OPERATIONAL AND ADMINISTRATIVE REPORTS

OPERATIONAL REPORTS used in the Philippine National Police

a. Letterhead
Printed letterhead stationery is normally used for the first page. If not available, a type
letterhead may be used. Each office has its own letterhead. In offices where more than
one kind of letterhead is used, the nature of the letter will determine which letterhead is
proper. The top edge of the letterhead is normally placed ¾ inch or on the fifth line below
the top edge of the paper.

Example:

Republic of the Philippines

Department of the Interior and Local Government
Philippine Public Safety College
NATIONAL FORENSIC SCIENCE TRAINING INSTITUTE
Fort Bonifacio, Taguig City
Tel No. 8812722 (loc 112)
---------------------------------------------------------------------------------------------------------------------

b. File reference or office symbol

It is placed at the left margin, usually two (2) spaces below the letterhead. Each part of the
reference has a meaning. File references are also used as identifying information on the second
and subsequent pages.

Example:

NFSI-Admin
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c. Addressee:
The tittle of the addressee is entered after the “MEMORANDUM FOR” if sent to
superior office, “MEMORANDUM TO” if sent to subordinates. It should be written in
block style with open punctuation and normally placed two (2) spaces after the file
reference.

Example:

MEMORANDUM:
FOR : The Director, HSS
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d. Addressor:
The title of the addressor (sender) is entered after “FROM”. Authorized abbreviations are
used.
 Example:

FROM : The Assistant Director, IAS

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e. Channels:
Correspondence can be routed THRU channels, through a lower Chief or Supervisor
expected to exercise control, taken action or to be concerned and normally placed two (2)
spaces after the addressee.

Example:

THRU : TDCA- The Deputy Chief for Administration______________________

TDCO- The Deputy Chief for Operation__________________________
TCDS- The Deputy Chief for Directorial Staff_____________________

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f. Attention Address:
To speed routing, correspondence may be addressed to the attention of an individual or
head of a subdivision of an agency, or an office, either by reference to the name of the
subdivision or by the use of an office symbol. The name will be used only when there is a
special reason for calling the letter to the attention of the individual known to handle the
type of correspondence concerned and when it is known that he/she will at the place
addressed.

Examples: Addressed to the Attention of an Individual:

MEMORANDUM:
T0 : Regional Director, PRO CALABARZON
Camp Vicente Lim, Canlubang, Laguna
Attn: PCAPT JUAN B DELA CRUZ
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g. Subject:
The subject line should contain not exceeding ten (10) words. It starts two (2) spaces
below the addressor. Title capitalization rules may be used. This means capital letter for
the first letter and other important words, and small letters for the unimportant ones.
When the subject extends to two (2) lines, the second line is blocked under the first word
in the subject.

Example:

SUBJECT : Request for Optional Retirement of

PCAPT JUAN B DELA CRUZ
---------------------------------------------------------------------------------------------------------------------

h. Date:
This refers to the date of signature and it is placed at the left portion of the page on the
last line below the subject. The day and year are numerals and the month may be spelled
out or abbreviated. If the month is abbreviated the year may be shortened too.

Example:

DATE : March 15, 2008

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2. THE BODY:
The body of the letter is the message itself. It is the substance of the typed letter as
distinct from the formal beginning and ending. This part of the letter is single-spaced.
The use of the third person, such as “the undersigned”, “this unit” or “this office”, is
prescribed to achieve objectivity.

a. Paragraphing
When a letter consists of only one paragraph, the paragraph will not be numbered,
although its sub-paragraph will be lettered, if there are two or more. When there are
two (2) or more paragraphs, they will be numbered consecutively. The second
succeeding lines will begin at the left margin.

Example:

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

a. Xxxxxxxxxxxxxxxxxxx
b. Xxxxxxxxxxxxxxxxxxx
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b. Abbreviations:
This kind of communication allows abbreviations which are generally accepted in the
police service. They are usually written without spacing or periods, except
geographical locations which can be written with or without periods. If the full name
is used, the abbreviated rank is permissible, if family name only, the rank is spelled
out.
However, good practice tells the writer to use abbreviations sparingly. But
definitely, abbreviations are not in correspondence going outside the Philippine
National Police.

Examples:

PMGEN - Police Major General

PCOL - Police Colonel
 PMAJ - Police Major
PCAPT - Police Captain
Memo - Memorandum
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[Link]:
References to publications must be specific and fully identified. References will not
be made to a publication or document which is not available to the addressees of the
correspondence. References to correspondence will include the type of
correspondence, file reference, office origin, date and subject.

Example:

1. Reference: Memo from the Director, NFSTI dated August 2, 2007, subject as
stated above.
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d. Page Numbering:
The first page should not be numbered (silent pagination). Subsequent pages,
including those on which endorsements are prepared, will be numbered
consecutively, beginning with the second page as 2. Page number will be centered 1
inch from the bottom of the page. The number will stand by itself, it will not be set
off by dashes, parenthesis or other punctuations.

Example:

2
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[Link] a Paragraph:
Three (3) or fewer lines will not be divided between pages. At least two (2) lines of a
divided paragraph will appear on each page. In dividing a sentence between pages, at
least two (2) words will appear on each page. The complimentary ending will not
appear alone on a page without a part of a body or text. When the space below the
text is not sufficient for the close, at least two (2) lines of the paragraph or sub-
paragraph which in its entirely consist of only one (1) line may be placed on the last
page together with the complimentary ending.

On the second and each succeeding pages, the file reference and subject will be
typed, beginning at the left margin 1 ¼ inches from the top edge of the page. The date
will be placed so that it ends at the right margin. The text will be continued on the
second line below the identification line.

Example:

NFSTI-Admin. Request for Optional Retirement of PCAPT JUAN B DEA

CRUZ dated August 2, 2007.
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 3. Complementary Ending:
Like in business letter, there is also a closing portion in this type of communication. This
refers to the material found below the last paragraph of the body. It consists of the
Authority Line (if used), signature, list of enclosures, and list of copies.

a. Authority Line:
An authority line will be shown when the correspondence is signed for the chief or
head of office by an individual authorized to do so. This reflects the fact that the
communication is an expression of the will of the chief or head of office.

The authority line will begin on the second line below the last paragraph directly
under the first letter of the first word of the preceding main paragraph. It is typed in
capital letter without abbreviations. Note: A staff officer may sign under the
authority line only when authorized to do so.

Example: 3. For guidance and Compliance

BY ORDER OF THE DIRECTOR, NFSTI:
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b. Signature:
The signature contains the name of the officer, signed in ink (back or blue-black,
never blue or any other color); the name being typed, stamped or printed in capital
letters identical with the written name, the officer’s rank or service and title or
designation.

Example:

PAUL C DE LA CRUZ, Ph.D.

Police Colonel
Director, NFSTI

The use of the double signatures is avoided. Instead of this, a designated individual
may sign his own name and add the word “FOR” in front of the typewritten name in
the signature. If an individual in the police service signs “FOR” the rank of the
signing individual may be shown.

Example:

PAUL C DE LA CRUZ, Ph.D.

Police Colonel
Director, NFSTI

FOR:
JOEL A SANTOS
Police major
 Deputy Director, NFSTI

The typewriter portion of the signature begins approximately one space to the
right of the center of the page, five (5) lines below the authority line of the body.
Block style and open punctuation are used. Abbreviations of rank or service and
titles may be used. By block style, the first letter of the rank is placed directly under
the first letter of the typewritten signature, but not necessarily blocking under the last
letter of the typewritten signature.

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c. Enclosures:
Enclosures are supplementary documents which are sent with communications to
provide additional information. When a letter has one or more enclosures, this fact is
entered at the left side of the page.

Example:

Incls.
1. Memo from _______________
2. Memo from _______________
3. Memo from _______________
 Example: Memorandum

Republic of the Philippines

NATIONALPOLICE COMMISSION
PHILIPPINE NATIONAL POLICE
NAGA CITY POLICE OFFICE
City of Naga

NCPO-Inves

MEMORANDUM
FOR : The City Director
Attn. The Chief, Administrative Section
THRU : The Chief, Operations Section
FROM : The Chief Investigation Section
SUBJECT : Augmentation Personnel, Request for –
DATE : May 8, 2021

1. Reference: Memorandum from R7, PRO%, re-submission of Daily Records of Events,

dated May 2, 2021.
2. Request be informed that the Investigation Section has only seven (7) personnel while on
the other hand, the R7 of PRO5 requires this Section to submit daily the records of
events.
3. In this connection, respectfully request additional personnel to this Section to do the
following tasks:
a) To encode, print and maintain the daily record of events;
b) To submit daily through e-mail the encoded daily records of events.

Further request favorable action.

FOR THE CHIEF, INVESTIGATION SECTION:

NICANOR C. GARCIA
Police Lieutenant
Asst Chief, Inves Section

Incl:
Memo from R7, PRO5
 CHAPTER IV

DIFFERENT POLICE REPORTS

SPOT REPORT:

Spot report refers to an immediate initial investigative or incident report addressed to

Higher Headquarters pertaining to the commission of the crime, occurrence of natural or man-
made disaster or unusual incidents involving loss of lives and damage of properties.

Such incidents must be acted upon and reported to higher police office whether verbal
or written, within twenty four hours. The idea is to inform an immediate chief, which is a
standard operating procedure, considering the fact that whatever happens in the area is a
command responsibility, or that one from higher police office must be informed regarding the
details relative to a particular occurrence.

A spot report may use a radiographic message from, especially if the reporting unit is
far from the addressee or receiving higher police office concerned. Information contained therein
must be complete, answering the 5Ws and 1 H.
Example: Spot Report

Republic of the Philippines

NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
NAGA CITY POLICE OFFICE
City of Naga
NCPO

MEMORANDUM

FOR : The Regional Director

Attn.: The Chief, R7
FROM : The City Director
SUBJECT : Spot Report, re- Stabbing Incident
DATE : January 5, 2021

1. On or about 9:00AM of January 5, 2021, a stabbing incident transpired along Panganiban

Drive, Naga City, infront of Iglesia Ni Kristo Church, wherein the victim one, JOBIN
DELA CRUZ y CRUZ, 30 years old, married, jobless and a resident of No. 34 Brgy.
Lerma, Naga City, was stabbed by suspect one, MARIO LISTA y Marcelino, 28 years
old, single, jobless also and a resident of Brgy. Mabolo, also of Naga City.
2. As a consequence thereof, the victim sustained multiple stab wounds in the different parts
of the body and was rushed to St. John Hospital for medical treatment but was
pronounced dead on arrival (DOA) by the attending physician thereat.
3. The suspect was arrested after the incident but the weapon used was not recovered and he
is now under the custody of this Police Office for investigation and proper disposition.
The cadaver was moved to the PNP Crime Laboratory Service, Cam Sur PPO City, for
autopsy examination.
4. The motive of the incident is undetermined and the case is still under investigation.
5. Progress report will follow.

RICARDO P SAN JOSE

Police Colonel

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INCIDENT REPORT: (Traffic Accident Report)

An incident report is a written account of an event or occurrence. The purpose of this

report is to document the exact details of the occurrence as basis for further actions of concerned
public safety officers. Incident reports are the jump-off points of investigation designed to ferret
out the facts and recommend solutions.

Example: Traffic Accident Report

Letterhead
TRAFFIC ACCIDENT REPORT
Time and Date of Occurrence 4:30 P.M., May 25, 2003 (Monday)
Place of Occurrence Northbound Lane of Ninoy Aquino Avenue, in-front of
New Duty Free Shop,Paranaque, Metro Manila
Weather Condition Fair
Reportee Traffic Enforcer Justo M Dela Fuente
Time Reported To Authorities 4:35 P.M., May 25, 2021
Numbers of Vehicles Involved Two (2)

Particular Vehicle # 1 Vehicle # 2

Type Isuzu Elf Drop Side Honda Civic 4 Door Sedan
Make/Model 1984 1997
Plate Number TNZ 851 USF 939

Classification 6-Wheeler Truck CAR

Driver Jose Santos y Hutalla Reynaldo Sia y Gomez

Address Irasen, Brgy. San Dionisio, Camp Vicente Lim, Calamba,

Paranaque, MM Laguna
License Number (P)DO6-95-150935 (NP)DO4-92-053917
Restriction 1-2-3/ Expiry Restriction 1-2-3/ Expiry
1-22-01 2-10-01
Age/Nationality 40 years old/Filipino 39 year old/Filipino

Gender/Civil Status Male Male

Driving Experience 4 years 3 years

Name of Owner Benjamin Cortez Emmanuel Rojas

Address [Link] Street, San B-8 L-34 San Lorenzo South,

Dionisio, Paranaque, MM Santa Rosa, Laguna
Registration Certificate # MVRR90773886 CR- MVRR
5008734MVRR90773886 CR384553551
CR-50083420 File- 1308-33020
File- 1308-33920
Insurance Imperial COC 503223 Expiry Reliance COC @#$%^&
May 29, 2010 Expiry- June 30, 2011
Description of Damages Leaf Rear Portion Right side Portion, wind
shield, etc
Injured Person None None

Narrative:
Prior to the accident, both vehicle were travelling northbound with V1 ahead of V2.
Upon reaching the accident scene, V1 engine conked out and suddenly stopped. V2 which was
behind V1, veered to the left to pass V1 but in so doing accidentally hit the left rear of V1,
thereby causing damages to both vehicles.

Both drivers gave their statement and both were advised to submit estimate of damages
on both vehicles and corresponding photographs.
The report is for the purpose of insurance claim only.
BENZON A HUGO
Police Lieutenant
Investigating Officer
Noted:
REY M CORTEZ
Police Major
Chief, Paranaque Traffic Unit

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POLICE BLOTTER:
Police blotter is a record of daily events occurring within the territories/ jurisdiction of
a given police unit or command. It contains 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. (Circular No. 5, GHQ PNP dated 10 Dec 1992).

Contents of Entry
The entry in the police blotter should answer the following cardinal elements of a
police record, to wit: the names of the suspect/s; the victim/s; the eyewitness/es, if any; 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 the case is assigned- officer-on-cases; and the
status of the case.
The following incidents or transactions, among others, are entered in the police blotter:

Incidents to be Recorded:
1. All violations of laws and ordinance reported and discovered;
2. All calls in which any member 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 police actions;
8. All personal injuries, bodies found, and suicides;
9. Damage to property;
10. All cases in which a police member is involved;
11. All arrests and returns made; and
12. Miscellaneous cases, general and special orders, violations of rules and regulations and
any other reportable incident that the Chief of Police desires to be recorded.

Procedure in Making Entries

1. All entries in the police blotter shall be handwritten in a clear, concise and simple manner
but answering as far as practicable the 5Ws 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 he actual entry initiated by the police officer making
the correction.

Police Blotter

Entry No. Date Time Incidents/events Disposition

2014 2021 8:10 AM Robbery This case was
5 Juanita De Guzman, 24 years old, filed in the court
married of No. 345 Abella St. Brgy with CC No.
Abella Naga City, reportednto this Police 2013-0056,
Office that on or about 2:00AM of May Branch 15,
2, 2021, she was awaken with noise from RTC, Naga City
their kitchen and when she checked it,
she saw the person of Aldrin Dimayuga
of minor age, also a resident of their
barangay, trying to escape in an open
outlet in the comfort room with her
 laptop and when she shouted for help,
subject person assaulted her with a
bladed weapon but fortunately her father
awaken also and successfully subdued
the suspect.

Officer-on-case: PMS Jose C. Manzanero

4. A ball pen or pen with blue, black or blue black ink is used for making the entries.
5. Misrepresentations in the blotter or any attempt to suppress any information therein are
punishable criminally and administratively.
6. The entries must be legibly written in a long hand and consecutively numbered.
7. Every page of 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 a 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 Deputy Officer or
Complaint Desk Officer, shall make the actual entries in the blotter and at the end of his
tour of duty, both the Deputy Sergeant and Deputy Complaint Desk Officer shall sign the
blotter.
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Sample of Police E-Blotter Entry

Crime Incident Reporting System

Camarines Sur Police Provincial Office
Date of Entry: 20 Jan 21 Date Committed: 20 Jan 21 Reporting Unit: Place of Commission:
Blotter Entry No. Time Committed: 9:00 AM PRO5 Cam Sur Puti Lupa, Presentation
0434000-21212 Date Reported: 20 Jan 21 Time Reported: 1:30 PM
Incident Type: Homicide
Narrative (5W and 1H)

On this time and date, Ms. Dina Makabangon, 45 years old, a resident of #32 Kamagong
Street, Brgy. Puti Lupa, Presentation, Camarines Sur, appeared before this office to report a
stabbing incident in which her husband Froyo Makabangon, 49 years of same address, was killed
allegedly by two neighbors, namely, Inteng Abella and Boyong Bartoloy,

According to the complainant, she was inside her residence on January 20,2011 at around
9:00am, when she saw her husband and his two friends, namely, Inteng Abella and Boyong
Bartoloy having drinking spree. Minutes later, she heard shouting invectives, followed by a
commotion. She immediately rushed to check what was happening. She saw two suspects
mauling her husband. She tried to pacify the suspects but her please on deaf ears. Instead, Inteng
Abella allegedly drew a blooded weapon from his waistline and repeatedly stabbed the victim
who sustained wounds in the chest and [Link] which, the suspects fled on foot. Bleeding
profusely from multiple stab wounds, the victim was rushed to Gat Bonifacio where he was
declared dead on arrival (DOA) by the attending doctor.

_________________________________
Names/Signature of Complainant

_________________________________
Rank/Name/Signature of Desk Officer
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 be machine-copied due to its size (bigger than
the ordinary document), a certification of its contents is the only way to have it. In copying the
contents of a blotter entry, it should be copied verbatimly, meaning, it should be copied word for
word and no correction in the grammar or in 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 previously
discussed.
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INITIAL INVSTIGATION REPORT

Initial investigation is the first action to be undertaken when there is a reported or
discovered incident. The conduct of initial investigation is one of the standard operating
procedures in all police stations. This is where the spot report will be relied on. In this first phase
of investigation, the investigator tries to seek the answers of the six cardinal questions (5W and
1H), but it does not necessarily mean that an unanswered cardinal question will not be included
in the report. If the assailant is still unknown, cardinal question “Who is the perpetrator?” could
be answered with “unidentified person.” If the value of stolen property had not been determined
yet, the question pertaining to this could be answered with “undetermined amount of properties.”
Example: Initial Investigation Report

Republic of the Philippines

NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
NAGA CITY POLICE OFFICE
City of Naga
NCPO-Inves

MEMORANDUM
FOR : The Chief, Investigation Section
FROM : The Officer-On-Case
Subject : Initial Investigation Report, re- Malicious Mischief
Date : April 5, 2013

I. AUTHORITY:
Standard Operating Procedures of this Police Unit with reference to incident recorded in
Patrol Section Incident Logbook, Entry No. 2013-25, dated April 3, 2013.
II. DETAIL:
Upon receipt of the report of the Chief of the Patrol Section, the herein investigator was
dispatched by the duty Desk Officer, SMSgt Jose P Cruz to conduct investigation on the alleged
malicious mischief being done to the car of Senator Juan dela Cruz.
At the scene, the undersigned investigator observed . . . .
Other details of the incident were . . . .
III. RECOMMENDATION
It is respectfully recommended that . . . . .

Edgar G Cristo
Police Master Sergeant
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PROGRESS REPORT
Progress report is submitted if there are new findings or development in the case. For
example, the unidentified assailant reported in the initial investigation report had already been
identified after follow-up operations, or if the total amount of the stolen properties had already
been computed or recovered.
Progress reports should be numbered consecutively according to the sequence of
developments in the case. In the given example above, if you will submit report that the assailant
had already been identified, the subject title of the report should be: “Progress Report No. 1, re-
Dela Cruz Case.” In the subsequent developments, subject should be: “Progress Report No. 2, or
No. 3 and so forth and so, until you had completed all the information necessary in order to
submit the Final Investigation Report.
Example: Progress Report

Republic of the Philippines

NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
NAGA CITY POLICE OFFICE
City of Naga

NCPO-Inves

MEMORANDUM
FOR : The Chief, Investigation Section
FROM : The Officer-On-Case
Subject : Progress Report No. 1, re- Malicious Mischief
Date : April 10, 2013
I. AUTHORITY:
Progress Report to the investigation conducted on the incident recorded in Patrol Section
Incident Logbook, Entry No. 2013-25, dated April 3, 2013.
II. DETAILS:
Continuous follow investigation resulted to . . . .
This report was confirmed by . . . .
Further, document revealed that . . . .
III. RECOMMENDATION:
It is respectfully recommended that . . . .

Edgar G Cristo
Police Senior Master Sergeant
------------------------------------------------------------------------------------------------------------

Final Investigation Report

An Investigation Report is an objective statement of the investigator’s findings. It is an

official record of information relevant to investigation in which the investigator submits to his
superior. The effectiveness of the investigator is judged to a large extent by his/her reports of
investigation. The reputation of an investigator is measured to a large extent by the kind of report
he/she submits. The report on finished cases provides the vehicle for higher headquarters to act
on the matter.

A. Purposes of an Final Investigation Report

Record. The report provides permanent official record of relevant information obtained
in the course of the investigation.
Leads. The report provides other investigators with information necessary to further
advance their own investigation; and
Prosecution Action. The report is a statement of facts on which designated authorities
may base a criminal, corrective or disciplinary action.
B. Criteria of Good Final Investigation Report
 It must be grammatically correct;
 Abbreviation must be used appropriately and correctly; and
 The report should avoid slang, colloquialism or unnecessary technical terms.
C. Requisites of Good Final Investigation
Accuracy.