WRITTEN 3.1C
TEQUESTA POLICE DEPARTMENT
GENERAL ORDER
TITLE: WRITTEN DIRECTIVE SYSTEM AND
OFFICIAL CORRESPONDENCE
GENERAL ORDER: 3.1C
EFFECTIVE: January 1, 2004
RESCINDS: G.O. 3.1B
PAGES: 12
CONTENTS:
This order consists of the following numbered sections:
I. GENERAL ORDERS
II. NUMBERED MEMORANDUM
III. OFFICIAL CORRESPONDENCE
IV. MANUALS
V. GLOSSARY
PURPOSE:
To provide guidelines for the implementation and management of a written directive system, and provide
guidance for the issuance and control of official correspondence.
SCOPE:
This order applies to all Police Department members.
DISCUSSION:
The Police Chief establishes policy and procedures via general orders to establish guidance of member
behavior and Police Department operations. As an interim measure, the Police Chief may issue a memorandum until a
general order is implemented. Letters are not directives and will only be used to transmit information. Technical manuals
may be issued to assist personnel in job assignments.
Each member is responsible for maintaining copies of all written directives that affect the member in the appropriate
manuals. It is the duty of every member to familiarize himself thoroughly with and follow the provisions of all directives,
rules and regulations, and code of conduct relating to the duties of his rank, grade, or position.
POLICY:
Official written orders and correspondence will conform to the provisions of this general order. Only the
Police Chief has the authority to issue, modify, or rescind a policy or procedure promulgated by general order. Once a
general order is adopted, authenticated, and distributed, it will become the official order on the subject. The issuing
authority for other directives is responsible for updating and revising as necessary.
It is the policy of the Police Department to make no distinction among members or other individuals by gender. For
simplicity and uniformity, the words “he,” “him,” and “his” in all written directives, policies, procedures, orders, and
rules and regulations, will be construed to read “she,” “her,” and “hers” when applicable to females.
G.O.3.1C
PROCEDURE:
I. GENERAL ORDERS:
A. Development:
When developing a general order, information must be specific, accurate, dependable, and include
all relevant data. It must be logical and organized for easy comprehension. General order text will be written in the
third person. Language will be clear and simple.
B. Format:
Each general order will be assembled according to the following guidelines and Annex 3.1A.
1.Header:
The first page will capture header information in the following order:
a. Heading: “TEQUESTA POLICE DEPARTMENT" will be centered at the top of the page. "GENERAL
ORDER" will be centered below the TEQUESTA heading.
b. Title: State the title of the order.
c. General Order: Enter the chapter and sequential order number under which the order is to be integrated into
the manual. Numbers will be assigned using the Dewey Decimal System.
d. Effective: Following the word effective, show the date (month, day, and year) the order becomes effective.
e. Rescinds: List the existing or current order(s) purged by the new order.
f. Pages: Note the number of pages in the order.
2. Text:
The text follows the header information and encompasses as many pages as necessary to complete the
order. The procedure section will be organized using an alphanumeric outline form. The following serves to
illustrate the system:
a. Contents: If needed, the contents consist of a sequential list of the major topical sections of the procedure.
b. Purpose: The purpose should provide a brief statement of the need or goal of the order.
c. Scope: The scope designates the members affected by the order.
d. Discussion: The discussion provides a brief examination into the subject of the order, if needed.
Comments to support or justify the order are included in this section.
e. Policy: Provides a statement of policy, if needed.
f. Procedure: The procedure will designate a way of performing or effecting an act composed of steps or a
course of action. A procedure may be made mandatory in tone by using "will" rather than "should,” or “ must”
rather than “may.”
1)The writer will use the following descending order of alphanumerics to differentiate and establish topic
relationships.
I.
A.
1.
a.
1)
a)
(1)
2
G.O.3.1C
(a)
2) Single subheads may be absorbed into the immediately preceding heading.
3. Glossary:
If needed, the glossary provides explanations and definitions of words and phrases unique to the
order.
4. Indexing:
Each general order will contain an alphabetical index that will list, at a minimum, the title of the
general order and other subject references. An alphabetical subject index will be located immediately following the
table of contents in the general order manual.
5. General Order Authentication:
The last page of the order will contain authentication information. A line
will be drawn immediately after the last line of text to indicate there is no further text. Following this line the
writer(s) will enter their initials, separated by a slash, the month and year the draft is completed, a slash, then
"Filed”: followed by the computerized file name under which the order is stored. Space will be provided for the
Chief’s signature approving and authenticating the order.
C. General Order Submission:
Any member may propose new general orders; suggest revisions to, or deletion of
existing orders. All submissions will be made under the cover of a memorandum, via the chain of command, to the
Accreditation Manager.
1. General Order Research:
Upon receipt, the accreditation manager will research to ensure that the proposal
conforms to accreditation standards. Copies of the original proposal will be forwarded to the Chief of Police for
review.
2. Adoption:
The Chief is the sole approving authority for general orders.
D. Distribution:
The accreditation manager will distribute general orders, amendments or rescindments thereto,
under the cover of a memorandum of instructions.
1.
General orders will be routed to all supervisors for distribution to each member within their respective span of
control.
2.
Each supervisor will ensure that a written directive receipt, acknowledging receipt and review of the order(s), is
signed by each member. The signed receipts will be forwarded to the Accreditation Manager for filing.
3.
Specific instruction on how to incorporate the transmitted material or information into the written directive
manual will be included each time a distribution is made.
a. This may include the insertion or removal of entire orders or individual pages.
4.
When applicable, after making the required change(s), the member will certify the change entry on the manual's
"Change Supplement" page (refer to Annex 3.1 B).
5.
Manuals will be maintained at the agency.
E. General Order Review:
The Accreditation Manager or his designee will review, update, purge, or revise
general orders, as necessary, or at a minimum, once every re-accreditation period (3 years) to assure that the general
order is current.
1.
If a general order has been updated or revised, it will be submitted for review as delineated in Section I, C, 1 of
this order.
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G.O.3.1C
2.
A recommendation to purge any general order will be processed as delineated in Section I, C of this order. All
purged general orders will be listed on the next Change Supplement issued to members.
F. Filing:
The Accreditation Manager will maintain a complete and readily accessible file of current and rescinded
general orders and a current library of reference material referred to or incorporated by all current general orders. The
originator of a general order will be responsible for supplying the reference(s) to the Accreditation Manager.
G. General Order Manuals/Computerized Written Directive System:
All general orders issued by the Police
Department will be organized, indexed, and bound by chapter into a loose-leaf binder and/or stored in a computerized
written directive system with hard copies in manuals placed at accessible locations for reference by all affected
members.
1. Organization:
The general orders will be divided into broad topic area chapters. A table of contents is at the
front of the manual. Change notices, when utilized, will be placed in front of the table of contents. A subject index
follows the table of contents so that a topic, specifically or generally, can be quickly and easily located. A standards
index linking general orders with applicable standards follows the subject index.
2. Distribution:
General order manuals are accountable Police Department property. If issued they are issued
under individual receipt by the Accreditation Manager. Each member, if issued a manual, is responsible for keeping
it current.
3. Knowledge:
All members are charged with acquiring a sound working knowledge of general orders. Training
may be provided for new or amended orders. Each member is responsible for seeking clarification from their
immediate supervisor, when necessary.
II. NUMBERED MEMORANDA:
A. Development:
Numbered memoranda are directives used by the Chief of Police to disseminate information or
instructions to explain further, or emphasize previously issued general orders.
Directives, however brief or temporary in nature, modifying, amending, or suspending the provisions of any policy,
procedure, rule, or regulation, require the express approval of the original issuing authority.
B. Format:
The format for any short term or temporary written directive is the "memorandum."
1.
It will be chronologically and sequentially numbered; i.e. 9901001, 9901002
\[CFA 3.01 B\]
2.
A memorandum transmitting direction will be self-canceling and contain its effective date on its face. It will not
be effective for more than 90 days from its issue date.
C. Distribution:
Numbered memoranda will be routed to all affected members. Affected members will
acknowledge receipt and review of the order(s) by placing the date and their initials on the memoranda. The
memoranda will then be placed in the back of each member’s general orders manual.
III. OFFICIAL CORRESPONDENCE:
A. General:
Letters and memoranda are important to the effective functioning of the Police Department. Since
correspondence creates an image, it must be promptly acted upon and professionally prepared.
Before implementing the use of any standard form, letter, or notice, the form and style must be reviewed and authorized
by the Chief.
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G.O.3.1C
1. Copies:
A copy of all letters and memoranda will be retained by the sender. This does not preclude any other
member having input in the correspondence from maintaining a copy in his or her files. Correspondence may be
filed alphabetically or chronologically by year, correspondent, subject matter, or in any other manner that allows for
ready retrieval. Files may be electronic, but hard copy reproductions will be required upon demand. The disposal
of such files will be in accordance with the rules found in the State of Florida General Records Schedule for Law
Enforcement Agencies and as authorized by the Village of Tequesta Records Custodian.
2. Representing the Police Department:
Members will not use the Police Department’s name or their official
status or title for personal gain.
B. Incoming Correspondence:
All incoming correspondence will be immediately routed to the division, section, or
person concerned for timely coordination, action and, if required, a reply.
C. Letters:
Letters are the agency's official means of written communication with outside entities and will be used
for all correspondence leaving the agency. They will be prepared on letterhead stationery in accepted business letter
format (refer to Annex 3.1 C). Letters will contain information about whom is to receive requested information or
contacted if any inquiries are to be made.
1. Controversial Subject Matter:
When the subject or content of a letter may be controversial or negative in
substance, the proposed draft or subject matter will be reviewed or discussed with the Chief.
2. Signature:
Letters must be prepared in the name of the Chief, through the authorized use of department
authorized
letterhead, and contain the signature of the member.
3. Personal Use:
Police Department letterhead will not be used for personal or private correspondence, nor can
the official mailing address be used for purposes of receiving personal mail not connected with official agency
business, except where provided by law.
D. Memoranda:
Interoffice memoranda are used to inform or inquire within the Police Department and may be
prepared by any member. The format of memoranda is outlined in Annex 3.1 D.
IV. MANUALS:
A. Development:
Manuals are formal guidebooks or references, separately maintained, which prescribe
procedures relating to specific subject areas.
Only the Chief or designee will authorize changes, revisions, or updates to manuals. Manuals remain in effect until
policy or procedural changes have been made for the agency.
B. Format:
Manuals may follow the same format outlined for general orders or in a format, approved by the Chief
or designee, which conveys the information in an understandable manner.
C. Distribution:(The
Supervisors or trainers are responsible for the distribution of manuals to affected members.
supervisor or trainer is responsible for reviewing the manual with the receiving member and for obtaining a receipt
acknowledging receipt and review. Such receipts will be maintained by the Accreditation Manager.)
Revisions,
updates, or amended instructions will be issued as needed. A copy of all manuals will be provided to the Accreditation
Manager.
1. Field Training Manuals:
These books are issued to new certified members upon initial appointment. They
are used throughout the field-training program for evaluation and instructional purposes.
2. Communications Training Manuals:
These books are available to all communications section personnel
and located in the communications section. They are used for instructional purposes and reference.
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G.O.3.1C
V. GLOSSARY:
ACCREDIT - To certify as complying with or meeting a prescribed standard.
ACCREDITATION - The act of accrediting, the state of being accredited, especially the granting of approval or
certification of compliance by a law enforcement agency as having met certain prescribed standards as determined by the
Commission on Florida Law Enforcement Accreditation.
AMEND - To alter by adding, deleting, or rephrasing. To improve, better. To remove the faults or errors of, rectify.
COMPUTERIZED WRITTEN DIRECTIVE SYSTEM A computer-based method of storing, disseminating and
accessing written directives.
DUTY- An act or course of action required by position, law, or custom. A service, function, or task assigned to a
member.
GENERAL ORDER - A written directive issued by the Chief stating the policy, procedure, rule, or regulation to establish
guidance of member behavior or operations in achieving specific Police Department goals.
GENERAL ORDER REVIEW COMMITTEE - Staff members.
INDEX - To table, file, or catalogue. Alphabetized listing of names, places, or subjects to simplify reference.
MANUAL - A collection of written directives or procedures in notebook format.
MEMORANDUM - A document that may or may not convey an order; it is generally used to clarify, inform, or inquire
within the agency.
POLICY - A written directive that is a broad statement of agency principles. Policy statements may be characterized by
such words as "may" or "should" and usually do not establish set procedures for conduct of a particular activity, but rather
provide a framework for development of procedures.
PROCEDURE - A written directive that is a guideline for carrying out agency activities. A procedure may be made
mandatory in tone by using “will” rather than “should,” or "must" rather than "may." Procedures sometimes allow some
latitude and discretion in carrying out an activity.
RESCIND - To make void; repeal or annul.
RECEIPT AND REVIEW - Members are responsible for acknowledging receipt and review of agency directives
affecting them. For general orders, division directives, and manuals the member will be required to sign a receipt. For
memoranda and like documents, the member will be required to date and initial.
TRAINING MANUAL - A formal guidebook, separately maintained, prescribing procedures relating to specific subject
area.
WRITTEN DIRECTIVE - Any written document used to guide the performance or conduct of agency members. The
term includes procedures, general orders and memoranda.
INDEXING:
CORRESPONDENCE
DIRECTIVE
GENERAL ORDER
6
G.O.3.1C
GENERAL ORDER MANUAL
LETTERS
MAIL POLICY
MANUALS
MEMORANDA
POLICY
PROCEDURE
WRITTEN DIRECTION AND OFFICIAL
CORRESPONDENCE
DRAFTED:
DJR/December 2003/Filed: Written3.1C
APPROVED:
Pete Pitocchelli, Chief Date: November 05, 2011
Tequesta, Florida
7
G.O.3.1C
ANNEX 3.1 A
G.O. 00.0
TEQUESTA POLICE DEPARTMENT
GENERAL ORDER
TITLE:
GENERAL ORDER: 00.0
EFFECTIVE:
RESCINDS: Applicable GO(s)
PAGES: 0
CONTENTS
: This order consists of the following numbered sections:
I.
II.
III.
PURPOSE:
SCOPE:
DISCUSSION:
POLICY:
PROCEDURE:
I.
A.
1.
a.
1)
a)
(1)
(a)
GLOSSARY: ()
Last numbered section
INDEXING:
DRAFTED:
0000/August 11, 2016/Filed:XXXXXXXX.XXX
8
G.O.3.1C
APPROVED:
William McCollom, Chief Date: July 10, 2006
Tequesta, Florida
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G.O.3.1C
ANNEX 3.1 B
TEQUESTA POLICE DEPARTMENT’S
GENERAL ORDERS CHANGE SUPPLEMENT NO. 0
Replace
Chapter 2: Organization
10
G.O.3.1C
ANNEX 3.1 C
Date
- insert 3 to 5 lines -
(Addressee)
(Street Address)
(City, State, Zip Code)
-insert 2 lines-
Dear (Addressee):
-insert 1 or 2 lines-
All official correspondence on letterhead is to be formatted in block style
with full justification margins. The font to be used is Times New Roman, 12 point, Italic as
shown in this example.
Remember that this is an official representation of the Police Department and should be a
professional document in every way.
-insert 1 line-
Sincerely,
-insert 2 or 3 lines-
(Name of Sender)
(Title of Sender)
ABC:de
cc:
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G.O.3.1C
TEQUESTA POLICE DEPARTMENT
MEMORANDUM
To:
Recipient Name
From:
Originator’s typed name followed by handwritten initials to denote authorization
Date:
Date
Subject:
Subject
The following information is provided to assist members in the preparation and use of a memorandum.
Memoranda are short reports intended for readers within an organization. They are versatile and serve many
uses including reporting results, providing direction, making inquiry, submitting proposals, serving notice and
gathering information or other data where making a permanent record is necessary, wise or prudent. A
memorandum is equally important in serving as a control and vehicle for transmitting other documents as an
attachment. The basic memorandum form provides space for heading information, and the text or message.
Heading information includes the date the memo was issued, the person(s) the memo is for (TO:), the
originator (FROM:), issue, theme or topic of the message (SUBJECT:).
Memoranda issued as temporary general orders, temporary bureau directives, temporary division procedures,
or temporary action memoranda will not be effective for more than 90 days from date of issue.
The text or message is usually organized in three parts with an introduction, body, and conclusion. The
introduction states the facts concerning purpose, authority and background for the memo unless apparent in the
subject and/or reference lines in the heading. The body discusses the writer’s findings or other data presented.
It should be presented chronologically with the introduction (past, history) and conclusion (future,
recommendation). It should seek balance of the elements, i.e., problem-solution, cause-effect, etc. Whether or
not there is a formal conclusion, the memo should have some significance expressed or implied. The
information may speak for itself and require no conclusion. The conclusions or recommendations may have
already been stated in the beginning and need not be repeated. Most likely, however, the memo will end with
some conclusive statement requesting cooperation or assistance, assuring some type of action or making a
recommendation.
ANNEX 3.1D
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