🧾 CIVILIAN LETTER — SUMMARY

🌟 What It Is

A civilian letter is a formal written communication used by police officers when writing to
people outside the police organization (like government officials, business owners, or citizens).

It is called civilian because it follows ordinary letter format — not the military or police style.

For normal people, it’s basically the same as a formal or business letter.

🧩 PARTS OF A CIVILIAN LETTER

Part Definition (from the lesson) Easy Meaning (simplified)
1. Heading Shows the office name and Where the letter is from. Includes the
address; usually printed or organization’s name, address, phone,
typed letterhead. ZIP code, and sometimes slogan or
logo.
2. File Reference Optional identifying number A reference number used for record or
or code placed two spaces tracking. Not always required.
below the letterhead.
3. Dateline Shows the month, day, and The date you wrote the letter.
year (month is spelled out, Example: July 3, 2003.
not abbreviated).
4. Inside Address Complete name, title, and Who and where the letter is for.
address of the receiver. Always use courtesy titles like Mr.,
Mrs., or Dr.
5. Attention Line Used when the letter is Helps direct the letter faster to the
meant for a specific person right person. Example: ATTENTION:
or department in a company. Accounting Department.
6. Salutation The greeting, showing Starts the letter politely. Example:
respect or formality. Dear Sir:, Dear Madam:, Dear Mr.
Dela Cruz:.
7. Subject Line A short line telling what the The “topic” of the letter. Example:
letter is about. SUBJECT: Request for Assistance.
8. Body The message or content of The main part — what you want to
the letter. Each idea should say. Write clearly and politely.
be in a separate paragraph.
9. Complimentary Polite ending phrase The closing line before the signature.
Close matching the tone of the Examples: “Very truly yours,” or
salutation. “Respectfully yours,”.
10. Signature / Writer’s name, position, and Who wrote it. Shows their name and
Company Signature sometimes company name. position. Example: JUAN S. DELA
 CRUZ, Manager.
11. Enclosure Lists documents sent along Tells the reader there are attachments.
Notation with the letter. Example: Enclosure: 1 Contract.
12. Postscript (P.S.) Something added after Extra note at the end of the letter.
signing if the writer forgot Example: P.S. Thank you for your
something. time.
13. Copy Furnished Shows who else received a Lets the reader know other people got
(CC) copy of the letter. the same letter. Example: CC: Sales
Department.

✉️TYPES OF CIVILIAN LETTERS

Type Definition (from the PPT) Simple Explanation /
Example
1. Information Gives or answers information to A police officer explaining a
Letter community members. new safety rule.
2. Invitation Letter Invites someone to be a guest speaker Inviting a mayor to speak at a
or attend an event. ceremony.
3. Invitation Refusal Politely declines an invitation, Saying no to an invitation but
explaining why. staying respectful.
4. Claim Letter Written when complaining about a Reporting a damaged item
product or service. politely.
5. Adjustment Letter Reply to a claim letter to fix or A company saying sorry and
explain a complaint. replacing a faulty product.
6. Request Letter Asks politely for information or help. Asking permission or
requesting documents.
7. Transmittal Letter Sent with something important like a “Here is the report you asked
report or money, explaining what it is for…”
for.
8. Credit Application Requests goods or services to be paid Applying for store credit or
Letter later (on credit). loan.
9. Order Letter Requests products or goods from a Ordering police uniforms or
seller. office supplies.
10. Letter of Inquiry Asks for details or information about Asking about a seminar
something. schedule or price list.
11. Recommendation Recommends a person for a job or A boss recommending a
Letter position. former employee.
12. Reference Letter Gives background or details about a Answering questions about a
former employee. job applicant’s past work.
13. Application Written to apply for a job. “I am applying for the
Letter position of clerk.”
14. Condolence Expresses sympathy to someone who “My deepest condolences to
Letter lost a loved one. you and your family.”
15. Appointment Informs someone of their “You are appointed as the
 Letter appointment or task. new community officer.”

📏 GENERAL RULES (Spacing & Margins)

 Use clean, balanced spacing for a neat look.
 Date: on line 15, inside address: 5 lines below.
 Leave one blank line before salutations, closings, or new paragraphs.
 Keep left margin straight for a formal look.
 When the letter is short, center it more on the page.
 If it’s long, use single spacing but double space between paragraphs.

🪶 LETTER STYLES
 Blocked Letter Style – all lines start at the left margin (used for long letters).
 Semi-Blocked Letter Style – the start of each paragraph is indented (used for short
letters).

📬 ENVELOPE RULES
 Start the address halfway down the envelope.
 Avoid putting province and ZIP code on the same line as the city — separate them.
 Return address goes at the upper left corner (not at the back).
 “ATTENTION” line goes at the lower left corner.
 Write special mailing notes like “Airmail” below the stamp.

🧠 IN SHORT:

A civilian letter is just a formal, polite, and properly formatted letter used in both
government and everyday life.
It follows clear structure and good manners — to show respect, clarity, and professionalism.
📘 BUSINESS / BSA LETTERS — SUMMARY
💡 What Are Business Letters?

Business letters are formal written messages used in professional settings, like offices,
companies, and organizations.
They are used to inform, request, invite, complain, or respond politely and clearly.

Business letters train you to write in a respectful, organized, and professional manner — skills
needed in accounting, management, and other business fields.

🧩 TYPES OF BUSINESS LETTERS (from the PPT)

The presentation includes five main types of letters, each with a purpose, situation, and sample.

1. Claim Letter

📖 Definition (from the lesson)

A claim letter is written when something goes wrong with a product or service — for example,
damaged items or missing orders.
It politely tells the supplier about the problem and asks for replacement, repair, or refund.

💬 Easy Explanation

You use this letter when you need to complain, but in a polite and professional way.
Even if you are disappointed, the tone must still be respectful.

✉️Sample Situation

An accounting firm ordered calculators, but three arrived broken.

Purpose:
To inform the supplier about the damaged items and request a replacement or refund.

Example Summary:

“We received ten calculators, but three were damaged. Please replace or refund them. We have
attached photos for your reference.”

✅ Goal: Explain the problem → describe inconvenience → request solution politely.

2. Information Letter

📖 Definition (from the lesson)

An information letter shares important updates, reminders, or announcements — like policy

changes, deadlines, or office relocations.

💬 Easy Explanation

You use this letter to inform people about new or important details they need to know.

✉️Sample Situation

The Bureau of Internal Revenue (BIR) extended the tax filing deadline.

Purpose:
To inform clients about the new filing date.

Example Summary:

“The BIR has extended the quarterly income tax deadline to November 5, 2025. Please prepare
reports early and contact us for help.”

✅ Goal: Give correct info → explain its effect → end politely with thanks or offer of help.

3. Invitation Letter

📖 Definition (from the lesson)

An invitation letter invites a person (like a speaker or guest) to attend or take part in an event.

💬 Easy Explanation

You use this to formally invite someone — for example, a CPA speaker for a seminar.

✉️Sample Situation

The Junior Philippine Institute of Accountants (JPIA) invites a CPA to talk about “Ethics in
Accounting.”

Purpose:
To invite someone, give event details (date, time, venue, topic), and request confirmation.
Example Summary:

“We invite you to be our guest speaker for our seminar on November 8, 2025, at Dominican
College of Tarlac. Please confirm your availability before October 25.”

✅ Goal: Be respectful → give full event info → ask for confirmation.

4. Invitation Refusal Letter

📖 Definition (from the lesson)

An invitation refusal letter is written when you cannot accept an invitation but want to remain
respectful and thankful.

💬 Easy Explanation

You use this when you want to decline politely. It shows good manners and professionalism.

✉️Sample Situation

A CPA was invited as a speaker but has another event on the same day.

Purpose:
To decline politely, thank the sender, and show interest in future events.

Example Summary:

“Thank you for inviting me to be your guest speaker. I am honored, but I cannot attend due to
another commitment. I hope to join your future events.”

✅ Goal: Thank them → explain reason briefly → show appreciation and goodwill.

5. Request / Order Letter

📖 Definition (from the lesson)

A request or order letter is used to order supplies or ask for a service.

It includes details like quantity, item type, and payment terms.

💬 Easy Explanation

You use this when ordering goods or requesting materials for work or school.
✉️Sample Situation

An accounting assistant orders ledgers, journal forms, and cash books.

Purpose:
To list needed items, confirm payment, and ensure delivery.

Example Summary:

“Please send 20 ledger books, 10 bundles of journal forms, and 15 cash disbursement books.
Charge this to our account, payable in 30 days.”

✅ Goal: Be specific → list clearly → thank them for their service.

📚 NEW SCENARIOS (from the last slides)

Your PPT also gives new practice situations for each letter type:

Letter Type New Practice Scenario Purpose / Focus

10 reams missing, 5 damaged due to Practice professionalism in business
Claim Letter
water from supplier complaints
Information Inform clients about temporary office
Learn to communicate updates clearly
Letter relocation during renovation
Invite a CPA expert to a symposium
Practice formal invitations in
Invitation Letter on “AI and Automation in
academic/professional settings
Accounting”
Invitation Decline judging an Accounting Quiz Learn to say no with respect and
Refusal Letter Bee due to schedule conflict diplomacy
Order forms, ink cartridges, and Write clear and detailed business
Order Letter
folders for next quarter correspondence

🧠 GENERAL REMINDERS FOR ALL BUSINESS

LETTERS
 Always use a formal tone — polite, respectful, and direct.
 Use complete sentences and correct grammar.
 Be clear and specific (avoid vague words like “soon” or “ASAP”).
 Include important details (dates, item names, and reasons).
 End with a polite closing like “Sincerely,” or “Respectfully yours,”.
 Avoid emotional or rude language — stay professional.
✨ IN SHORT:

Letter Type Main Purpose

Claim Letter To report a problem and ask for correction.
Information Letter To share updates or announcements.
Invitation Letter To formally invite someone to an event.
Invitation Refusal Letter To politely say you can’t attend or accept.
Order Letter To request or order goods/services.