SOP Exhibits

Title:

Internal Communication Format

SOP Number : GS-CR03

ANNEX A

For consistency in tone and form, preparation of NFA internal communication shall be guided by the following:

1. Prepare one page communication as much as possible using short size paper with letterhead.

2. Use block form from the dateline to the name of the sender.

3. Observe single space between lines and two spaces between paragraphs and parts of the communication except for the signature portion which is allotted four spaces.

4. Maintain one-inch margin for the four sides of the sheet of paper.

5. Indicate parts of the communication in the following manner:

a. First line: Date of Month, day and year e.g. March 15, 1993.

b. Second line: Number of memorandum indicating the office code and the control number reflecting the year, month and series of issues for the year.

c. Third line: Addressee using FOR if receiver is higher in rank and TO if equal to or lower in level than the sender followed by a colon and the name of the addressee in capital letters and his position or designation if not indicated before the name or the Department/Office.

Using THRU or ATTN in forwarding letters may be optionally adopted by the sender indicating the name and designation of the official.

d. Fourth line: FROM, colon, and name of the sending office not the person. In case the communication is signed by heads of different departments/offices, the office which prepared the memo shall be indicated as the sender.

e. Fifth line: Subject heading in capital letters and underlined in the last line providing brief but clear overview of the letter.

f. Sixth line and onwards: Body of letter using short sentences and paragraphs avoiding needless words.

g. Closing sentence: Specifying directly the kind of action requested: e.g. For your approval, signature, information and so forth.

h. Final line: Sender's signature and name in capital letters indicating the position or designation under printed name.

i. Reflect even in the original copy of the communication the following: (1) List of attachments or enclosures, if any (2) Names of persons or offices coy furnished (3) Initials of the division or unit head employee assigned to prepare the letter and the typist to facilitate communication of feedbacks or clarifications.

6. If the documents forwarded exceed 10 pages, put in a folder and properly identify on the side space for easy reference.

7. Place all attachments parallel to the covering letter for ease of handling.

8. The following shall be checked before sending any communication:

a. Is the content correct and complete?
b. Is the writing perfectly clear?
c. Is it courteous?
d. Is it well organized? and
e. Is it mechanically correct in heading, spacing, usages and form?