Commo Policy DPD Edited

MEMORANDUM CIRCULAR DOCUMENT NO.
TOPIC ISSUE NO.

COMMUNICATIONS POLICY REVISION NO.
SUB-TOPIC EFFECTIVE DATE
PAGE 1 of 33
FORMATS AND STANDARDS OF BJMP
COMMUNICATIONS
1.0 REFERENCES
A. Office of the President Memorandum Circular No. 78 dated 14 August 1964,

re: Promulgating Rules Governing Security of Classified Matter in Government
Offices;
B. Republic Act No. 10173, Data Privacy Act of 2012;
C. Republic Act No. 11032, An Act Promoting Ease of Doing Business and
Efficient Delivery of Government Services, amending for the purpose Republic
Act No. 9485, otherwise known as the Anti-Red Tape Act of 2007, and for
other purposes;
D. Republic Act No. 6713, An Act Establishing a Code of Conduct and Ethical
Standards for Public Officials and Employees;
E. DILG Circular No. 21017-23 dated 11 October 2017 re: Policies and
Procedures in Document Handling and Security of Records/Information;
F. DILG Circular No. 2016-06 dated 9 March 2016 re: Revised Policy in the
Preparation/Release of DILG Administrative Issuances;
G. BJMP-ODI SOP No. 2010-06 dated 17 September 2010 re: Security and
Handling of Classified Matters and other Documents in the BJMP;
H. BJMP Intelligence Operations Manual;
I. BJMP DPRM-MC-016 dated 20 January 2016 re: Flow of Communication;
J. BJMP Memorandum dated 20 March 2020 re: Reiteration on the BJMP-NHQ
Communication Flow;
K. BJMP Memorandum dated 11 February 2020 re: Reiteration on Protection of
Bureau’s Classified Information and Materials;
L. BJMP Memorandum dated 22 January 2020 re: Discouraging the
Dissemination of Information, Issuance and Order through Facebook
Messenger and other Social Media Platforms;
M. BJMP Memorandum dated 19 June 2018 re: Inscription of the Bureau Mantra;
Prepared by: Reviewed by: Approved by:
BERNADETTE T CABE
Jail Inspector
Aide-de-Camp, Office of the Deputy
Chief for Operations of the Jail Bureau
DENNIS U ROCAMORA, CESE ALLAN S IRAL, CESE
Noted by: Jail Chief Superintendent Jail Director
Deputy Chief for Operations Chief, BJMP
of the Jail Bureau/QMR
PAULINO H MORENO JR
Jail Chief Superintendent
OIC, Chief of Directorial Staff of the Jail
Bureau
“Changing Lives, Building a Safer Nation”

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COMMUNICATIONS
N. PNP MC 2019-013 dated 5 March 2019 re: Guidelines for the Standard
Preparation of Communications;
O. Freedom of Information Manual; and
P. Presidential Complaint Center, Freedom of Information Websites.
2.0 RATIONALE
It has been observed that communications and correspondences issued within

the BJMP lack definite form. Also, there are documented cases wherein each office
and unit use their own format. This concern contributes to the delay in the processing
and approval of the recommended staff work, and ultimately affects the quality of
service delivered to Persons Deprived of Liberty (PDL) and our stakeholders.
This Memorandum Circular is issued to provide guidelines for BJMP standard

format of communications and correspondence, thereby establishing uniformity and
promoting professionalism and efficiency of BJMP Correspondence.
3.0 OBJECTIVES
This Memorandum Circular aims to:
A. Promote consistency in the form of communications and correspondences

issued by all offices and units of the BJMP;
B. Prescribe uniform format of communications and correspondences;
C. Revise existing customary preparation of communications;
D. Delineate the duties and responsibilities of heads of offices, administrative
officers and personnel; and
E. To further enhance and expedite the delivery of communication services of the
Jail Bureau.
4.0 SCOPE
This policy shall be applicable in all administrative issuances/correspondence of BJMP

Offices/Units (National Headquarters, Regional Offices, Jail Units).
5.0 DEFINITION OF TERMS
For purposes of this Memorandum Circular, the following terms shall be construed to
mean:

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COMMUNICATIONS
A. Action Office (AO) – the unit designated by the Chief, BJMP or Regional
Director of the Jail Bureau, or the office to which a particular communication
was coursed through, to institute the appropriate staff action.
B. Communication Letter – it is commonly used in external communications

and correspondence, either to and from outside agencies not belonging to the
hierarchical organization or those communications that are personal in nature.
C. Classified Document (Intelligence Operations Manual)– official document

which contains classified information protected against unauthorized
disclosure.
D. Classified Information (Intelligence Operations Manual) – official

information that has been determined to require protection against
unauthorized disclosure and that which cannot be released for general
consumption either within the government or the public, since such
dissemination would be of material value to an enemy or potential enemy.
E. Command Group – shall refer to the Chief, BJMP, the Deputy Chief for
Administration of the Jail Bureau, the Deputy Chief for Operations of the Jail
Bureau and the Chief of Directorial Staff of the Jail Bureau.
F. Communications – written documents or correspondence used to facilitate

the exchange of thoughts and ideas between individuals.
G. Completed Staff Work (CSW) – a staff work that is complete in form and
substance with all the necessary attachments. CSW also contains all feasible
courses of action to provide the appropriate authority the necessary
information in coming up with rational decision.
H. Copy Furnished or Courtesy Copies – is a small note commonly placed at

the lower left portion of a document, noted by the symbol “cc:” (derivative
from the term carbon copy) followed by the name/s of person/s, designation
and address to whom a copy of said document is to be distributed.
I. Distribution List – affixed in the addressee line (FOR/TO: line) when a

communication is intended to more than one recipient. It is usually written as
“See Distribution,” while the list of recipients is located at the bottom left
portion of the communication, in order of hierarchy of rank or office.
J. Documents – refer to any recorded information regardless of its physical form

and characteristics, to include but are not limited to written matter, whether
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COMMUNICATIONS
handwritten or printed, or typed; all painted, drawn or engraved matter; all

voice and sound recordings; all printed photographs and exposed or printed
film, still or moving; and all reproductions of the foregoing for the purpose of
communication.
K. Freedom of Information (FOI) – it is a program in response to the call for

transparency and full public disclosure of information which allows Filipino
citizens to request any information about government transactions and
operations. The BJMP shall act upon requests, provided, that it shall not put
into jeopardy – privacy and matters of national security.
L. Policy – is a set of principles and guidelines on a specific concern promulgated

by competent authority.
M. Presidential Complaint Center (PCC) – a front line desk in the Office of

the President that serves as a liaison unit with various departments and
agencies of the government and private institutions and companies on all
requests for assistance and information, as well as complaints and grievances
of the general public. The BJMP shall act upon requests/concerns, provided,
that it shall not put into jeopardy – privacy and matters of national security.
N. Priority Communications – are communications to be acted upon within 72

hours upon receipt or upon issuance or upon expressed instructions of the
Command Group, the DILG Secretary or the President.
O. Regular Communications – are communications that are not

tabbed/tagged as priority or urgent communications, which shall be processed
on a first come first served basis.
P. Urgent Communications – above priority communications, these need to

be acted upon within 24 hours upon receipt or upon issuance or upon
expressed instructions of the Command Group, the DILG Secretary or the
President. A document may be tagged as “Urgent” when the deadline of
submission for which the document is intended has already prescribed or
based on a given timeline, it has already exceeded or will be exceeding the
time allowed for its accomplishment.
Q. Routing Slip - it specifies the sequence of processing the communication has

to or had pass through. It must be attached to the document to be processed.
Each receiver is designed to evaluate the message, perform its functionality
and invoke the next process it must undergo.

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COMMUNICATIONS
R. 8888 Citizens’ Complaint Hotline (8888 CCH) – it is managed by the

Office of the Executive Secretary that allows the public to report poor
government front line service delivery and corrupt practices in all government
agencies of the government in the Philippines. The BJMP shall act upon
requests, provided, that it shall not put into jeopardy – privacy and matters of
national security.
6.0 PROCEDURES/DETAILS/GUIDELINES
A. GENERAL GUIDELINES
1. All communications and issuances must be clear, concise, responsive,

consistent, and complete in form and in substance, giving primacy on
the effective relay of information for the appropriate action of both the
signatory/ies and addressee/s.
2. The Head of Office and the Administrative Officer of each unit shall be
responsible in the dissemination of directives and issuances to
personnel/staff under his/her control and supervision in accordance
with Section 5 (a) of R.A. No. 6713 or the Code of Conduct and Ethical
Standards for Public Officials and Employees, and Section 9 (b) of R.A.
No. 11032 or Promoting Ease of Doing Business and Efficient Delivery
of Government Service Act. The administrative officer shall be
responsible in the following:
a. Take prompt action on letters and requests and observe

hierarchy of processing communications according to priority
tabs;
b. Assure that all communications are proofread prior dispatch,
especially those that are for signature/approval of the Chief,
BJMP, hence, all communications must be coursed through the
Administrative Officer prior routing/dispatch.
c. Submit weekly, monthly, or annual reports as required;
d. Expeditious processing of documents and papers; and
e. Act immediately on the public's personal transactions.
3. All official communications from Jail Units and Regional Offices

addressed to the President, Republic of the Philippines, the Secretary of
the Interior and Local Government, the Chairperson of the Civil Service
Commission and other similar agencies (national level) must be coursed
through the National Headquarters for endorsement, signature and
approval of the Chief, BJMP, unless otherwise delegated. Likewise, all
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COMMUNICATIONS
communications from NHQ Offices addressed to the President, his staff

and other offices higher than the DILG must be coursed through the
OCBJMP, for endorsement to the Secretary, DILG.
4. All communications from Regional Offices addressed to the Chief, BJMP

should be routed to the concerned Directorate/Office for appropriate
staff action or recommendation. This shall be accomplished by affixing
a “THRU” line below the name of the Chief, BJMP. Likewise, all
communications from Jail Units addressed to the Regional Director
should be routed to the concerned Division/Office/Unit for appropriate
staff action or recommendation. This shall be accomplished by affixing
a “THRU” line below the name of the Regional Director of the Jail
Bureau. (see CHANNEL 6.1.6).
5. All documents requiring logistical support and funding allocation shall

be routed to the Logistics and Comptrollership, respectively.
6. The OCDS, through the Secretary to the Command Group (SCG), shall
be the Office Primarily Responsible (OPR) in processing communications
routed to the Command Group. The SCG shall be responsible in the
following:
a. Ensure compliance of the communication in form and in

substance;
b. Ensure compliance to CSW of the action office;
c. Coordinate with the Directors and Chiefs in the immediate
submission of compliances for consolidation;
d. Return to the source/action office all communications that do
not conform with the principle of CSW;
e. Ensure that all communications must pass through the OCDS
through the Message Center prior reaching the OCBJMP, ODCA,
and ODCO.
7. All comments, recommendations and compliances to the written

(handwritten) instructions of the Chief, BJMP and other members of the
Command Group which do not necessarily require approval shall be
replied to and addressed in a memorandum format, signed by the Head
of Office or his duly designated Officer-in-Charge.

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COMMUNICATIONS
8. The overall margin for all communications shall be 1 inch from the sides
of the paper.
9. The standard font style and size for all BJMP communication shall be
Tahoma 12. Font style and size for documents requiring the signature
of Secretary, DILG shall be in accordance with the DILG Brand Identity
Manual (BIM).
10. Spacing throughout the document is single space with one (1) vertical
space after each paragraph and sub-paragraph. For enumerated sub-
paragraphs, no space after every item is needed.
Ex. 1. This is a sample paragraph only.

a. This is a sample paragraph only.
b. This is a sample paragraph only.
11. Numbered items shall mean that it is written in particular order, while
bulleted listing means no particular order. Sub-topics are indented half
(½) inch from its major topic. The numbering shall be observed as
follows:
I. This is a sample text only.

A. This is a sample text only.
1. This is a sample text only.
a. This is a sample text only.
1) This is a sample text only.
a) This is a sample text only.
12. Offices and official terms may be abbreviated, provided, it was spelled
out in its first use with its acronym inside the parentheses right after.
The organization name (BJMP) may no longer be spelled out for
communications bearing the official letterhead.
13. To avoid redundancy in the distribution of communication, the office

shall forward the document to the Message Center (NHQ & Regional
Offices) or through the Liaison Officer (Jail Units) for dispatch, except
on classified documents where strict document handling must be
observed pursuant to specific rules.
14. All communications must be presentable, hence, the use of multiple

staple leaving staple marks is discouraged. Double binder clips and
paper clips are highly encouraged.
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COMMUNICATIONS
15. CATEGORIES OF BJMP ISSUANCES

a. MEMORANDUM CIRCULAR – internal set of rules and
regulations also known as “policy,” which are semi-permanent
in nature, as it may be amended and/or repealed in response
to the dynamic operations and management of Jail Units. (See
Annex A for format)
b. MEMORANDUM – used for internal communications in an
organization, to include communications going to the DILG. A
memorandum shall be used to give information or instructions
from the higher to lower authorities, or vice versa, such as
meeting schedules, reminders, and compliances which are
temporary in nature.
c. GENERAL ORDER – a permanent order such as retirement or
promotion.
d. SPECIAL ORDER – an order for designation, schooling, and
transfer.
e. LETTER ORDER – a temporary order to accomplish official
responsibilities, tasks, duties, or missions.
f. MANUAL – a book of instructions or information on the
operation of a subject matter.
g. HANDBOOK – a book giving information, such as facts on a
particular subject or instruction about an operation of a subject.
B. SPECIFIC GUIDELINES
1. Regular Issuances/Requests - These communications are acted upon on

a first-come, first-served basis, in accordance with Section 5 (a) of R.A.
No. 6713 or the Code of Conduct and Ethical Standards for Public
Officials and Employees, and Section 9 (b) of R.A. No. 11032 or

Promoting Ease of Doing Business and Efficient Delivery of Government
Service Act.
2. Government/Public Requests
a. PCC – the processing of all requests shall not be longer than 3
working days in case of simple transactions, not longer than 7
working days for complex transactions from the date the
request was received or completed and no longer than 20 days
or as determined by the agency, whichever is shorter, for
requests involving activities which pose danger to public health,
public safety, public morals, public policy, and highly technical
transactions.
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COMMUNICATIONS
b. FOI – the standard processing time to render feedback from the

requester is 15 working days. An extension not longer than 20
days may be made, provided, the requester is informed of such
extension.
c. 8888 – the hotline ensures public accountability and
transparency of government service which needs concrete and
specific action within 72 hours from receipt of the concern by
the proper government agency or instrumentality.
d. BJMP HOTLINE – it is the feedback mechanism of BJMP to
ensure transparency in its services and operations in Jail Units
and Regional Offices.
3. Document Security (See Annex A)

a. Classified documents shall be handled with caution to preserve
its confidentiality and ensure security of premature
dissemination. Personnel are directed to strictly observe
confidentiality when preparing, handling, accessing and
receiving classified documents.
b. The posting of classified matters to social media platform is
strictly prohibited. Documents to be disseminated must be in
press release format (declassified and sanitized) and cleared for
its publication.
c. All classified documents (restricted, confidential, secret, top
secret) must be properly handled and hand carried by the
authorize personnel and be handed only to the Head of Office
as much as practicable.
4. Header/Footer
a. All official BJMP documents shall bear the approved letterhead
on the first page bearing the appropriate style (with flag symbol
for Chief Superintendents and above), following format below:
For National Headquarters:
Republic of the Philippines (font size 9)

DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT (font size 10)
BUREAU OF JAIL MANAGEMENT AND PENOLOGY (font size 12)
NATIONAL HEADQUARTERS (font size 12)
144 Mindanao Avenue, Quezon City (font size 8)
Trunklines: (+632)927-6383; 927-5505) (font size 8)
Email Address: chief@bjmp/gov.ph Website: www.bjmp.gov.ph (font size 8)

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For Regional Offices:

REGIONAL OFFICE I (font size 12)
Parian, San Fernando, La Union (font size 8)
Trunklines: (+123) 456-7890 (font size 8)
Email Address: sample@bjmp.gov.ph Website: www.bjmp.gov.ph (font size 8)
For Jail Units:

NATIONAL CAPITAL REGION (font size 12)
MANILA CITY JAIL (font size 12)
851 Oroquieta St, Santa Cruz, Manila, 1003 Metro Manila (font size 8)
Trunklines: (+123) 456-7890 (font size 8)
Email Address: sample@bjmp.gov.ph Website: www.bjmp.gov.ph (font size 8)
b. The stationery/letterhead must correspond to the signatory.

c. Document security marks (restricted, confidential, secret, top
secret) for header and footer shall be placed above the
letterhead and below the mantra, respectively, underlined,
center-aligned, and with font size of 14. The color of text must
correspond to the classification of the document. (See below)
Restricted – Black Secret – Red

Confidential – Blue Top Secret – Green
d. Footnotes placed on footer shall be Tahoma 8 in font style and

size.
e. Pagination shall be placed at the bottom right corner as “1”
below the mantra, the subject of the memorandum should also
be placed at the footer (above the mantra) in Tahoma 8
UPPERCASE BOLD, which shall be present in all pages of the
document. (See below)
SECRET

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COMMUNICATIONS
SAMPLE FOOTER
5. For strict compliance.
ALLAN S IRAL, CESE

Jail Director
Chief, BJMP
___________________________
1
Footnotes here. (FONT-8)
SUBJECT: FORMATS AND STANDARDS OF BJMP COMUNICATIONS (FONT-8)

1
SECRET
5. Caption – each issuance (except for civilian letters) shall bear the
appropriate caption indicating the category or type of issuance, written
in capital and bold letters, left aligned.
Ex. MEMORANDUM CIRCULAR

MEMORANDUM
LETTER ORDER
SPECIAL ORDER
GENERAL ORDER
6. Addressee/s
a. Memorandum FOR is used to address offices of equal or higher
level/hierarchy with the sender.
b. Memorandum TO is used to address offices of lower

hierarchy/level with the sender.
c. Note that the use of FOR and TO does not refer to the rank (JO1
to JDIR), but to the level of designation, hence, all official
communications addressed to the offices in the National
Headquarters must be a MEMORANDUM FOR, likewise,
Directors and Chiefs in the NHQ shall address a MEMORANDUM
TO to regional offices and jail units.

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COMMUNICATIONS
MEMORANDUM
Ex. The sender is a Regional Director of the Jail Ex. The sender is a Regional Director of the
Bureau and the addressee is the Chief, BJMP Jail Bureau and the addressee is a Warden
FOR : ALLAN S IRAL, CESE TO : JUAN A DELA CRUZ, CESE

Jail Director Jail Superintendent
Chief, BJMP Warden, Manila City Jail
Ex. The sender and receiver is of equal designation (RDJB to RDJB, Warden to Warden)
FOR : JUAN DELA CRUZ, CESE

Regional Director of the Jail Bureau, BJMPRO-NCR
d. The full name of the addressees must be written in UPPERCASE

AND BOLD FOR JAIL OFFICER RANKS
(JOR), while in Title Case and bold for Jail Non-Officer Ranks
(JNOR) and Non-Uniformed Personnel (NUP). The name of the
addressees of all documents should be written in bold, aligned
left, and in two or three lines consisting of the rank and
name, and designation.
TWO LINES
JOR JNOR NUP
JCSUPT JUAN B DELA CRUZ JO1 Juan B Dela Cruz Juan B. Dela Cruz
Director for PRM Searcher, Camalig DJ Administrative Aide III, ODCA
THREE/FOUR LINES
JOR JNOR NUP
JUAN B DELA CRUZ Juan B Dela Cruz Juan B. Dela Cruz
Jail Chief Superintendent Jail Officer 1 Administrative Aide III
Director for Personnel and Chief, Administrative Unit Records Officer, ODCA
Records Management Camalig DJ
e. For multiple addressees, the memorandum may be addressed to

the group, in title case. For multiple recipients, names may be
presented through a distribution list, indicating the names at the
bottom of the communication, in order of hierarchy of rank or
office.

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COMMUNICATIONS
MEMORANDUM
TO : The Command Group

Directors of Directorates
Chiefs of Office, NHQ
Regional Directors of the Jail Bureau
MEMORANDUM
TO : See Distribution
Example of Distribution List
ALLAN S IRAL, CESE

Jail Director
Chief, BJMP
DISTRIBUTION: (font size:8, bold)
JCSUPT JUAN A DELA CRUZ SJO2 Juan A Dela Cruz JO2 Juan A Dela Cruz
JSUPT JUAN A DELA CRUZ SJO1 Juan A Dela Cruz JO1 Juan A Dela Cruz
JINSP JUAN A DELA CRUZ JO3 Juan A Dela Cruz Mr. Juan A. Dela Cruz
SJO3 Juan A Dela Cruz JO2 Juan A Dela Cruz
f. The use of additional titles (CESE, PhD, TLPE, etc.) succeeding

the official names of addressees shall be permitted, provided that
only one title corresponding to the highest degree shall be
placed, multiple titles are highly discouraged.
g. Official titles may be appended to the name:

1) Law and Doctoral Degrees (Atty. Dr.)
2) Royal titles (King, Queen, Duke)
3) Religious Titles (Bro, Sis, Pope, Rev, Fr)
h. All middle initials and name suffixes shall be dotted except for the
names of personnel in uniformed services.

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COMMUNICATIONS
MEMORANDUM
FOR :
ATTN :
SUBJECT :
DATE :
7. Channel
a. The through (THRU) line signifies routing of document to an
office or a person where staff action is necessary prior seeking
the approval and the attention of approving authority. It
should be written one (1) line space below the addressee.
b. The addressee (FOR/TO) line, Channel (THRU/ATTN) line and

the Subject and Date lines shall be written in uppercase, not
bold.
Ex. The sender is a Regional Director of the Jail Bureau:
MEMORANDUM
FOR : ALLAN S IRAL, CESE

Jail Director
Chief, BJMP
THRU : MA ANNIE A ESPINOSA

Jail Senior Superintendent
Director for Operations
*The same applies for two-line addressee/s.
b. The attention line (ATTN) denotes the intended recipient of the

memorandum within the organization and is placed one (1) line
space below the addressee. It appears if the sender writes to a
person in an organization who can act, in his official capacity,
on the subject matter. Otherwise, if the concern is personal and
does not involve official tasks, the document may be addressed

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directly to the intended recipient, or may be written in a letter

format in such a case.
Ex. The sender is from higher office to lower office:
MEMORANDUM
TO : JUAN A DELA CRUZ

Regional Director of the Jail Bureau, BJMPRO-I
ATTN : JUAN A DELA CRUZ

Jail Superintendent
Chief, Operations Division
------or-------
Ex. The sender is from lower office to higher office:
MEMORANDUM
FOR : JUAN A DELA CRUZ

Jail Director
Chief, BJMP
ATTN : JUAN A DELA CRUZ

*The same applies for two-line addressee/s.
c. The ATTN and THRU line may be used in both memoranda and
communication letters.
8. Subject
a. The subject line must encompass the entirety of the
memorandum. It must be brief, simple and direct to the point,
as details maybe provided in the body.
b. The subject must be written in UPPERCASE AND BOLD

LETTERS.

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c. Abbreviations and acronyms may be used in the subject line,

provided that it shall be spelled-out/defined in the body.
Moreover, words may be abbreviated or acronyms may be used
only if it will be mentioned again in the succeeding paragraph.
d. The subject must not exceed 10 words.
SUBJECT : BJMP OFFICIAL COMMUNICATIONS
9. Date and Time

a. The date line reflects the official signing of the communication
and should be consistent in format all throughout the
b. document. The date line should be written as Month Day, Year.
DATE : January 1, 2020
c. The date of all communications originating from the source office

addressed to the Chief, BJMP shall be printed on the document.
These include but are not limited to funding requests, requests
for procurement, and compliance to directives, among others.
d. For communications to be signed by the Chief, BJMP, including

those that need prior approval by the Chief, BJMP, or those with
authority lines, the date line shall be left blank prior signing on
behalf of the Chief, BJMP. The date shall be stamped by the staff
of the OCBJMP upon signature of the Chief, BJMP or upon
approval of communications to be signed on behalf of the Chief,
BJMP.
e. Time should be written as follows:
1:00 AM/PM 12:00 NN/MN
10. Body
a. The body must be factual and must answer the 5Ws and 1H of
the subject.
b. The first line of the first paragraphs is indented half (½) inch
from the margin. The succeeding lines are aligned with the
margin, justify text.

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c. General purpose memorandum usually starts with the

reference/s, which are listed right after the colon, if only one
reference is cited. Two or more references should be listed below
separated by a semi-colon (;) and ends with a period (.).
Memorandum with more than one reference and line are aligned
with the first letter of the first line. Memorandum with one
reference but with more than one line are aligned with the
margin. Please see format below:
One reference:
1. Reference: This is for memorandum with one reference

only.
More than one reference:

1. References:
a. Letter Orders Number 2019-0001;
b. Letter Orders Number 2019-0002; and
c. Letter Orders Number 2019-0003.
*always put “and” before the last item being enumerated
d. The references shall be written based on hierarchy and/or

“recent to oldest” principle.
1. Constitution
2. Republic Acts/Presidential Decree
3. CSC/COMELEC/COA Issuances
4. Department Orders/Issuances
5. BJMP Issuances
6. Other references
e. Reference pattern: What-Who-What-When
Example:
Memorandum from JCSUPT JUAN A DELA CRUZ, Regional

Director of the Jail Bureau, BJMPRO-NCR with subject: Spot
Report on Escape at Quezon City Jail, dated January 1, 2020;
*Notice that the subject is italicize.

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11. Closing a Memorandum

The following shall be used in closing a memorandum:
a. From higher office to lower office:
For guidance, compliance, information, dissemination,

appropriate action, attention, etc.
b. From lower office to higher office:
For information, favorable action, consideration, request for

guidance, approval, perusal, etc.
12. Authority Line

Authority line is used when signatory acts as agent or
representative of the principal (Head of Office) who directs action
of offices/personnel not directly under his/her command, hence,
the need for authorization. It should be in bold face and placed
one (1) line space after the last line of the last paragraph, aligned
with the first letter of the first line of the last paragraph. (See
format below)
NATIONAL HEADQUARTERS
5. For information and compliance.
BY AUTHORITY OF THE CHIEF, BJMP:
RUEL S RIVERA
Deputy Chief for Administration
of the Jail Bureau
REGIONAL OFFICES
BY AUTHORITY OF THE REGIONAL DIRECTOR OF THE JAIL BUREAU:
JUAN DELA CRUZ

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COMMUNICATIONS

Assistant Regional Director
for Administration, BJMPRO-I
JAIL UNITS
BY AUTHORITY OF THE WARDEN:
JUAN DELA CRUZ

Senior Jail Officer 4
Assistant Warden
San Mateo Municipal Jail
13. Signatory
a. Generally, the signature block must not be separated from the
body of the document. If unavoidable, block must be
accompanied with at least two (2) lines or the last paragraph of
the communication.
b. The signature block must be at least 3 to 4 spaces from the last
paragraph or from the authority line.
c. For memoranda and civilian letters, signatory must be in three
lines, while two lines for certificates.
MEMORANDA CERTIFICATES
ALLAN S IRAL, CESE JDIR ALLAN S IRAL, CESE
Jail Director Chief, BJMP
Chief, BJMP
Or
JDIR ALLAN S IRAL, CESE

Chief, BJMP
d. Always observe proper nomenclatures for the President, DILG

Officials, and the BJMP Command Group as follows:
EDUARDO M. AÑO
Secretary, DILG
DILG-NAPOLCOM Center, EDSA corner
Quezon Avenue, Quezon City
NESTOR F. QUINSAY, JR.

Undersecretary for Public Safety, DILG

TOPIC ISSUE NO.

PAGE 20 of 33
COMMUNICATIONS
ALEXANDER L. MACARIO
Assistant Secretary for Public Safety and Security, DILG
*All communications addressed to the DILG Secretary must be coursed through the USPS
and USPSS.
ALLAN S IRAL, CESE
Jail Director
Chief, BJMP
RUEL S RIVERA
of the Jail Bureau
DENNIS U ROCAMORA, CESE
Deputy Chief for Operations
of the Jail Bureau
PAULINO H MORENO JR
Chief of Directorial Staff
of the Jail Bureau
FOR OICs
JUAN DELA CRUZ
Jail Director
Officer-in-Charge, BJMP
JUAN DELA CRUZ
Officer-in-Charge, Office of the
of the Jail Bureau
(same format for DCO and CDS)
e. All outgoing communications shall be signed by the Head of

Office, or his duly authorized/designated Officer-in-Charge, in his
absence with due regard to the rules of using authority line.
f. Personnel not holding key position are NOT authorized to

sign/send official communications directly to the Command
Group, Directors of Directorates and Chiefs of Offices, except for

TOPIC ISSUE NO.

PAGE 21 of 33
COMMUNICATIONS
personal communications not related to official functions,

however, Division Chiefs and Section Chiefs may send
communications to their Head of Office.
g. All pages of documents for signature shall be properly marked

with “For signature” “Signature” or “Please sign here” tabs or
stickers.
14. Enclosures/Annexes/Courtesy Copies

a. Supporting documents may be included under enclosures. It is
mentioned at the lower left portion of the document from the
margin, after the signature block in title case with font size of 9,
and not bold. Same goes with courtesy copies (Cc).
b. Annexes are documents for reference and additional information
labeled alphabetically as they are mentioned in the document.
See format below:
ANNEXES
Annex A General Order/Special Order/Letter Order
Annex B Completed Staff Work Memorandum
Annex C Report Format
Annex D PDL Population
15. Mantra
a. The standard font style and size of the BJMP mantra is Lucida
Calligraphy, 11, bold, NOT in italics.
b. All communications with BJMP Official Header must bear the

BJMP Mantra 0.25 inch (0.6 cm) from the margin below in all the
pages of the document.
16. Communication Letters

a. It shall be used by the Jail Bureau when communicating with
other agencies out of the linear relationship, like other
National Government Agencies (NGAs), Bureaus or Offices,
including Non-Governmental Organizations (NGOs),
International Entities/Organizations and private persons.

TOPIC ISSUE NO.

PAGE 22 of 33
COMMUNICATIONS
b. The DILG can write letters to BJMP aside from issuing

memoranda. When the communication is received in letter
format, the reply should be in the same form (memo to
memo, letter to letter).
c. The style to be used in all BJMP communication letters shall

be Full Block.
d. The font style and size to be used in letters shall be Tahoma

12.
e. The header and date line of communication letters shall be

the same with that of the formats/standards set for
memoranda.
f. Inside Address
1) The addressee shall be written in four (4) lines consisting

of the ff:
a) Name/Rank and Name;
b) Position/designation;
c) Agency/Bureau/Office; and
d) Address of the addressee.
Example:
RODRIGO ROA DUTERTE
President
Republic of the Philippines
Malacañan, Manila
*Malacañan refers to the Office of the President, while Malacañang refers to Malacañang
compound.
EDUARDO M. AÑO
Secretary
Department of the Interior and Local Government

Undersecretary for Public Safety
TOPIC ISSUE NO.

PAGE 23 of 33
COMMUNICATIONS
Assistant Secretary for Public Safety and Security


Chief
Bureau of Jail Management and Penology
144 BJMP Bldg., Mindanao Avenue
Project 8, Quezon City
JCSUPT RUEL S RIVERA

Deputy Chief for Administration of the Jail Bureau
JCSUPT DENNIS U ROCAMORA, CESE

Deputy Chief for Operations of the Jail Bureau
JCSUPT PAULINO H MORENO JR

Chief of Directorial Staff of the Jail Bureau
FOR OICs
JDIR JUAN A DELA CRUZ
Officer-in-Charge
JCSUPT JUAN A DELA CRUZ

Deputy Chief for Administration of the Jail Bureau
(same format for DCO and CDS)

TOPIC ISSUE NO.

PAGE 24 of 33
COMMUNICATIONS
2) The name of the addressee must be written in

UPPERCASE AND BOLD regardless of
rank/position/designation.
3) Mr. and Ms. shall only be used in salutation and not in the
inside address.
4) The title or position of the addressee may be used as an
alternative to his/her name in the inside address when the
exact name of such official or person cannot be
ascertained.
THE CITY MAYOR
City Government of Laoag
Laoag City Hall, Laoag City
g. Channel
1) Attention Line - A line usually placed above the salutation
in a business letter directing the letter to one specified or
directing it to a particular person or department.
TEODORO L. LOCSIN JR.

Secretary
Department of Foreign Affairs
2330 Roxas Boulevard
Pasay City, Philippines
Attn: MARIA LUMEN B. ISLETA

Assistant Secretary
Office of American Affairs
Dear Secretary Locsin:
2) Through Line – This part appears in the letter if the sender

is a subordinate who writes to a person higher in position
than his immediate superior. It is a protocol that
communications should pass through channels.

TOPIC ISSUE NO.

PAGE 25 of 33
COMMUNICATIONS
HON. RODRIGO ROA DUTERTE

President
Malacañan, Manila
THRU: EDUARDO M. AÑO

Secretary
Office of American Affairs
Dear Mr. President Duterte:
h. Salutation
1) it is the formula of words to address the person being
written to. It shall be always be spelled out when written,
followed by a colon.
2) Below is the standard salutation for key positions in the

government, professions and other
designations/positions:
Addressee Salutation
President of the Philippines Dr. Mr. or Madam President:
Your Excellency:
Senator, Congressmen, Dear Senator [last name]:
Governor, Mayor, Councilor Dear Representative [last name]:
Dear Governor [last name]:
Dear Mayor [last name]:
Dear Councilor [last name]:
Cabinet Member, Dear Mr. or Madam Secretary: or

Undersecretary, Assistant Dear Secretary [last name]:
Secretary Dear Undersecretary [last name]:
Dear Assistant Secretary [last name]:
Judge or Justice Dear Justice [last name]:
Dear Judge [last name]:

TOPIC ISSUE NO.

PAGE 26 of 33
COMMUNICATIONS
Ambassador Dear Mr. or Madam Ambassador [last

name]: or
Your Excellency:
Professor Dear Professor [last name]
Physician Dear Dr. [last name]:
Lawyer Dear Atty. [last name]
Military or Uniformed Dear [rank] [last name]:
Personnel
Example: Dear Police General Sinas
Priest Reverend Sir:

Dear Father [last name]:
Dear Archbishop [last name]:
Dear Bishop [last name]:
Minister Dear Reverend [last name]:
Private Person Dear Mr. or Ms. [surname]:
h. Body ofi. Body of the Letter

1) The body must be factual and must answer the 5Ws
and 1H of the message a writer wants to convey.
2) Each paragraph shall be composed of not more than 5
lines.
i. Complimentary Close
1) For communications addressed to the President:
Very respectfully yours,
2) For other BJMP official communication letters:
Very truly yours,
j. Authority Line
1) Authority line is used when signatory acts as agent or
representative of the principal (Head of Office) who
directs action of offices/personnel not directly under
his/her command, hence, the need for authorization.
TOPIC ISSUE NO.

PAGE 27 of 33
COMMUNICATIONS
2) It should be in bold face and placed one (1) line space

after the complimentary close (see format).
Very truly yours,
FOR THE CHIEF, BJMP:
RUEL S RIVERA
of the Jail Bureau
REGIONAL OFFICES
Very truly yours,
FOR THE REGIONAL DIRECTOR OF THE JAIL BUREAU:
JUAN DELA CRUZ

Assistant Regional Director
for Administration, BJMPRO-I
JAIL UNITS
Very truly yours,
FOR THE WARDEN:
JUAN DELA CRUZ

Senior Jail Officer 4
Assistant Warden
San Mateo Municipal Jail
k. Signatory
1) The signature block must be at least 3 to 4 spaces from

the authority line or form the complimentary close and
must be written in three lines.

TOPIC ISSUE NO.

PAGE 28 of 33
COMMUNICATIONS
Very respectfully yours, Very respectfully yours,
3-4 SPACES FOR THE CHIEF, BJMP:
ALLAN S IRAL, CESE

Jail Director
Chief, BJMP JCSUPT RUEL S RIVERA
of the Jail Bureau
17. Use of Footnotes and Endnotes
A footnote may be used to explain or add details or in citing references.

In this way, the continuity and brevity of the body of the letter is ensured
while details or references/are provided.
Dear Senator Dela Rosa:
This pertains to your letter dated September 1, 2020 requesting data on the number of released
Persons Deprived of Liberty (PDL) from the BJMP.
The Jail Bureau reported 30,0001 releases in from March to September 2020. Out of this number, 1,500
PDL were released through OCA Circular No. 91-20202 while 1,000 PDL were released through Supreme
Court Administrative Circular No. 38-2020.3
Footnotes in Tahoma, 8
____________
1 The exact figure is 30,378 PDL based on the Official Monthly data of the BJMP
2 Subject: Release of Qualified Persons Deprived of Liberty approved on April 20, 2020
3 Subject: Reduced Bail and Release on Recognizance as Modes of Releasing Indigent Persons Deprived of Liberty During the
Period of Public Health Emergency During the Resolution of their Cases
18. An endnote refers to a note placed at the end of a text. Endnotes (1)
acknowledge the source of a quotation, paraphrase, or summary; and
(2) provide explanatory comments that would interrupt the flow of the
main text.

TOPIC ISSUE NO.

PAGE 29 of 33
COMMUNICATIONS
Dear Judge Bautista:
This pertains to your letter dated September 1, 2020 inquiring about the legal basis of visitation
protocols and requesting copy of any issuances pertaining to visitation that the Bureau of Jail
Management and Penology (BJMP) implements in jails.
Please be informed that the BJMP’s main legal basis in the implementation of visitation policy
for Persons Deprived of Liberty (PDL) is the Bill of Rights of the 1987 Constitution mandating
that “No person shall be deprived of life, liberty or property nor shall any person be denied
the equal protection of the laws” (Article III, Section 1). Another legal anchor of the BJMP on
the matter is Republic Act No. 7438 which provides, among others, the rights of persons
arrested, detained or under custodial investigation (Section 2).
Endnotes in Tahoma, 12, Italic
19. Communication Letter Written in Filipino Language
Letters written in Filipino are encouraged during the observation of

Buwan ng Wika or when a letter addressed to the BJMP is in Filipino
language, except those regular reports to higher offices.
Recommended Salutations and Complimentary Close in a civilian letter

written in Filipino
Mahal na Ginoo: (may be abbreviated as “G.”)

Ginoo:
Mahal na Ginang: (may be abbreviated as “Gng.”)
Mahal na Binibini: (may be abbreviated as “Bb.”)
Binibini:
Mahal na Tagapangulong Morales:
Mahal na Punong Mahistrado Peralta:
Mahal na Kalihim Año:
Use the salutation “Kagalang-galang/Kgg.” in greeting officials

occupying high positions such as the President of the Philippines,
Senators, Representatives, Governors, Cabinet Secretary, Ambassador,

TOPIC ISSUE NO.

PAGE 30 of 33
COMMUNICATIONS
Secretary and Assistant Secretary, Justices and Judges, Commissioners,

Mayors.
Recommended Complimentary Close in a civilian letter written in Filipino
Ginoo: Magalang na Sumasainyo,

Kagalang-galang: Lubos na gumagalang,
Mahal na Bb. Santos:

Mahal na Gng. Yap: Matapat na sumasainyo,
Mahal na G. Reyes:
Mahal na Ginoo:
20. Routing Slip
All outgoing communications must bear a routing slip which shall

be signed by the Head of the Office, or his duly
authorized/designated Officer-in-Charge/staff. (See Annex “F”)
21. Priority Tabs/Tags

a. Tabs shall be used only if it falls under the parameters of Urgent
and Priority.
b. Communications with urgent tags need to be acted upon within
24 hours upon receipt of the AO.
c. Communications with priority tags need to be acted upon
within 72 hours upon receipt of the AO.
d. Communications shall be tagged as follows:
Urgent:
 Tab Size: 3” by 1”
 Font style, size and color: Tahoma, 40, red text in white
background
 Location: Protrude at the top rightmost edge of the
routing slip
URGENT
24 HOURS

TOPIC ISSUE NO.

PAGE 31 of 33
COMMUNICATIONS
Priority
 Tab Size: 3” by 1”
 Font style, size and color: Tahoma, 40, blue text in white
background
 Location: Protrude at the top leftmost edge of the routing
slip
PRIORITY 72 HOURS
22. Other Style Issues:

a. Do not add space before and after a slant. (his/her)
b. Avoid using this name format – Juan Dela Cruz y Alfa.
c. Do not use bold, italics and quotation marks at the same time,
choose one format for emphasis, except in legal writing which
necessitates such.
d. As a general rule, periods, commas and other punctuation marks
always go inside quotation marks, even inside single quotes.
e. Title of books, magazines, newspapers, plays, movies, artworks
and musical compositions are always in Title Case and set in
italics.
f. Numbers 1 to 10 must be written in words, for 11 and above,
write numerical figures.
7.0 MONITORING PROCEDURE/TOOL
The Office of the Chief of Directorial Staff of the Jail Bureau, through the Secretary
to the Command Group shall monitor the compliance with this policy through routine
communications, reports submitted by the Directors of Directorates, Chiefs of Offices and
Regional Directors of the Jail Bureau.
8.0 FINANCIAL CLAUSE
All activities and programs relevant to the implementation of this policy shall be
funded by the Bureau through its regular Maintenance and Operating Expense which shall
be included in the annual budget proposal of concerned Directorate or Office.

TOPIC ISSUE NO.

PAGE 32 of 33
COMMUNICATIONS
9.0 SEPARABILITY CLAUSE
In the event that any provision or part of this policy be declared unauthorized or
rendered invalid by a competent authority, those provisions not affected by such
declaration shall remain valid and effective.
10.0 REPEALING CLAUSE
All existing issuances that are inconsistent with this policy are hereby rescinded or
modified accordingly.
11.0 EFFECTIVITY
This Memorandum Circular shall take effect fifteen (15) days from approval
thereof.
12.0 ANNEXES
A CSW Memorandum Format
B Memorandum Format
C AAR Format
D Spot (D1), Progress (D2) and Final (D3) Report Format
E Communication Letter Format
F Routing Slip
G Communication Letter in Filipino
Prepared by: Reviewed by: Approved by:
BERNADETTE T CABE
Jail Inspector
Aide-de-Camp, Office of the Deputy
Chief for Operations of the Jail Bureau
DENNIS U ROCAMORA, CESE ALLAN S IRAL, CESE
Noted by: Jail Chief Superintendent Jail Director
Deputy Chief for Operations Chief, BJMP
of the Jail Bureau/QMR
PAULINO H MORENO JR
OIC, Chief of Directorial Staff of the
Jail Bureau

ANNEX “A” CSW MEMORANDUM FORMAT

DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT
BUREAU OF JAIL MANAGEMENT AND PENOLOGY
144 Mindanao Avenue, Quezon City
Trunklines: (+632) 927-6383; 927-5505)
Email Address: chief@bjmp.gov.ph Website: www.bjmp.gov.ph
(1 space)
MEMORANDUM
(1 space)
TO : ALLAN S IRAL, CESE
Jail Director
Chief, BJMP
(1 space)
SUBJECT : FORMATS AND STANDARDS OF BJMP COMMUNICATIONS
(1 space)
DATE : January 1,2020
A. ACTION REQUESTED:
(1 space)
1. _______________________________________________________________
___________________________________________________.
a. ___________________________________________________________;
b. ____________________________________________________________
______________________________; and
c. _________________________________________________________.
1) ________________________________________________________
________________________________________.
a) ________________________________________; and
b) ________________________________________.
i. _____________________________________; and
ii. ___________________________________.
i) ___________________________________; and
ii) ___________________________________.
(1 space)
2) _______________________________________________________.
(1 space)
B. BACKGROUND/JUSTIFICATION:
(1 space)
2. _______________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
___________________________________________________.
(1 space)
3. _______________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________.
C. RECOMMENDATION:
4. _______________________________________________________________
_______________________________________________________________________
SUBJECT: FORMATS AND STANDARD OF BJMP COMMUNICATIONS

ANNEX “A” CSW MEMORANDUM FORMAT
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
___________________________________________________.
(1 space)
5. ________________________.
(3-4 spaces)
JUAN A DELA CRUZ, CESE

(1 space)
Recommended by:
(3-4 spaces)
PAULINO H MORENO JR DENNIS U ROCAMORA, CESE

Jail Chief Superintendent Jail Chief Superintendent
Officer-in-Charge, Office of the Deputy Chief for Operations
Chief of Directorial Staff of the Jail Bureau
of the Jail Bureau
(3-4 spaces)
RUEL S RIVERA
of the Jail Bureau
Approved by:
(3-4 spaces)
ALLAN S IRAL, CESE

Jail Director
Chief, BJMP
SUBJECT: FORMATS AND STANDARD OF BJMP COMMUNICATIONS

ANNEX “B” MEMORANDUM FORMAT

Trunklines: (+632) 927-6383; 927-5505)
(1 space)
MEMORANDUM
(1 space)
TO : The Command Group
Directors of Directorates
Chiefs of Offices, NHQ
Regional Directors of the Jail Bureau
(1 space)
SUBJECT : FORMATS AND STANDARDS OF BJMP COMMUNICATIONS
(1 space)
DATE : 23 September 2020
(1 space)
A. _______________________________________________________________.
a. ___________________________________________________________;
b. ____________________________________________________________
______________________________; and
c. _________________________________________________________.
1) ________________________________________________________
________________________________________.
a) ________________________________________; and
b) ________________________________________.
i. _____________________________________; and
ii. ___________________________________.
i) ___________________________________; and
ii) ___________________________________.
2) _______________________________________________________.
(1 space)
B. ________________________________________________________________
______________________________________________________________________.
(1 space)
C. ________________________.
BY AUTHORITY OF THE CHIEF, BJMP:
(3-4 spaces)
PAULINO H MORENO JR
Chief of Directorial Staff
of the Jail Bureau
(1 space)
Cc: JCSUPT HILBERT M FLOR, MPSA
Director, NJMPTI
SUBJECT: FORMATS AND STANDARDS OF BJMP COMMUNICATIONS

ANNEX “C” AAR FORMAT

Trunklines: (+632) 927-6383; 927-5505)
(1 space)
MEMORANDUM
(1 space)
Jail Director
Chief, BJMP
(1 space)
SUBJECT : AAR RE: CONDUCT OF INSPECTION AT MANILA CITY JAIL
(1 space)
(1 space)
A. REFERENCE/S:
B. _______________________________________________________________
__________________________________________________________; and
(1 space)
C. ______________________________________________________________.
(1 space)
B. MISSION/PURPOSE:_________________________________________________
____________________________________________________________________
___________________________________________________________________.
(1 space)
C. PLACE/S COVERED:
(1 space)
D. DATE COVERED:
(1 space)
E. PARTICIPANTS:
(1 space)
F. NARRATIVE:
(1 space)
1. ________________________________________________________________
_______________________________________________________________________
______________________________________________________________________.
(1 space)
2. ________________________________________________________________
______________________________________________________________________.
(1 space)
3. ________________________.
(1 space)
G. ISSUES/CONCERNS:
1. ________________________________________________.
(3-4 spaces)
JUAN A DELA CRUZ

Regional Director of the Jail Bureau
BJMPRO-NCR
ANNEX “D1” SPOT REPORT FORMAT

Trunklines: (+632) 927-6383; 927-5505)
(1 space)
MEMORANDUM
(1 space)
Jail Director
Chief, BJMP
(1 space)
(1 space)
SUBJECT : SPOT REPORT RE: ESCAPE INCIDENT AT ABCD CITY JAIL
(1 space)
(1 space)
H. REFERENCE/S:
(1 space)
I. DETAILS/FACTS OF THE CASE:
(1 space)
J. ACTION/S TAKEN:
(1 space)
K. DISPOSITION/FINDINGS:
(1 space)
L. ISSUES/CONCERNS:
(1 space)
M. RECOMMENDATION:
(3-4 spaces)
JUAN A DELA CRUZ

BJMPRO-NCR
SUBJECT: SPOT REPORT RE: ESCAPE INCIDENT AT ABCD CITY JAIL

ANNEX “D2” PROGRESS REPORT FORMAT

Trunklines: (+632) 927-6383; 927-5505)
(1 space)
MEMORANDUM
(1 space)
Jail Director
Chief, BJMP
(1 space)
(1 space)
SUBJECT : PROGRESS REPORT RE: ESCAPE INCIDENT AT ABCD CITY JAIL
(1 space)
(1 space)
A. REFERENCE/S:
(1 space)
B. DETAILS/FACTS OF THE CASE:
(1 space)
C. ACTION/S TAKEN:
(1 space)
D. DISPOSITION/FINDINGS:
(1 space)
E. ISSUES/CONCERNS:
(1 space)
F. RECOMMENDATION:
(3-4 spaces)
JUAN A DELA CRUZ

BJMPRO-NCR
SUBJECT: PROGRESS REPORT RE: ESCAPE INCIDENT AT ABCD CITY JAIL

ANNEX “D3” FINAL REPORT FORMAT

Trunklines: (+632) 927-6383; 927-5505)
(1 space)
MEMORANDUM
(1 space)
Jail Director
Chief, BJMP
(1 space)
(1 space)
SUBJECT : FINAL REPORT RE: ESCAPE INCIDENT AT ABCD CITY JAIL
(1 space)
(1 space)
A. REFERENCE/S:
(1 space)
B. DETAILS/FACTS OF THE CASE:
(1 space)
C. ACTION/S TAKEN:
(1 space)
D. DISPOSITION/FINDINGS:
(1 space)
E. RECOMMENDATION:
(3-4 spaces)
JUAN A DELA CRUZ

BJMPRO-NCR
SUBJECT: FINAL REPORT RE: ESCAPE INCIDENT AT ABCD CITY JAIL

ANNEX “E” COMMUNICATION LETTER FORMAT

Trunklines: (+632) 927-6383; 927-5505)
(Date) (3 spaces)
(1 space)
RODRIGO ROA DUTERTE
President
Malacañan, Manila
(1 space)
THRU (5 spaces)
: EDUARDO M. AÑO
Secretary, DILG
(1 space)
Dear Mr. President:
(1 space)
Greetings from the Jail Bureau!
(1 space)
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
________.
(1 space)
_______________________________________________________________________
_______________________________________________________________________
______________________________________________.
(1 space)
_________________________________.
(1 space)
Very respectfully yours,
(3-4 spaces)
ALLAN S IRAL, CESE

Jail Director
Chief, BJMP
(1 space)
Cc:
(1 space)
Undersecretary for Public Safety, DILG
(1 space)
Undersecretary for Public Safety and Security, DILG

ANNEX “F” ROUTING SLIP
DOCUMENT CLASSIFICATION: _______________________________
Trunklines: (+632) 927-6383; 927-5505)
ROUTING SLIP
DOCUMENT NO. _______________________________________
DATE : ________________________________________________
SUBJECT : _______________________________________________________
__________________________________________________________________________
SENDER FROM/TO SIGN IN OUT COMMENTS/INSTRUCTIONS

HERE DATE TIME DATE TIME
JCSUPT D, DPRM REMARKS/NOTATION/SPECIAL
PAWID INSTRUCTION, IF ANY;
JCSUPT CDS
MORENO
JR
JCSUPT DCO
ROCAMORA
JCSUPT DCA
RIVERA
JDIR OCBJMP
ALLAN S
IRAL
ACTION REQUEST
APPROVAL/SIGNATURE INFORMATION
APPROPRIATE ACTION DISPATCH
COMMENT/RECOMMENDATION FILE/REFERENCE
STUDY/INVESTIGATION PREPARE SPEECH, MESSAGE, REMARKS
REWRITE/REDRAFT SEE REMARKS
REPLY DIRECT TO WRITER
INSTRUCTIONS FROM THE CHIEF, BJMP:

____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
__________________________________________
APPROVED/DISAPPROVED:

Chief, BJMP
Date:_______________ Time: ____________

ANNEX “G” COMMUNICATION LETTER IN FILIPINO FORMAT
Republika ng Pilipinas
KAGAWARAN NG INTERYOR AT PAMAHALAANG LOKAL
KAWANIHAN NG PAMAMAHALA
SA PIITAN AT PENOLOHIYA
PUNONG HIMPILAN
Trunklines: (+632) 927-6383; 927-5505)
Pebrero 26, 2020 Petsa
TEODORO L. LOCSIN JR.

Kalihim
Patunguhan
Kagawaran ng Ugnayang Panlabas
2330 Bulebar Roxas
Lungsod ng Pasay, Pilipinas
Tawag-pansin: MARIA LUMEN B. ISLETA

Pangalawang Kalihim Tawag
Kagawaran ng Ugnayang Panlabas Atensyon
Kagalang-galang na Kalihim Locsin: Bating

Pambungad
Ang punong himpilan ng Kawanihan ng Pamamahala ng Bilangguan
at Penolohiya ay nagpapasalamat sa inyong walang humpay na
suporta sa mga programa para sa mga dayuhang idbidwal na
nakapiit sa mga bilangguan ng aming ahensya.
Katawan
Nais din naming ipaabot na sa kasalukuyan ay mayroong dalawang ng Liham
daang (200) dayuhang bilanggo sa aming kustodiya.
Makakaasa kayo sa aming patuloy na suporta sa mga adhikain ukol

sa kapakanan ng dayuhang indibdwal sa aming piitan.
Pamitagang
Lubos na gumagalang,
Wakas
ALLAN S IRAL, CESE Lagda

Jail Director
Hepe ng BJMP
“Changing Lives, Building a Safer Nation” BJMP Mantra
*Spacing, margins and indentions

are the same with memoranda

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MEMORANDUM CIRCULAR DOCUMENT NO.

TOPIC ISSUE NO.

A. Office of the President Memorandum Circular No. 78 dated 14 August 1964,

Prepared by: Reviewed by: Approved by:

“Changing Lives, Building a Safer Nation”

TOPIC ISSUE NO.

It has been observed that communications and correspondences issued within

This Memorandum Circular is issued to provide guidelines for BJMP standard

This Memorandum Circular aims to:

A. Promote consistency in the form of communications and correspondences

This policy shall be applicable in all administrative issuances/correspondence of BJMP

5.0 DEFINITION OF TERMS

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B. Communication Letter – it is commonly used in external communications

C. Classified Document (Intelligence Operations Manual)– official document

D. Classified Information (Intelligence Operations Manual) – official

F. Communications – written documents or correspondence used to facilitate

H. Copy Furnished or Courtesy Copies – is a small note commonly placed at

I. Distribution List – affixed in the addressee line (FOR/TO: line) when a

J. Documents – refer to any recorded information regardless of its physical form

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handwritten or printed, or typed; all painted, drawn or engraved matter; all

K. Freedom of Information (FOI) – it is a program in response to the call for

L. Policy – is a set of principles and guidelines on a specific concern promulgated

M. Presidential Complaint Center (PCC) – a front line desk in the Office of

N. Priority Communications – are communications to be acted upon within 72

O. Regular Communications – are communications that are not

P. Urgent Communications – above priority communications, these need to

Q. Routing Slip - it specifies the sequence of processing the communication has

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R. 8888 Citizens’ Complaint Hotline (8888 CCH) – it is managed by the

1. All communications and issuances must be clear, concise, responsive,

a. Take prompt action on letters and requests and observe

3. All official communications from Jail Units and Regional Offices

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communications from NHQ Offices addressed to the President, his staff

4. All communications from Regional Offices addressed to the Chief, BJMP

5. All documents requiring logistical support and funding allocation shall

a. Ensure compliance of the communication in form and in

7. All comments, recommendations and compliances to the written

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Ex. 1. This is a sample paragraph only.

I. This is a sample text only.

13. To avoid redundancy in the distribution of communication, the office

14. All communications must be presentable, hence, the use of multiple

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15. CATEGORIES OF BJMP ISSUANCES

1. Regular Issuances/Requests - These communications are acted upon on

Officials and Employees, and Section 9 (b) of R.A. No. 11032 or

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b. FOI – the standard processing time to render feedback from the

3. Document Security (See Annex A)

For National Headquarters:

Republic of the Philippines (font size 9)

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