Technical English 1

Technical English 1

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TECHNICAL ENGLISH 1
(Investigative Report Writing & Presentation)
CDI 105

Midterm



Criteria for Report Writing
One of the most basic considerations of report writing is the language used. Consider:
a. Clarity – The police report should be clear, should be written in a direct manner and easy to understand.
b. Accuracy – The writing should follow proper format, grammar, and spelling. All information should be factual.
c. Brevity – The report should be short, with simple sentences and common words.
d. Specificity – The police report must be specific and should be detailed.
e. Completeness – The police report must have the 5Ws and 1H: What, When, Where, Who, Why, and How.
f. Timeliness – The police report should be submitted on time. As much as possible, write it immediately after the incident
has happened.


The Sentence

A sentence is a group of words expressing a complete thought or idea. A complete sentence is made up of
a subject and predicate. The diagram below explains further on this concept.






A group of words expressing
Complete thought or idea.







-the topic of the sentence -talks about the subject
-tells who is spoken of - talks about what the subject is doing
-it is a noun or pronoun - it is a verb



Sentence
B. er
C. yow
D. yhup
E. hey
Subject
B. er
C. yow
D. yhup
E. hey
Predicate
B. er
C. yow
D. yhup
E. hey

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Four Kinds of Sentence According to Structure

There are four kinds of sentence according to structure. These are: Simple sentence, compound sentence,
complex sentence, and compound-complex sentence.

A. Simple Sentence
A group of word that can stand alone and gives a complete thought. It has two basic parts: the subject and
the predicate. The subject tells who or what is being spoken of; the predicate tells something about the
subject. A simple sentence has one subject and one predicate.



Examples:
Subject predicate

1. The Lawyer is attending a hearing.

Subject predicate

2. The serial killer lurks in the shadows.


B. Compound Sentence

This is a sentence consisting of two or more independent clauses or Simple sentence joined by a
semi-colon coma, or a coordinating conjunction.

What is a clause?
A clause is a group of words that contain a verb and its subject. A clause that can stand alone is called an
independent clause. A clause that does not express a complete thought and cannot stand by itself is called a
dependent clause.

Examples:

independent clause conjunction independent clause

1. The judge looks around the courtroom, and orders the crowd to keep silent.

independent clause conjunction independent clause

2. The witness gave his lengthy testimony, but the judge did not believe him.

C. Complex Sentence
This is a sentence containing one independent clause and one or more dependent clauses.

Examples:
dependent clause dependent clause

1. Though still shaken by the incident and the attempted burglary.

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2.

Independent clause

Marina decided to report it to the police station.

independent clause dependent clause dependent clause

3. Marina went to the police station, filed an affidavit of complaint, and felt relieved

D. Compound-Complex Sentence
Contains two or more independent clauses and one or more dependent clauses.
Examples:
Independent clause independent clause dependent clause
1. When the burglars left the house, they were in a hurry and left traces of evidence.



Independent clause Independent clause dependent clause

2. I turned on the lights as soon as I arrive, what confronted me were broken furniture and messy living room.


Four Kinds of Sentence According to Function

English sentences can also be classified according to functions, namely: Declarative, Interrogative, Imperative, and
Exclamatory.

1. Declarative Sentence- A sentence that states an idea and ends with a period.

Examples:
Φ Anthony is a second year Criminology Student.
Φ Criminology is a scientific study of crime and criminals.
Φ She passed the Criminology Licensure Examination last month.

2. Interrogative Sentence – A sentence that ask a question and ends with a question mark.

Examples:
Φ Who is the principal suspect of the burglary?
Φ What was the possible motive of the crime?
Φ When was the suspect apprehended?

3. Imperative Sentence- A sentence that gives an order or direction and ends with a period or exclamation mark.

Examples:
Φ Please call the police station right away.
Φ Watch out for stray bullets!




4. Exclamatory Sentence- A sentence that conveys emotions and ends with an exclamation mark.

Examples:

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Φ Stop! You are under arrest.
Φ Help, call the ambulance please!
Φ Hey! Look at those floating dead bodies!
Φ Oh, what a brutal killing!

The Paragraph

A Paragraph is a brief composition having only one main thought or idea. It is a group of related sentences
developing into one topic, or with a specific part of a longer composition or a larger topic.

A paragraph is composed of a topic sentence and supporting details, A topic sentence contains the main idea or
thought of the composition. On the other hand, the supporting details substantiate or help develop the main idea
expressed in the topic sentence.

Read the paragraph below and identify the topic sentence and the supporting details that help developed the
main idea.






Paragraph Unity
A paragraph is considered to be unified when all of its supporting details relate to the main topic. Below is a
sample paragraph, examine it whether each supporting details support the main topic.



























Transitional Markers

Transitional markers are considered as aid to the readers, because its main purpose is to help readers
comprehend the relationship of thoughts, and how these thoughts are connected smoothly in the paragraph.

The value of human life in our society is immeasurable. Police officers are charged with the
awesome responsibility to protect life and property, and to apprehend criminal offenders. The
apprehension of criminal offenders and the protection of the property must be subservient to
the protection of life. The Police officer’s responsibility for protecting life must include his own.

---by Bill Clede fom Police Handun Manual, p. 126
Abu Sayyaf Group (ASG)

The Abu Sayyaf Group (ASG) is the smallest and the most radical of the Islamic separatist groups
operating in the southern Philippines. Some ASG members have studied and worked in the Middle East
and developed ties to mujahedeen while fighting and training Afghanistan. The group split from the Moro
National Liberation Front in 1991 under the leadership of Abdurajik Abubakar Janjalani, who was killed in
a clash with Philippine Police on 18 December 1998. Press report placed his younger brother, Khadafi
Janjalani (reported killed 2002), as the nominal leader of the group, which is composed of several factions.
The ASG is engaged in bombings, Assassinations, kidnappings, and extortion purportedly to promote an
Independent Islamic state in the Western Mindanao and the Sulu archipelago. In April 1995 it raided the
Ipil town in Mindanao, this was the group’s first large-scale action, together with the kidnapping of more
than 30 foreigners, Including US citizens, killing two of them is separate incidents in 2000 and 2002.

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Below is an example of a paragraph that uses transitional markers. Note whether the transitional markers help
connect the writer’s thoughts.

























List of Common Transitional Markers
Below are the list of transitional markers and its corresponding relationships.


Transitional Markers and its Relationships

Addition
Again, also, and, as well, further, furthermore, in addition, likewise, moreover, next, similarly

Cause
Because, for, for the reason, since

Chronology
After, always, at last, before, briefly, in the meantime, meanwhile, next, soon, suddenly

Comparison
All, and, as, both, like, similarly

Conclusion
Finally, hence, so, therefore, thus, to conclude,

Contrast
Although, but, conversely, despite, difference, even so, however, nevertheless

Effect
As a result, consequently, for that reason, effect, hence, so then, therefore, thus,


Emphasis
Above all, especially, indeed, in fact

Example
For example, for instance, in other words, specifically, such as, to illustrate
Kidnapping and Hostage Taking
The difference between kidnapping and hostage taking is extremely fine in the world of terrorism. Indeed, the two
terms are often used interchangeably. However, the kidnapper would normally be regarded as someone who
confines his victim in a secret hideaway and makes material demands i.e money, weapons, release of prisoners;
whereas the hostage taker will confront authorities and openly hold his victim for ransom.
The hostage taker’s demands are more than material in nature. Political concessions are frequently demanded in
exchange for the lives of hostages. The importance of hostage takings as comparatively new and popular is plain.
First, because of its currency, hostage taking attracts the media. Second, the fact that the lives of hostages are
involved increases the dramatic effect, thus allowing the terrorist to apply pressure on the authorities to force
concessions, which may not otherwise be made. Finally,the hostage is a tangible asset to the terrorist who finds
that he has something which to bargain.

------------------------
(Culled from Manual on Human Behavior and Crisis Management, p.112)

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Importance
Finally, first, last, least, next, primarily

List
Finally, First, furthermore, last, moreover, next, second, third


Repetition
Again, as stated before, i.e (that is), in summary, to reiterate, to repeat

Summary
Finally, in brief, in short, on the whole, overall



Agreement and Grammar Rules

One of the many problems in technical writing is the inability of writers to compose correct sentences. When this
happens, faulty reports are produced, and such reports are undesirable and may great affect the credibility of the writer.
To address such as problem, technical writer is expected to arm himself with all the necessary skills in mastering the
rules in subject verb agreement. Agreement in grammar refers to the harmony of the parts of sentence. Below are the
basic agreement and grammar rules commonly considered:

1. A singular subject must have a singular verb
Φ She is graduate from Philippine National Police Academy.
Φ Mary works for the National Bureau of Investigation.

2. A plural subject must have a plural verb.
Φ The cadets are waiting for the General.
Φ They work for the National Bureau of Investigation.

3. The verb must agree with its subject, and not with words that comes between them.
Φ The chief of police, together with his entourage, arrives on time.
Φ The hair strands, together with the blood samples in test tubes inside the crime laboratory need
testing.

4. Subjects joined with and takes the plural form of the verb.
Φ Mar and Raymond take the NAPOLCOM Exam together this year.
Φ Chad’s agility and marksmanship skills have led him to a better career in the PNP.

5. Words with plural forms like mathematics, statistics, athletics, and news always takes the singular
verb.
Φ The dean of the Athletics Department dies of multiple gunshot.
Φ The news is full of interesting facts about his illegal activities.

6. A collective non takes a singular verb when the group it names acts as single unit.
Φ The PNP team wins all the ball games.
Φ A herd of cattle is grazing near the crime scene.

7. A collective noun takes a plural verb when the group it names acts as individuals with different points
of view.
Φ The team are quarrelling in the courtyard.
Φ The herd of cattle scatter when they hear the loud explosion.

8. Singular indefinite pronouns take singular verbs; plural indefinite pronouns take plural verbs.
Φ Everyone believes his testimony in the court
Φ Many in the crowd expect that the suspect will show up.

9. A pronoun must agree with its antecedent in number, person, and gender.
Φ The victim sustained a gunshot wound in his right temple.

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Φ The minors were brought to the station for the statement.

10. Titles of works, company names, and gerund phrases should take the singular verb.
Φ The ABC’s of Criminal Investigation is co-authored by him.
Φ The Sleuth Security Agency specializes in training efficient security officers


Writing Style and Mechanics in Grammar
A writer may face certain difficulties in the process of writing if he doesn’t know what to write and how to say it
correctly in writing. In most instances, he may also encounter difficulties in putting words together correctly in conformity
with the rules of grammar and conventions. Because of this, the writer may be in a dilemma over how to fully come up
with correct and impressive written outputs. Often times with these problems, the writer needs to work on with his writing
style. Style is defined as the way a writer puts together sentences to come up with a more coherent, unified, and correct
paragraphs.
Mechanics in relation to grammar refers to all the details of the written language. The ability of a person to learn
correct grammar rules and mechanics is an important factor in the process of writing. When a person has good writing
skills, this enables him to convey his intended message to his audience clearly and effectively. Thus, it is important for
any technical writer to know and master grammar rules for correct application in any writing situations.
For anybody to master the craft of writing, he needs to develop the style conventions of the language and these
conventions are: punctuations, capitalizations, abbreviation, numbers, and spellings. Below are the elaborated
explanations of the rules these conventions with their corresponding examples:

A. Punctuations
To help clarify the structure and meaning sentences, punctuations marks are used. Their functions are as
follows: to separate group of words for meaning and emphasis; to convey an idea of the vibrations in pitch, volume,
pauses, and intonations to help avoid ambiguity. The common examples of punctuation marks are: apostrophe, colon,
comma, hyphen, parenthesis, period, and quotation marks. Each of these are elaborated below:
1. Apostrophe
-an apostrophe is used to form most possessives, contractions, as well as the plurals and inflections of words.
Examples:
Φ The field operative’s report is accurate.
Φ She wasn’t in the hearing yesterday.
Φ The victim’s body is in a state of decomposition.

2. Colon :
-Colon is used to mark an introduction, indicating that what follows it generally is a clause, a phrase, or a list.
Examples:
Φ The judge has trial experience on three judicial levels: country, state, and federal.
Φ The issue comes down to this: will death penalty be legalized or not?
Φ We are required to pass the following: initial, progress, and final reports of the case.

3. Comma ,
-Comma is used to separate items in a series, and to set off or distinguish grammatical elements within
sentences.
Examples:
Φ He was charged with reckless imprudence, and robbery resulting in homicide.
Φ The suspect was described as tall, has brown complexion, medium-built, and between 20-25 years old.
Φ We are required to pass the initial, progress, and final reports of the case.

4. Hyphen –
-A hyphen is used to join element of compound nouns and modifiers.
Examples:

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Φ The officer-in-charge of the case is on leave.
Φ The firs-runner-up of the pageant was shot in the head.
Φ His mother-in-law was invited for questioning after the disappearance of the child.

5. Parenthesis ()
-A pair of parenthesis is used to enclose material that inserted in to main statement, but is not intended to be an
essential part of it.
Examples:
Φ The six patrol cars (all outdated models) will be replaced soon.
Φ The suspects (who was also an ex-army) was caught.

6. Period .
-A period serves to mark the end of a sentence or an abbreviation.
Examples:
Φ There is vehicular accident in the Marcelo Fernan Bridge.
Φ Bill Clede is the author of the book Police Handgun Manual.
Φ Atty. Dargantes law subjects in the College of Criminology.

7. Quotation Marks “ “
-Quotation marks are used to enclose quoted statements in regular text.
Examples:
Φ “Not guilty,” was the plea of the rapist.
Φ “Shhh!” the rapist hissed.
Φ “You are found guilty beyond reasonable doubt!” was the last statement he wanted to hear.


B. Capitalization
To indicate that words have special significance in a particular context they are capitalized. Below are the
basic rules of capitalization.
1. The first word of sentence or sentence fragment is capitalized.
Examples:
Φ There are criminals, (fragment)

Φ Mar belongs to the upper echelon of the police bureaucracy.
Φ He will pass the samples for accurate testings in the laboratory.

2. Abbreviated forms of proper nouns and adjectives are capitalized.
Examples:
Φ Gen. (General)
Φ NBI (National Bureau of Investagation)
Φ PDEA (Philippine Drug Enforcement Agency)
Φ SOCO (Scene of the Crime Operation)
Φ CSI (Crime Scene Investigation)

3. Names of academic degrees are capitalized when they follow a person’s name.
Examples:
Φ Ryan T. Figer, Criminologist
Φ Leonides P. Casul, Police Inspector
Φ Elmira O. Nergo, MSC

4. Full names of legislative, deliberative, executive, and administrative bodies are capitalized.
Examples:
Φ the House of Representatives

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Φ the Philippine Congress
Φ the Senatorial candidates
Φ the Philippine National Police

5. The names of some historical cultural periods and movement are capitalized.
Examples:
Φ Prohibition
Φ Fifth Republic
Φ The Renaissance
Φ Third Reich.

6. Capitalized months, holidays, and days of the week.
Examples:
Φ The bodies will be due of cremation on Monday.
Φ The bombing exactly happened during Independence Day celebration.
Φ Their Investigation will commence in the month of May.


7. All major words titles and subtitles of the books and articles should be capitalized.
Examples:
Φ The Icarus Agenda is a detective novel written by Robert Ludlum, A Time to Kill is also a detective
novel but it is written by John Grisham.
Φ Copies of the journal of Criminal Law and Criminology are now available in our library.
Φ Are you aware that Police and Security Information Source for law enforcement and homeland
security?


C. Abbreviation
An abbreviation is shortened form of a word or phrase; abbreviated word is pronounced exactly the same as
the full word. It is used to save space and time in order to avoid repetition of long words ang phrases, and simply to
conform to the rules on conventional usage.
Examples:
Φ Duty Officer- DO
Φ District Commander- DIST COMDR
Φ Headquarters- HQ
Φ Headquarters Philippine National Police- HPNP
Φ Security- SCTY

Below are the basis rules in abbreviation:
1. Use Abbreviation for titles like Mister, Miss, Madame, and Doctor.

Examples:
Φ Mr. and Mrs. Mercedes will testify in court.
Φ Dr. Cruz will write an autopsy report on the corpses.
Φ Atty. Ma.Lee Aranzado will notarize the documents.

2. Abbreviation academic degrees after names and separate it with comma.

Examples:
Φ Marcus Lucas, M.D
Φ Ronalyn Dano, MSC
Φ Jasmine Aballe, Ph. D.

3. Do not abbreviate titles if its not used with a proper name.

Examples:

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Φ My friend Dan, who is a police inspector specializes in ballistics.
Φ The Lawyers are reviewing the drug related cases of the city.
Φ Paulino pioquinto, a registered criminologist, is our guest of honor
And speaker today.

4. Abbreviate common foreign terms.

Examples:
Φ e.g.- exemplia gratia (for example)
Φ et.al- et alii (and others)
Φ etc.- et cetera (and so forth)
Φ N.B or n.b.- nota bene (note well)
Φ viz.- videlicet (namely)
Φ vs. or v.- versus (against)

5. Use abbreviations for words that are only understandable within a specific field of specialization.

Examples:
Φ All SWAT Team members are required to undergo rigorous trainings.
Φ The CIDG and PDEA will team up in the investigation.
Φ The SOCO Team are expected to arrive soon.

D. Numbers
The writer’s knowledge on the rules and usage governing numbers is significant in the writing process. Below
are these basic rules:
Below are the basis rules in writing numbers:
1. For numbers one through nine it should be spelled out, and figures be used for exact numbers greater
than nine.
Φ She said she repeated her testimony a hundred times.
Φ He spoke for an hour, convincing his audience of 20,000 law enforcers from all over Asia.

2. Numbers that begin a sentence are written out.
Φ Thirty five convicts were brought to the New Bilibid Prison last year.
Φ Twenty new police cars are given by the governor.

3. Ordinal Numbers are written as figures together with its suffix combination.
Φ He wrote the 3
rd
and the 4
th
sections of the Bill.

4. House numbers should be written in figures except for the word ‘one’
Φ The suspects is living at #11 Ouano Street.
Φ The suspects is living at #eleven Oano Street.

5. Dimension, pecentages, decimals, weighs, measurement, page numbers, should be written in figures.
Φ The size of the bladed weapon is 3 by 5½ by 5 inches.
Φ The liquid matter found in the crime scene contained 0.9 percent blood.
Φ The rock that was used to pound his head weighed 2 pounds.
Φ Please refer to page 20 of the revised penal code for your reference.

6. If two numbers occur together, write the smaller number in words, and the larger number in figures.
Φ We are required to submit a 100 thirty-page investigation report.


7. Numbers with o’clock should written in words.
Φ The investigation team will meet at one o’clock this afternoon.
Φ The exhumation of the body will be will be done at ten o’clock in the morning.

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8. Numbers with P.M or A.M. should be written figures.
Φ The investigation team will meet at 11:15 A.M.
Φ The investigation will resume at 1:00 P.M
Φ The dead body was found at 10:00 A.M


9. Spelling
Hacker (1999) stressed that a writer will learn to spell from repeated experience with words in both
reading and writing. Words have a look, a sound, and even a feel as the writer’s hand moves across the page.
Spelling rules may differ among countries that use English as a medium of instruction. Americans use
American Spelling, while the British and the Europeans use British spellings. Specifically, in the Philippines, the
American spellings is widely used in written communication. Below are common spelling variations between
American and British spellings use below are some examples:

AMERICAN SPELLING BRITISH SPELLING
Connection, inflection Connexion, Inflexion
Civilization civilisation
Defense defence
Canceled, traveled cancelled, travelled
Theater, center theatre, centre
Anemia, anesthetic anaemia, anaesthetic
Color, humor colour, humour
Realize, Apologize realise, apologise
Mold, smolder mould, smoulder

It is very vital that writer must become familiar with the major spelling rules, because misspelled words are not
desirable. Below are these rules:

1. Use i before e except after c.
Examples:
Φ I before e ( relieve, believe, sieve, niece, fierce)
Φ e before I ( receive, deceive, sleigh, freight, eight)

Exceptions: (seize, either, weird, height, foreign, leisure) When adding a suffix that begins with a vowel,
drop a final silent-e; but if the suffix begins with a consonant, keep the final-e.
Examples:
Φ Combine-combination
Φ Desire-desiring
Φ Remove-removable
Φ Achieve-achievement
Φ Care-careful
Φ Entire-entirely

2. When adding –s or –d to words ending in –y, change y—to –ie wen the –y is preceded by a consonant
but not when it is preceded by a vowel.
Examples:
Φ Country-countries
Φ Fry-fried
Φ Stay-stayed
Φ Monkey-monkeys


3. For proper names ending in –y, do not change the –y to –ie though it is preceded by a consonant.
Examples:
Φ The Monterry family- (the Monterrys)
Φ There are two percy names in this class-(two Percys)

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4. If a final consonant is preceded by a single vowel and the consonant ends a one-syllable word, double
the consonant when adding a suffix beginning with a vowel.
Examples:
Φ Let-letting
Φ Transmit-transmitted
Φ Commit-committed
Φ Occur-occurrence


5. Add –s form the plural of most nouns; add –es to singular nouns editing in- s, -sh, -ch, and -x.
Examples:
Φ Evidence-evidences
Φ Fingerprint-fingerprints
Φ Lash-lashes
Φ Fish-fishes
Φ Crutch-crutches

6. When a noun ends in –o and is preceded by a vowel, add -s; when it is preceded by a consonant add –
es.
Examples:
Φ Video-videos
Φ Rodeo-rodeos
Φ Piano-pianos
Φ Hero-heroes
Φ Potato-potatoes

7. In forming the plural forms of hyphenated compounds, add the –s to the chief word.
Examples:
Φ Attorney-at-law, attorneys-at-law
Φ Runner-up, runners-up
Φ Mother-in-law, mothers-in-law

8. For English words that are derivation of other languages, and other irregular words, form their plurals
by changing its spelling.
Examples:
Φ Alumna-alumni
Φ Ox-oxen
Φ Medium-media
Φ Datum-data
Φ Agendum-agenda
Φ Oasis- oases or oasises

Civilian Letters
A civilian letter is more formal than a personal letter. It should have a margin of at least one inch on all four
edges.
Main Parts:
1. Heading. This contains the return address or the address of the sender (usually two or three lines) with the
date on the last line. If you have a company letterhead, you don’t need to put the address, just proceed to the
date line.
Example: A. Traditional Heading
Purok 1, Brgy. Mapagsik
Victorias City, Negros Occidental
6119, Philippines

November 23, 2020

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B. Modern Heading (Letterhead)

2. Inside Address. This is the address you are sending your letter to. Make it as complete as possible.
Include titles and names if you know them. If not, proceed with the title/position.
Example:
DR. MARIA M. DE LA CRUZ (name)
Manager (title or position)
Glitter Corporation (name of company
Bacolod City, Negros Occidental (Company address)

3. Salutation. Also called the greeting of the letter. The greeting in a business letter is always formal. It
normally begins with the word "Dear" and always includes the person's last name. If you are unsure of the
gender of the person, use “Dear Ma’am/Sir”, and if you are sending to many people, use “To Whom It May
Concern:”

4. Body. It contains the message of the letter.

5. Complimentary Close. This short, polite closing ends with a comma. It is either at the left margin or its
left edge is in the center, depending on the Civilian Letter Style that you use. It begins at the same column the
heading does. Most common complimentary close are Sincerely Yours, Respectfully Yours, and Truly Yours.

6. Signature Block. This includes the name of the sender, his or her signature and position or title.

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•Heading
•Inside Address
•Salutation
•Body
•Body
•Complimentary Close
•Signature Block

Civilian Letter Format

Format – the mechanical arrangement of words on the page, indentions, margins, spacing, etc. It contributes
to the readability and general appearance of the letter which attract the reader to pay attention to it. (Dumont
and Lannon, 1985)
1. Full Block Style – all parts of the letter are left justified.




2. Modified Block Style – In this type, the body of the letter is
left justified except the date (heading), complimentary close, and
signature block.








3. Semi-Block – similar to the modified block style, except that each
paragraph is indented.

4. Simplified Letter Style – omits the salutation and the
complimentary close, and adds the subject line.

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Optional Parts of a Civilian Letter
1. Attention Line – this line is used when you want your letter to be taken of by a particular person in
an agency or institution.
Example:
Mr. Adarito V. Corsino
College Registrar
ATTN: Ms. Grace Ayonayon
College Instructor

Mr. Adarito V. Corsino
College Registrar
THRU: Ms. Grace Ayonayon
College Instructor

2. Subject Line – this line contains the main topic of the letter. It can be a brief word or phrase.
Subject: FIRST FACULTY MEETING
SUBJECT: First Faculty Meeting

3. Continuation Line – used when there are other sheets for the continuation of the letter.
Mr. Darivs Egipito
Page 2
My 22, 2003

Mr. Darivs Egipito Page 2 My 22,
2003
4. Enclosures – also called attachments, indicates the enclosed or attached documents to the letter.
Example: Enclosure: Original Transcript of Records
Encl: Original Transcript of Records
5. Reference Notation – indicates the previous letters, orders, document control numbers, etc.
Example: Please refer to Document No. 98675-18
In reply, please refer to Doc. No. 98675-18
6. Carbon or Photocopy Notation – also called as courtesy copies, which shows the other recipient of
the letter other than the addressee.
Example: Mr. Adarito V. Corsino
College Registrar
cc: All Faculty and Teaching Staff
7. Postscript – this part is written below the last written line or the letter, it begins with the abbreviation
“P.S.” and it usually consists of only one short statement.
This is used in the following instances:
a. When the writer forgot an important item in the body.
b. When the writer wants to emphasize an important point in the body.
Example: P.S. Please do not forget about the upcoming Christmas Party on December 10.
8. Mailing Notation – refers to the mode of delivery of the letter either registered mail, via air mail or
others, and special mailing notations. It also indicates the nature of the letter whether confidential,
personal or otherwise.
Example: December 20, 2003
Confidential

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Sample Letter



GOOD SHEPHERD UNIVERSITY
Tuguegarao City, Cagayan


January 17, 2020


Dr. VICTOR V. PEREZ
President
VCD Lending Institution
San Fernando, Pampanga

Through: Mrs. Georgia Gocal
General Manager

Dear Dr. Perez,

This is a letter of intent that proposes to outline the partnership you and I discussed on January 5. If
you want to re-check, please refer to document no. 1548. I do not consider the terms and conditions
stated in this letter as binding and am open to negotiation.
We have agreed that we will enter into partnership for the purposes of starting a catering service. My
main responsibility will be food preparation and purchasing, and your responsibility will be accounts
and marketing. We will pay ourselves and our employees a suitable salary and split any profits after
salaries 50-50. We are still negotiating the amount of salaries.

We have also agreed to take out a Small Business Loan to cover the start-up expenses and will both
be signatory for that loan. We have together created a business plan that clearly states our intentions
for the short-term as well as the next five years, and this plan has been approved by the bank.

17. 17



Dr. Victor V. Perez
Page 2
January 17, 2020

I propose we meet in two weeks on January 31 at the office of Atty. Adarito V. Corsino to confirm
the salaries and sign a contract of partnership. We can meet at a time of your convenience to discuss
the points on which we have not yet agreed before we meet the lawyer.
P.S. Please call me at 555-123-4567 or contact me at [email protected] to set up a meeting.

Sincerely,

Mr. Darvis H. Egipito
Marketing Personnel
DHE/dlc

Cc: Dr. Joey Tang, Executive Director
File

Encls: Draft of terms and condition
Approval letter from Executive Director