Investigative Report Writing

Report, Definition
Primarily, REPORT is defined as an account of any account occurrence prepared after
thorough investigation. It is also defined as an account or statement describing in detail
event, situation, or the like, usually as the result of observation and inquiry.
Police report, definition
On the other hand, police report deals with the story of action performed by police
personnel. It is a chronological or step-by-step account of an incident that transpired in
a given time, at a given place. It is also defined as an account of some subject
specifically investigated, or an official statement of facts. Police report results from the
fact that someone has asked for them and needs them for immediate or future use. In
any event, police reporting has become one of the most significant process in modern
police operations.
A police officer, after rendering his/ her duty, must render a report. His immediate
supervisor must be aware of the things he/she had done in the field during his/her tour
of duty, and submitting a report is the only way to do that. Making a report is also the
means of recognizing his/her good deeds that deserve a merit or award.
POLICE REPORT WRITING
POLICE REPORT WRITING, is considered technical writing and as such one needs to
develop special skills and techniques. Police report writing is the backbone of criminal
investigation and prosecution
Quite literally, the success of police operation depends upon the quality of the reports
and the ability of the police officer to write them effectively. The PNP relies on written
reports to relay information to superiors, co-workers, the courts and numerous other
agencies. Reports also used to train personnel and to get people to follow procedures
and policies.
Written reports are something we hardly just avoid. Yet, there are those who regard
their importance to be over emphasized and downgrade the need to express ideas in
writing. This lack of understanding commonly reflects itself in reports that are too
frequently incomplete or poorly prepared.
Report writing is a skill or competence that is difficult to master. A person always
discloses something about himself/herself in writing, typically, he or she discloses
his/her ability to organize information, his/her educational level and his/her technical
expertise.
Definition of terms
 Assumption- this pertains to the belief of somebody something is true without
having any proof.
 Chronological Order- it refers to the arrangement of events and/or actions in the
order or by the time of their occurrence.
 Communication-It is defined as the use of language, spoken or written to
exchange ideas or transfer information. Communication includes also the use of
non verbal language ( sign, symbol) to exchange information, The Transfer of
information or ideas from one person to another includes the transmission and
receipt of a message to effect some type of action or exchange.
 Coherence- in writing this means to be logically or aesthetically consistent so that
all the separate facts or information fit together and add up to a harmonious or
credible whole report.
 Conclusion- it pertains to a decision made or an opinion formed after considering
relevant facts or evidence.
 Corpus delicti- it refers to the body of facts that show that a crime has been
committed, including physical evidence such as a corpse.
 Fact- it refers to anything which either through careful observation or
investigation, has been proven exist as to have happened.
 Hearsay- this pertains to information that is heard from other people
 Jargon- This refers to language or technical term that is used by a group,
profession or culture, especially when the words phrases are not understood or
used by other people.
 Logical- it is a characteristic or trait which one is able to think seriously and come
to a rational conclusion based on facts rather than emotion
 Narrative- This pertains to the story or an account of a sequences of event in the
order in which they happened. This language of the narrator taken down as
he/she tells it has the advantage of giving him/her free rein and not restricting
him/her to point where he/she leaves out vital or important information. It has the
disadvantage of being too long and a burden in note taking.
 Note taking- it is a belief notation concerning specific events while fresh in one’s
mind and used to prepare a report
 Opinion-it refers to a personal view about an issue especially when it based on
personal judgment.
 Proofreading- this is a of reading the proofs of a text and marking corrections to
be made
 Reporting- this is a way of knowingly passing along information to someone else.
  Report Writing- it is a communication that lends itself to a useful tool for people in
a free society to express their thoughts and ideas and obtain what they need or
want.
 Slang-it pertains to the words, expressions and usage that are casual, vivid, racy
or playful replacement for standards ones which are often short-lived, and are
usually considered unsuitable for formal context.
Purpose of written reports
- To PRESERVE KNOWLEDGE
Knowledge when in use can be shared and used by others for greatest possible
benefits. It can pass on from generation to generation.

- To provide accurate details

Regardless of the length of time the details recorded in a written report will be
available for future time and for any purpose with accuracy.

- To aid the personnel and other agencies

Written report provides valuable assistance to other members of investigation
agencies and other law enforcement agencies. Record and report are important
part of achieving mutual cooperation among agencies. Record and report are
important part of achieving mutual cooperation among agencies national, local or
private entities.

- To coordinate the activities within the organization

A report by an individual may be concerned of another office within the
organization. Mutual and supportive roles would result to closely coordinate
activities when the report is widely disseminated or not limited to a few.
Qualities of a good police report
All police reports must contain certain qualities, which can be categorized as Accurate,
Clear, Complete, Concise, Factual, Objective and prompt.
- Accurate
This means that the report is an exact conformity to fact (errorless). A fact is
something that has been objectively verified. You must report the facts correctly
and without error. If it is a criminal incident report, the elements of a crime are a
must for accuracy. One must restrict his/her report to the facts of incident as one
saw it or as victims and witnessed reported them. One must accurate report the
condition of the scene as he/she found them.

- Clear
The language and format in one’s report must be simple must be simple and
direct to the point. Clear means plain or evident. To the mind of reader. One
 should use simple so the reader will know exactly what he/she needs to know.
Avoid use of words that can have double meanings, slang jargon and
unnecessary abbreviations.

- Complete
A report must answer the Who, What, When, Where, Why and How questions
(5W’s and 1H). It must also contain the elements of the offense. One’s memory is
not sufficient to assure the completeness of reports. Proper note-taking
techniques can assure one to write complete reports.

- Concise
This means that the report says much with a few words as possible. Conciseness
relates to elimination of unnecessary words does now mean short. Writing
concise reports includes using active voice, avoiding wordiness, eliminating
unnecessary words, prepositional phrases, and using ordinary and commonly
understood words, prepositional phrases and ordinary and commonly understood
words. Most sentences in police reports consist of 12 to 15 words.

- Factual
A report must be factual. A fact is something that has been objectively verified
and is presented objectively. One must report the facts correctly and without
error. Avoid reporting opinions, inferences (drawing conclusions) suppositions
(assumption of truth), or hearsay as though they were facts.

- Objective
One must remember that there are always to sides to every story and both sides
have the right to be told. The investigation must not be influenced by emotion,
personal prejudice or opinion. Investigator collects and reports the facts in an
objective and professional manner.

- Prompt
A report must be completed in a timely manner and submitted at the soonest as
possible time. One’s credibility may be open to speculation if quality of police
report is not followed.
Steps In report Writing Process
Report or Technical Writing s a five-step process. It involves
 Interview
Interview is defined as asking somebody a series of questions to gather
information. This is the first step in the process. The investigator’s interview of
the victims, witnesses, and suspect is the backbone of the preliminary
investigation. Frequently, the first officer at the scene of the crime has the best
 opportunity to conduct interviews. If he/she fails to conduct successful interviews,
his/her actions on preliminary investigation is incomplete.
 Note taking
Note taking-it means brief notation concerning specific events while fresh in
one’s mind and used to prepare a report. An investigator takes notes to assist
his/her memory with specific details, such as names date of birth, serial numbers,
addresses and phone numbers. Neat and accurate notes add to one’s credibility
and demonstrate one’s high level of proficiency and professionalism. Since notes
are made of all pertinent information during the investigation, they would be a
great help especially when an investigator subpoenaed to appear in court.
 Organizing
Organizing-means to arrange components of something in a way that creates a
particular structure. Since during the note taking all information gathered are
fragments, the investigator must organize this information into logical manner.
This sequence of events must be allowed in order to portray the incident clearly.
 Writing the Narrative
Writing the Narrative-this is the fourth stage in preparation of report. The task is
not only to express your ideas, but to make an impression upon the mind of the
reader as well. In other words, you must write for the benefit of the reader. Place
your self in his/her position and try to visualize his/her interest, knowledge of the
subject and dependence upon the report. Writing the narrative report should be
the easiest part of report writing. Before you begin writing the narrative report,
stop and think about what you have done and what have yet to do
 Proofreading
Proofreading-ask yourself the following report “Is this the report the best I can
do?” do I want to read it to the Chief of Police?” (Is there anything else I can do to
make it better?” Most officers are just thankful to have finished the reports and
don’t take additional moment to review their works. Think about else is going to
read the report,
Guidelines in report writing
- Word usage
Police officers from all over the country tend to use similar words and phrases.
But you should always make sure you know the correct definition of the words
you will use in the reports.
-Slang is usually nonstandard vocabulary developed by a group of people. You
may be familiar with street slang, criminal slang, and police slang. It is
inappropriate to use slang in your report, unless you are quoting someone’s
statement
 -Jargon is usually specialized language of a profession. Criminal justice
professionals, like other professionals, use a great deal of jargons. You should
avoid use of jargon in your reports.
- Tone (First person and third person)
You may write your reports in either the first-person or third-person style. Both
are acceptable. First-Person writing is preferred and most widely used. You
should refer to yourself as an active participant.
The alternative to first-person is the third person writing style. You refer to
yourself as assigned police officer, the undersigned or this officer. Usually,
should be written in an easily understandable style. The PNP caters to the Third-
person writing style.
The Contents of a police reports
- Who
The complete and correct name. Wrong name usually results in failure to locate a
witness or apprehend a suspect. The spelling of the name of witness, victim and
suspect should be correct. Name including middle name must be exact.
(Exact home address, be it residence or a hotel and telephone address)
- What
What type of property was attacked e.g., building, residence, alley vacant, lot,
etc.
What type of property was stolen, lost or found? What items related to the crime
were found at the crime scene. An accurate description of all such properties,
stolen, lost or found should be entered in the notes.
What offense was committed, e.g., murder, homicide, rape, physical injuries,
robbery theft and violations of special laws.
What type of evidence was found or recovered?
- Where
- This question is concerned with the geographical location of the crime scene,
property or evidence.
- When
- This question includes the date and time when the offense was committed;
properly found, suspect apprehend, etc.
- Why
Under this heading is listed the object of desire which motivated the offense.
In crime against person, the objective of the attack might be revenge, ransom, or
sexual pleasure
In crime against property, the reason maybe to acquire money and property.
- How
This question refers the general manner in which the crime was committed.
Generally, the “who”’, “when”, and “where” appears at the beginning of the report.
The reader needs to know the person involved, the date and time the incident happened
is usually unfolded throughout the report. The “how” is closely related to the what. The
why belongs to before or after the what, depending on the situation. These six
questions cover the essentials of many typical reports.
Security classifications of documents
A. Top secret
A document which unauthorized disclosure of its contents would cause exceptionally
grave damage to the nation, politically, economically or from security aspect. This
category is reserved for the nation’s closest secrets and is to be used with general
reserve. This kind of document has the highest level of sensitivity.
B. Secret
A document which unauthorized disclosure of its contents would endanger national
security, causes injury to the interest or prestige of the nation or to any governmental
activity or would be of great advantage of foreign nation.
C. Confidential matter
A document which unauthorized disclosure of its contents, while not endangering the
national security, would be prejudicial to the interest or prestige of the nation or any
governmental activity or would cause administrative embarrassment or unwarranted
injury to an individual or would be of advantage to a foreign nation.
D. Restricted
A document which requires special protection other than that determined to be TOP
SECRET, SECRET or CONFIDENT
Police Blotter/blotter entry
Police blotter is a record of daily events occurring within the territories/ jurisdiction of a
given police unit or command. It contains a material detail concerning the event for legal
and statistical purposes. The Police Blotter is therefore an informational record book
that is utilized for evidentiary or referral purposes.
Contents of Entry
The entry in the police blotter should answer the following cardinal elements of a
cardinal of a police records (5w’s and 1H), and the disposition of the case.

In answering the 5w’s and 1h and the case disposition, all such material details
about the event, including the names of the suspect/s; the victim/s; witness/es;
the nature of the action or offense; the possible motive/s; the place; the date and
time of occurrence; significant circumstances that aggravate or mitigate the event
or the crime should be entered along with the identity of the officer to whom case
is assigned- officer-on-case; and the status of the case.
The following incidents or transactions, among others, are entered in the police blotter:

1. All violations of laws and ordinances reported and discovered;

2. All calls in which any members of the police force is dispatched or has taken an
official action;
3. All legal papers handled such as warrants, subpoenas, summonses, citations
and the like;
4. All fire alarms reports and information received by the stations;
5. Movement of prisoners with corresponding notations on the authority for such
movements;
6. Cases of missing and found persons, animals and properties;
7. Vehicular and other types of accidents which require a police actions;
8. All personal injuries, body found, and suicides;
9. Damage to property;
10. All cases in which a police member is involved
11. All arrest and returns made; and
12. Miscellaneous cases, general and special orders, violations of rules and
regulations and any other reportable incidents that the Chief of Police desires to
be recorded.
Procedures in making entries
1. All entries in the police blotter shall be hand written in a clear concise and simple
manner but answering as far as practicable the 5w,s and 1h. Clarity should not be
sacrificed for brevity
2. Only facts, not opinions, are entered in the blotter.
3. No erasures shall be made on the entries. Corrections are made by drawing one
horizontal line over such word or phrases and the actual entry initiated by the police
officer making the correction.
4. A ball pen or pen with blue, black or blue-black ink is used in making the entries.
5. Mis presentation in the blotter or any attempt to suppress any information therein are
punishable criminally and administratively.
6. The entries must be legibly written in long hand consecutively numbered.
7. Every page in the blotter shall be consecutively or chronologically filled-up. No line of
space shall be left blank between any two entries
8. Any development of a case to be reflected in the blotter should be new entry at the
time and day it was reported. A reference to the previous entry number of the case,
however, should be made.
9. In every shift, the Deputy sergeant, under the supervision of the duty officer or
complaint desk officer, shall make the actual entries in the blotter and at the end of his
tour of duty, both the duty sergeant and duty complaint desk officer shall resign the
blotter.
Certification of police blotter (excerpt)
For whatever legal purpose, interested persons always seek a copy of a police blotter. Since the
entry in the police blotter is difficult to machine copy due to its size (bigger than the ordinary
document) a certification of its content is the only way to have it. In copying the contents of a
blotter entry. It should be copied verbatim, meaning, it should be copied word for word and not
correction in the grammar or any mistake should be made in the entry.
Obvious mistakes in the entry should be consulted to the desk officer who made the entry and
he is the only person authorized to correct it based on the procedures discussed.

MEMORANDUM
Common Practices of inter office communication in the police service is the
memorandum. Interpreted the simplest way is “a note to help the memory.”
A memorandum may be general in application, requiring compliance by, or information
of a majority of all officers and members of the police organization. It may be also
limited application, such as those directed to, or requiring performance of an action by
an individual or group of individuals within a particular police unit, directorate, service,
region, province, station or section.
Police executives may issue administrative instructions in the form of a
MEMORANDUM. Subordinate officials may use this form, only on matters advisory or
informative in nature. Routine MEMORANDUM is presently resorting to a “bottom line”
technique to enable the police executives to know right away what had been done about
the problem at hand.
TONES OF MEMORANDUM
There is no strict rule governing the tone of memorandum. However, it is usually noted
the tone differs in accordance with the person or persons reading it.