and empty phrases.

Wordy: The team made a decision to clear the

area of peddlers.

Concise: The team decided to clear the area of

peddlers.
 Six Strategies in Writing Concise
Sentences
d. Eliminate repetition and redundancy.

Wordy: The team leader presented a brief

summary of their activities.

Concise: The team leader presented a

summary of their activities.
 Six Strategies in Writing Concise
Sentences
e. Avoid “Nominalization” or using the noun
forms of the verbs.

Wordy: The rescue of the kidnapped victim

carried out by Task force Sagip was swift.

Concise: Task Force Sagip rescued the

kidnapped victim swiftly.
 Six Strategies in Writing Concise
Sentences

f. Avoid the use of “there is/are/were” as sentence

openers.

Wordy: There were two witnesses who testified

against the kidnapping suspect.

Concise: Two witnesses testified against the

kidnapping suspect.
 Essential Qualities of Good Writing

4. Objectivity
Use the language that has a neutral tone
Reportshall cover all sides of the story and
does not slant toward or favor one side
only
Avoid opinions, personal judgment and
emotional overtone in your sentences
 Essential Qualities of Good Writing
4. Objectivity

Example 1:
Subjective: An inmate at Iwahig Penal Farm
acts strange and lunatic.

Objective: An inmate at Iwahig Penal Farm

known as Alyas Boy Kalawang talks to himself,
shouts and laughs at his fellow inmates for no
apparent reason. He is also seen often times
wearing his underwear over his head.
 Essential Qualities of Good Writing
4. Objectivity

Example 2:

Subjective: The ugly, crazy drunkard so

terrified the bar manager.

Objective: A man believed to be under the

influence of liquor poked a gun at the bar
manager.
 Essential Qualities of Good Writing

5. Completeness
A good narrative report answers all
questions (who, what, where, when, why,
and how).
Opinions,judgments concerning the nature
of the crime should be backed up by
evidence
Essential Qualities of Good Writing
5. Completeness

Victim

Witness Suspect

WHO

Crime Evidence
Reporter Keeper

IOC
Essential Qualities of Good Writing
5. Completeness

Nature of
the Crime/
Incident

Weapons Action
or Tools
WHAT Taken

Evidence
Essential Qualities of Good Writing
5. Completeness

Victim last
seen

Crime Suspect
Discovered Arrested

WHEN

Authorities
Arrived Authorities
Informed
at the CS
Essential Qualities of Good Writing
5. Completeness

Place of
Commission

Tools
Victim/ Acquired
Suspect or
Obtained
WHERE

Marking
of Evidence
Keeping
Evidence
Module 2.1 Building Communications Proficiency

Essential Qualities of Good Writing

5. Completeness

Motive

Criminal
Late
Commit
the WHY Reportin
g
Crime

Victims
Reluctant
to Talk
Essential Qualities of Good Writing
5. Completeness

Crime
Carried Out

Criminal get Discovery of

away the Crime

HOW

Information of Responder at
the Crime the CS

Crime
Reported
 Memorandum

A note, a reminder, or a statement that one

wishes to remember or preserve for future use
 Latin
term memorandus (to be remembered) or
memorare (to remind).
 Memorandum is singular while memoranda is
its plural form
 Parts of the Memorandum

1. Letterhead
2. Heading
3. Body
4. Penned Signature
Letterhead
– includes logo and
name of the agency,
address, and other
relevant information
such as contact
information, services
offered and the like.
Heading

– includes the To/For

line, From line, Subject
line, and the Date line
 Body
- Initial part tells the recipient
the reason of writing the
memorandum and tells the
recipient of what he is going
to do and how. Next part
states the information or
details, telling the reader
what you have said and how
he will do it. Final part ends
with courteous request for
service, action or further
information.
 
Penned Signature
– includes the signature of
the writer of the memo
 The difference of using To line or For
line

Memo To – When the writer is addressing to his

subordinates or those who have lower positions
than him.

Memo For – When the writer is addressing to his

superior or one who has higher positions than
him.
 Types of Memorandum

The type of memorandum revolves on the

following purposes:

1. Memo that Requests

2. Memo that Informs
3. Memo that Responds
 Guidelines in the Standard
Preparation of Communications
Common defects of communications prepared by the
different PNP offices/units:

 Wrong format of the addressee portion;

 Incomplete staff work;
 Redundancy in communication distribution;
 Use of wrong stationery/letterhead;
 Inappropriate complimentary endings;
 Wrong spacing;
 Guidelines in the Standard
Preparation of Communications
Common defects of communications prepared by the
different PNP offices/units:

 Lack of appropriate tabs for the enclosure/attachments;

 Typographical and grammatical errors;
 Wrong font and font size;
 Dirty printing;
 Protruding staple wires; and
 Use of sliding folder.
 Civilian Letter

A message in writing
Any language or code
Contained in a sealed or unsealed envelope
or not in an envelope at all
Communication sent outside the
organization (public, private and religious
sectors)
 Parts of a Civilian Letter

1. Heading (Letterhead)
2. Date (Dateline)
3. Inside Address
4. Salutation
5. Body of the Letter
6. Complimentary Close
7. Signature Block
 Parts of a Civilian Letter

Heading (Letterhead)

• A part that contains the

name of the institution
represented by the
writer.
 Parts of a Civilian Letter

Date (Dateline)

• It specifies the day

when the letter was
written, not when the
document was
dispatched.
 Parts of a Civilian Letter

Inside Address

• This usually contains

the correct name,
position, business
name and business
address of the
addressee.
 Parts of a Civilian Letter

Salutation

• The greetings in the

letter that provides
a courteous
opening.
 Parts of a Civilian Letter

Body of the Letter

• It embodies the text

of the message,
usually the longest
part of the letter.
 Parts of a Civilian Letter

Complimentary Close

• The farewell part of

the letter which
signals the ending
of the message.
 Parts of a Civilian Letter

Signature Block

• It indicates the name

of the writer (usually in
all capital letter) with
signature above it.
This is typed the same
way as the name in
the inside address.
 Police Reports

Chronological or step-by-step account

of an incident that took place at a given
time.
Narrative or informative writing
Written account of an incident
 Paragraphing Process

1. First Paragraph - what sort of crime is being

described

2. Second Paragraph - the recounting of various

steps or actions done

3. Third Paragraph - end paragraph which

concludes the report
 Uses of Report

1. Serves as basis for prosecution;

2. Serves as source of statistical information;
3. Serves as reference for development of
operational strategies, policy changes, and
training program formulation; and
4. Sources of stories by newspapers and media.
5. Basis for performance evaluation.
 Purpose of an Investigation Report

1. Record
2. Leads
3. Prosecution Action
 Basic Investigation Reports

1. Spot Report
Immediate initial investigative or incident
report pertaining to:
the commission of the crime
occurrence of natural or man-made
disaster
unusualincidents involving loss of lives
and damage of properties
SPOT REPORT
 Basic Investigation Reports

2. Progress Report
Follow-up of the initial investigation
Covers new findings, statements of
additional witnesses
An update of the ongoing action or
investigation of a particular case
PROGRESS REPORT
 Basic Investigation Reports

3. After Operation Report

A report that may be rendered after
any successful police operation
Arrestof any member or some
members of syndicated crime group.
AFTER OPERATION REPORT
 Basic Investigation Reports

4. Final Report
Submitted when an investigation is terminated.
This is done under the following circumstances:
On successful conclusion of the case
When all leads are exhausted and there
appear to be no further steps to be taken
On orders from higher authority.
FINAL REPORT
OTHER TYPES OF INVESTIGATIVE
REPORTS
1. Flash Alarm
• an account relative to the commission of
a crime or incident filed by a
complaining witness or victim to the Police
Station;
• citing the date, time, place, possible motive of the
commission/occurrence, how it was perpetrated,
and other details relative to incident.
 OTHER TYPES OF INVESTIGATIVE
REPORTS
2. Referral Notes
• to inscribe incidents, cases and other
important events that transpire during
his/her tour of duty.
OTHER TYPES OF INVESTIGATIVE
REPORTS
3. Coordination Report
• A report which is used as means
of formal coordination to be made by
the investigating agency with
the police unit or military unit having
operational jurisdiction over the place.
COORDINATION REPORT/FORM
OTHER TYPES OF INVESTIGATIVE
REPORTS
4. Case Referral Report
• It serves as endorsement to the Prosecutor's
Office of the case being brought by the
investigating officer before their (Prosecutor)
attention for appropriate action.
 CASE REFERRAL REPORT
Sample format of Case Referral
(Regular Filing and Inquest)

Republic of the Philippines

Department of the Interior and Local Government
PHILIPPINE NATIONAL POLICE
______________________________________
_______________________

(DATE)

The Honorable City Chief Prosecutor

Office of ________ Prosecutor
Justice Hall, _______

(Attn: Duty Inquest Prosecutor)

Greetings :

I have the honor to refer to your Office, the records of investigation

relative to the case of (crime), committed at about ______ of ________ at
______________.

COMPLAINANT : (Name, age, nationality, civil status and current address)

VICTIM : (Name, age, nationality, civil status and current address)

SUSPECT (ARRESTED/DETAINED) :
(Name, age, nationality, civil status and
current address)
EVIDENCE RECOVERED :

FACTS OF THE CASE:

Investigation disclosed....
 REFERRAL TO THE
PROSECUTOR
FACTS OF THE CASE:

Investigation disclosed....
ENCLOSURES :

a) Subscribed NPS Investigative Data Form

b) SS of the complainant
c) SS of witness
d) SS of witness
e) Joint Affidavit of Arrest of
f) Medico-Legal Report
g) As stated evidence recovered
g) Death Certificate of the Victim
i) Anatomical Sketch of the Victim
j) Booking and Information of the suspect
k) And others to be presented later.

This case will be presented to you by (Name of Investigator-on-Case) of

this Office during the course of inquest proceedings. Further, request furnished
this Office copy of resolution of the case and other proceedings.

For appropriate action and disposition.

_________________
Chief of Police
 REFERRAL TO THE
PROSECUTOR
Another Sample Format of Case Referral

Republic of the Philippines

Department of the Interior and Local Government
PHILIPPINE NATIONAL POLICE
______________________________________

_______________________

(Date)
Hon. Chief, State Prosecutor
Department of Justice,
Padre Faura, Manila

Sir/Madam:

Respectfully referred to your good office for inquest proceedings are the herein
record of investigation relative to a case for Robbery committed as follows:

VICTIMS/COMPLAINANTS: __________________

RESPONDENTS: ___________________________

WITNESSES: ______________________________

Date/Time and Place of Occurrence:

On _______ at about ________ along _________________.

Evidences:
1. Sworn Statement of Complainant/s
2. Sworn Statement of Witnesses
3. Joint affidavit of Arresting Police Officers
4. Others to be presented later.
 REFERRAL TO THE
PROSECUTOR
Evidences:
1. Sworn Statement of Complainant/s
2. Sworn Statement of Witnesses
3. Joint affidavit of Arresting Police Officers
4. Others to be presented later.

FACTS OF THE CASE:

(Complete brief narrative of the facts)

This case will be presented by (name of investigator-on-case).

Very truly yours,

__________________
(CHIEF OF OFFICE)