51:22
subject to letter
Keziah Nicole Fernandez
Overview
This video explains the structure and components of a "subject to letter," a type of internal communication within an organization, specifically within the Philippine National Police (PNP). It differentiates subject to letters from civilian letters, highlighting that subject to letters are addressed to individuals within the organization and pertain to specific situations. The video details the required number of copies, the various parts of the letter including the heading, letterhead, file reference, identifying initials, date, subject, channels, address, body, and signature block, and provides specific formatting instructions for each section, including font types, sizes, and alignment.
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Chapters
- Subject to letters are internal communications within an organization, unlike civilian letters which are for external recipients.
- They are used to address specific situations or occurrences within the organization.
- Three copies of a subject to letter are typically produced: an original for the receiver, a receiving copy for acknowledgment, and a third copy for filing.
Understanding the distinction between internal and external communication, and the purpose of subject to letters, is crucial for effective and proper communication within an organization.
Informing a superior about receiving a certificate of commendation is an example of a situation requiring a subject to letter.
- The heading encompasses all the initial parts of the letter.
- Key elements within the heading include the letterhead, file reference, identifying initials, date line, address, subject, and channels.
- Proper formatting, including font type (Arial), size, and alignment, is essential for each component.
The heading provides essential organizational and contextual information, ensuring the letter is correctly identified, filed, and understood.
The letterhead includes the Republic of the Philippines, National Police Commission, National Headquarters, and the specific unit's address, all formatted with specific fonts and alignments.
- The letterhead contains the organization's name, address, and often logos.
- Specific formatting rules apply to text like 'Republic of the Philippines' (sentence case, Arial 11) and the organization's name (bold, all caps, Arial 12).
- Logos (PNP logo, unit logo) have specified dimensions and placement, though their use in actual correspondence may be restricted.
A correctly formatted letterhead establishes the official identity and origin of the document, projecting professionalism and authority.
The PNP logo on the left and the specific unit's logo on the right, with specified dimensions, are part of the letterhead.
- The file reference (or office symbol) is a unique identifier used for filing documents.
- Identifying initials, typically in a smaller font (Arial 9), are placed as a header on each page for easy reference.
- Two types of dates are noted: the date of signature (when the letter is signed) and the date of suspense (when action is expected).
These elements ensure efficient document management, easy retrieval, and clear tracking of deadlines for action or response.
A file reference might be 'MEMORANDUM CIRCULAR NO. 2025-11:05', and a date of suspense could be set for a week after the date of signature.
- The subject line concisely states the letter's purpose, not exceeding 10 words.
- Channels indicate how the letter is being routed, using terms like 'TO' for subordinates, 'THROUGH' for intermediate superiors, or 'FROM' for superiors.
- The choice of 'TO', 'THROUGH', or 'FROM' depends on the hierarchical relationship between the sender and receiver.
A clear subject and appropriate channels ensure the letter reaches the intended recipient efficiently and through the correct chain of command.
A subject line like 'Progress Report Regarding Robbery at Legarda' and channels indicating 'TO Patrolman Juan Dela Cruz THROUGH Police Major John D. Baptist' illustrate these components.
- The address section specifies the recipient, with specific formatting for names based on rank and position (e.g., President, Vice President, officers).
- The body of the letter contains the main message, structured using Arabic numerals for numbering points and sub-points.
- The body's content varies depending on the type of report or communication being sent (e.g., progress report, spot report).
Correctly addressing recipients and clearly structuring the body ensures the message is received by the right person and is easy to comprehend.
When addressing a representative, the format is 'Representative Juan D. Cruz', including the middle initial with a period.
- The signature block includes the signatory's rank, full name, and designation.
- Two common formats exist for the signature block: one for general correspondence and another, simpler one for memorandums.
- Closing elements like 'Enclosures' and 'Copies Furnished' list any attached documents or individuals receiving copies.
The signature block authenticates the letter, while enclosures and copies furnished ensure all relevant parties are informed and have necessary supporting documents.
A signature block might read 'POLICE GENERAL Juan D. Cruz Chief PNP' or a simpler 'Juan D. Cruz Chief PNP' for memorandums.
Key takeaways
- Subject to letters are formal internal communications used for specific organizational matters.
- Proper formatting, including fonts, sizes, and alignment, is critical for official documents.
- Understanding the hierarchy and routing protocols (channels) is essential for internal communication.
- The distinction between date of signature and date of suspense helps manage action items and deadlines.
- Accurate addressing and clear, numbered points in the body ensure effective message delivery and comprehension.
- The signature block and closing elements provide authentication and ensure all relevant parties are included.
Key terms
Subject to LetterCivilian LetterHeadingLetterheadFile ReferenceIdentifying InitialsDate of SignatureDate of SuspenseChannelsArabic Numerals
Test your understanding
- What is the primary difference between a subject to letter and a civilian letter?
- Why are three copies of a subject to letter typically required?
- How does the formatting of the 'address' section differ for a President versus a Police Officer?
- What is the purpose of the 'date of suspense' in a subject to letter?
- Explain the significance of using Arabic numerals instead of Roman numerals in the body of a subject to letter.