OFFICIAL STATIONERY

The official letterhead of the Office of the President is shown below, on A4-sized paper. The letterhead is composed of the official single-color version of the seal, below which are three lines of text. The first is a line of text in Engravers’ Old English Bold BT 18 point, the second is set in Engravers’ Old English Bold BT 16 point, and the last is Copperplate Gothic Light in 13 point.

This is in compliance with the Comprehensive Usage Manual: Branding Guidelines for the Executive Department.

DIFFERENCE BETWEEN MEMORANDA AND LETTER
Memoranda are correspondence within the Office of the President. All other correspondence are letters. Below is a table guide for memoranda and letters.

Memorandum

Letter

All government offices, departments, and attached agencies within the Office of the President.

  • Presidential Security Group
  • State universities and colleges
  • Government-owned and-controlled corporations
  • Government financial institutions
  • Constitutional Commissions
    • Commission on Audit
    • Civil Service Commission
    • Commission on Elections
    • Commission on Human Rights
    • Office of the Ombudsman
    • Autonomous Region in Muslim Mindanao
    • Legislature
    • Judiciary
    • Foreign embassies
    • Private sector
    • Local government units
    • Armed Forces of the Philippines
    • Office of the Vice President
    • Philippine National Police

TO and FOR
In recent practice, the use of “To” and “For” to address different ranking officials followed a tedious rule. Now, to avoid confusion, using “For” to address all personnel in the Executive Department and Office of the President will be used.

e.g.
Memorandum addressed to the President:

Memorandum for the President 

FOR: Hon. Juan dela Cruz
Secretary of Health

Below is a sample of a Memorandum for the President
Memoranda for the President are issued by government agencies for the president’s perusal. The tracking code is needed for internal office purposes to trace the paper trail of the memorandum. The address and contact information should be included at the bottom of the page [the same will follow for all Memoranda and Letters].

Below is an example of a Memorandum
Memoranda are addressed to officials and personnel in the Executive Department.

Below is an example of a Letter
Letters are addressed to officials and personnel outside the Executive Department (e.g. Supreme Court justices, mayors, senators, etc.).

HEADING (PAMUHATAN)
This includes the name and seal of the government agency/department where the correspondence comes from.

INSIDE ADDRESS (PATUNGUHAN)
The heading indicates the date when the correspondence was written, the name and title (in bold and all caps), and address of the receiver.

In English: 

June 26, 2012

 

H.E. BENIGNO S. AQUINO III
President of the Philippines
Malacañan Palace
J.P. Laurel Street, San Miguel, Manila

In Filipino:

Kgg. BENIGNO S. AQUINO III
Pangulo ng Pilipinas
Palasyo ng Malakanyang
J.P. Laurel Street, San Miguel, Manila

SALUTATION (BATING PAMBUNGAD)

In English:
Dear Mr. (last name),
Dear Mrs. (last name),
Dear Ms. (last name),
Dear (title + last name),

Not used:
My Dear ________,

In Filipino:
Use “Iginagalang kong _______,” or “Itinatangi kong______” instead of “Mahal kong _______,

The first two are more formal and professional. “Mahal kong ______,” is still correct but should be limited to personal use and not for official correspondence.

The following salutations are also used in official correspondence:
Ginoo,
Binibini,
Ginang,
Mga Ginoo,
Mga Ginang,
Iginagalang kong G. (apelyido), or Itinatangi kong G. (apelyido),
Iginagalang kong Gng.(apelyido), or Itinatangi kong Gng. (apelyido),

Hindi na ginagamit:
Mahal na _______,

BODY OF THE LETTER (KATAWAN NG LIHAM)

Greetings in Filipino:
Kamusta ka ngayon? (informal)
Malugod na pagbati. (formal)
Nawa’y nasa mabuti kang kalagayan.

COMPLIMENTARY CLOSE (PAMITAGANG PANGWAKAS)

In English:
Sincerely yours,
Yours truly,
Sincerely,

Not used:
Very truly yours,
Truly yours,
Very yours truly,

In Filipino:
Lubos na gumagalang,
Namimitagan,
Gumagalang,
Sumasainyo,

Hindi na ginagamit:
Matapat na sumasainyo,
Nagmamahal,

 

ATTACHMENTS
In English (to indicate attachments):

Attached: Certified true copy of Executive Order No. 4

 

In Filipino (pagpapakita ng kalakip)

Kalakip: Tseke

Maga kalakip: Diksyunaryong Sentiyal ng Wikang Filipino

Tala

Resibo

ATTENTION LINE
The attention line should be written after the heading (pamuhatan) and before the salutation (bating pambungad). It is aligned center.

In English:

June 26, 2012

 

Mr. Juan de la Cruz
Director IV of the Department of Foreign Affairs
2330 Roxas Boulevard, Pasay City

 

THRU: Alex Santos, Technical Assistant

Dear Director de la Cruz,

 

In Filipino:

Ika-26 ng Hunyo 2012

G. Juan de la Cruz
Direktor IV ng Kagarawan ng Ugnayang Panlabas
2330 Roxas Boulevard, Lungsod ng Pasay

 

THRU: Alex Santos, Technical Assistant

 

Iginagalang kong Direktor de la Cruz,

FORMS OF LETTER (ANYO NG LIHAM)

The block form is the simplest and clearest format.

Block Form

___________

 

___________

___________

___________

 

___________,

_________________________________________________

_________________________________________________

_________________________________________________

___________,

___________

 

 

COMMONLY USED PHRASES AND EXPRESSIONS IN OFFICIAL CORRESPONDENCE (MGA KATAGA AT PARIRALANG KARANIWANG GINAGAMIT SA MGA OPISYAL NA LIHAM)

 

 

In English

In Filipino

1st Endorsement

Unang Paglilipat

2nd Endorsement

Pangalawang Paglilipat

Respectfully forwarded to the Honorable Secretary of ________

Itinutuloy sa Kagalang-galang na Kalihim ng__________

Respectfully forwarded to the Director of _________ for action

Itinutuloy sa Patnugot/Direktor ng _________ upang pagpasiyahan

Respectfully referred to the Chief of _________ Division, for comment and return

Itinutuloy sa Puno ng Sangay ng _______ upang tugunan at ibalik

Respectfully referred to the Honorable Mayor of _________ recommending approval

Itinutuloy sa Kagalang-galang na Alkalde ng __________ kalakip ang tagubiling pagpapatibay

Respectfully returned to the Division Superintended of Schools for ________

Ininabalik sa Tagapamanihalang Pagsangay ng mga Paaralang-bayan sa _______, kalakip ang pagpapatibay

This is to respectfully inform you…

Ikinararangal kong ipagbigay-alam sa inyo…

I write to request…

Nakikiusap akong…

Kindly be informed that…

Ipinagbibigay-alam ko sa inyong…

Enclosed herewith is a…

Kalakip nito’y…

This is to respectfully request…

Ikinararangal kong ipakiusap…

We regret to inform you that we cannot accommodate your request due to…

Dinaramdam ng tanggapang ito na hindi mapagtitibay ang inyong pakiusap sa kadahilanang…

Kindly be informed…

Ipinagbibigay-alam sa inyo…

Kindly advise us on the action taken on this matter.

Hinihinging ipagbigay-alam sa amin ang ginagawang pasya/aksyon sa bagay na ito.

May we request your attention to…

Kami ay tumatawag ng inyong pansin sa…

His Excellency

Kagalang-galang

Members of the Diplomatic Corps

Kagalang-galang na mga kagawad ng Kalipulang Diplomatico

 

 

< Previous Chapter

The PCDSPO Style Guide