CHRISTIAN POLYTECHNIC INSTITUTE OF CATANDUANES, INC.

COLLEGE OF CRIMINAL JUSTICE EDUCATION

BACHELOR OF SCIENCE IN CRIMINOLOGY
Francia, Virac, Catanduanes
2nd Semester

MODULE 1
POLICE REPORT
INTRODUCTION
Nowadays, the people are relaying too much from the graduates of Criminal Justice
Education in terms of delivery of services for they know for a fact that they are well trained in terms
of theory and practices and in other techniques while they are in school. The preference now of the
uniform sector is to hire graduates of Criminal Justice Education knowing that they have already the
background on how to handle their work. A basic training of course is necessary to add on to what
the agency would really want to do and for them to be. Once they are already in the service you can
see their performances and responsibilities it is fantastic. As you all know tertiary schools, colleges,
and universities are hiring faculty members coming from those in the uniform service and those that
have been retired from the service to teach in the college of Criminology to impart their knowledge
and experiences. There is a saying that goes like this, ‘’The best teacher is the experienced teacher’’.
Take note that the life of a person depends upon on how well he / she can make it. But if unavoidable
circumstances appeared in your life, then. Your life now is in the hands of the Law Enforcer who is
assigned in your case. It is they who make and unmakes your fortune. They are the only person
responsible in making a police report. So, if a certain investigator does not know how to prepare a
report what will happen now to the case you filed, if you are the complainant. If you are the one
being complained, what now? It is really important that the Criminology students must be required to
have a subject Police Report Writing for them to be able to write a complete report as what really is
needed by the court.
HOW DO YOU DEFINED A POLICE REPORT?
According to Dr. Oscar Soriano, report is basically a story of actions performed by man. A
police report is a chronological or step-by-step account of an accident that transpired in a given time,
at a given place. It is also defined as an account of an investigation, of an official statement of facts.
Police reports result 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 processes in modern
police operations.
 Police Report is any written matter prepared by the police involving their interaction with
the community.
 Police Report is an exact narration of facts discovered during the course of crime
investigation which serves as a permanent written record for future reference.
 Police Report is a permanent written record of police activities classified as informal and
formal which communicates important facts concerning people involved in criminal
activities.
 CHRISTIAN POLYTECHNIC INSTITUTE OF CATANDUANES, INC.
COLLEGE OF CRIMINAL JUSTICE EDUCATION
BACHELOR OF SCIENCE IN CRIMINOLOGY
Francia, Virac, Catanduanes
2nd Semester

WHAT ARE THE IMPORTANT USES OF POLICE REPORT WRITING?

Police report writing – is considered technical writing, as such, one needs to develop special skills
and techniques. It is the backbone of criminal investigation and prosecution.
 Reports serves as records for police administration in planning, directing and organizing the
unit’s duties.
 Reports can be used as legal documents in the prosecution of criminals.
 Reports are utilized by other agencies.
 Reports can be useful to tri-media for public information purposes.
 Reports can be utilized for research purposes.
 Reports improve the personality of the writer.
TYPES OF REPORT WRITERS
According to the PNP Investigative Manual, there are three (3) types of report writers
 Those who write without thinking – Do not bother to gather facts and information to
support the written report
 Those who write and think at the same time – Gather information and facts and put them
into writing
 Those who think first and write afterwards – Gather specific data, facts, and evidences
carefully before they write. Very keen in observing and gathering information to back up their
report
QUALITIES OF A GOOD REPORT
It is almost always necessary to use a paragraph in any narrative report. A paragraph is simply
warning to the reader that a change in thought is about to occur, or that a new subject to be explored.
The report should be complete, easily understood, brief and accurate.
Below are essential qualities to write a better report.
 Clarity – refers to the clearness of thought, style or expression of the writer
Example 1: The pump boat capsized because it was overloaded
Example 2: The pump boat capsized because it was overloaded. Rescuers confirmed
that the pump boat can only hold five people. Witness said that there were ten people
when it capsized.

 Accuracy – it is the conformity to facts and representation of truth with precision and
exactness
Example 1: The child was hit by a speeding car
Example 2: The child was hit by a blue Honda Wave motorcycle, which is
approximately traveling an estimated speed of 50kph

 Completeness – having all the necessary normal part, components, and style of writing in its
entirety
Example 1: The missing boy was found
 CHRISTIAN POLYTECHNIC INSTITUTE OF CATANDUANES, INC.
COLLEGE OF CRIMINAL JUSTICE EDUCATION
BACHELOR OF SCIENCE IN CRIMINOLOGY
Francia, Virac, Catanduanes
2nd Semester

Example 2: The 5-year-old boy from Lapu-Lapu City who was missing for seven
days was found wandering in A.C Cortes Avenue by a couple from Mandaue City.

 Brevity – has something to do with the quality or state of being brief and concise, with the
quality of terseness, and lack of wordiness
Example 1: The victim telephonically contacted the police station right after the
incident happened
Example 2: The victim called the police station after the incident.

 Fairness/Impartiality – having or exhibiting a disposition that is free of favoritism, bias,

impartiality, self-interest or preference in judgment.
Example 1: If a fireman couldn’t fireproof his own home how can he save another
man’s house?
Example 2: If a firefighter couldn’t fireproof his or her home, how can he or she save
other people’s house?

 Specificity – quality of writing pertaining to being explicitly definite and specific rather than
general
Example 1: She died of stab wounds
Example 2: She died of five stab wounds in her chest, and another five stab wounds
in her upper right rib cage

 Timeliness/Prompt – the report must be submitted on time

 Security – the report must be considered classified, hence, transmission, handling, and access
to these reports should be limited only to police personnel who granted by higher authority
security clearance.
Example: Top Secret, Secret Matter, Confidential Matter, Restricted
OTHER CRITERIA TO BE CONSIDERED IN REPORT WRITING
According to the book of Dr. Oscar Soriano, one of the most basic considerations of report
writing is the language used. Direct-to-the-point words are essential to good police report writing.
Use of specific words also contributes to factual police reports. Every complete sentence must have
at least one subject and one predicate. Diction refers to the manner and style of expression in words.
Following are some other guidelines in writing a report.
 Word usage
 Slang is usually non-standard vocabulary developed by a group of people.
 Jargon is usually the specialized language of profession.

 The Tone (First person and Third person)

 Both are acceptable
 First person writing style is preferred and the most widely used
 CHRISTIAN POLYTECHNIC INSTITUTE OF CATANDUANES, INC.
COLLEGE OF CRIMINAL JUSTICE EDUCATION
BACHELOR OF SCIENCE IN CRIMINOLOGY
Francia, Virac, Catanduanes
2nd Semester

 Avoid ERROR OF FORMS

 Grammar and syntax error
 Misspelling
 Typographical forms
 Wrong File number
 Report format

 Avoid ERROR OF SUBSTANCE

 Completeness of 5W’s and 1H
 Misstatement of facts
 Delay in investigation
 Delay in reporting
 Inadequate interviews
STEPS IN REPORT WRITING

1. Interviewing – defines as asking somebody a series of questions to gather information

2. Note taking – means brief notation concerning specific events while fresh in one’s mind and
used to prepare a report.
3. Organizing – means to arrange the components of something in a way that creates a
particular structure.
4. Writing the Narrative – the task is not only to express your ideas, but to make an impression
upon the mind of the reader as well.
5. Proofreading – ask yourself the following questions:
i. Is this report the best I can do?
ii. Do I want to read it to the chief of Police?
iii. Is there anything I can do to make it better?

WHAT ARE THE TWO TYPES OF POLICE REPORT?

There are 2 general types or police reports as stated by Guevarra, et al. (2008), these are the
following:
1. Basic or Informal Reports – These are reports that are mostly related with ordinary,
miscellaneous incidents, usually in letter or memorandum. These are accomplished by any
member of a unit, section, bureau, or division within a department in accordance with
prescribed regulation. Basically, these reports contain the generic format like the heading, the
person or office to whom it is addressed or submitted, the text or the body, and the name of
the writer or the source of the report.
2. Investigative or Formal Reports – These are reports that cover all the exact and exhaustive
narration of facts. These reports are classified as Initial or Advance, Progress or Follow – Up,
and Final or Closing reports.
 CHRISTIAN POLYTECHNIC INSTITUTE OF CATANDUANES, INC.
COLLEGE OF CRIMINAL JUSTICE EDUCATION
BACHELOR OF SCIENCE IN CRIMINOLOGY
Francia, Virac, Catanduanes
2nd Semester

WHAT ARE THE CLASSIFICATIONS OF POLICE REPORT?

Reports are classified into any of the following: Technical, Problem Determining, Problem
Solution, Fact – Finding, and Performance reports. These are mentioned by Soriano (2005), and are
further elaborated below:
1. Technical Reports – These are written reports dealing with technical and specialized subjects
2. Problem – Determining Reports – These are written reports identifying the existence and
causes of certain problems.
Ex. Causes of Juvenile Delinquency, Drug Addiction and Human Trafficking
3. Problem Solution Reports – These are written reports identifying the processes and
solutions of the certain problems.
Ex. Case studies on preventive measure against Juvenile Delinquency, Drug
Addiction, Human Trafficking
4. Fact – Finding Report – These are written reports on the methods of logical gathering and
presentation of data.
Ex. Reports about Facts and Figures or Terrorism, Drug Trafficking, Human
Trafficking, etc
5. Performance Reports – These are written reports referring to information on the status of an
activity or operation within a unit or organization.
HOW ARE POLICE REPORTS CATEGORIZED?
Foronda (2009) enumerated those reports are categorized according to whether they are
Operational, Internal Business, or Summary reports.
1. Operational Reports – These are written reports about police incident, investigation, arrests,
identification or persons, and other miscellaneous reports for routine operations of police
organization
2. Internal Business Reports – These are written reports on financial, personnel, purchase,
equipment, property maintenance, and general correspondence which are important in the agency
or organizations management.
3. Summary Reports – These are reports that are furnished for the necessity of the solution of
crime accident, and other police administrative-related problems.

SPECIFIC TYPES OF POLICE REPORTS

1. Spot Report
This is a verbal or written report done within twenty-four hours after an important incident.
This report is written to inform an immediate chief or those in higher position of particular
 CHRISTIAN POLYTECHNIC INSTITUTE OF CATANDUANES, INC.
COLLEGE OF CRIMINAL JUSTICE EDUCATION
BACHELOR OF SCIENCE IN CRIMINOLOGY
Francia, Virac, Catanduanes
2nd Semester

occurrences in his command of responsibility. In some cases, a spot report may be in the form of a
radiographic message if the reporting unit is far from the receiving office.
2. Special Report
This is written by a police unit or office based from a directive or instruction from higher
police officers. This type of report follows the memorandum format of correspondence. The
commander or chief signs this report or an authorized person signs if the commander is not around.
This contains the rationale and the action. Rationale means specification and details related to the
problem, Action means the expected action or response the receiver or reader will do after reading
the report
3. Beat Inspection Report/After Patrol Reports
This is one of the widely practiced written forms of communication in a station. This is a
routine report because the duty beat supervisor submits this report daily; those assigned on beat
inspection do their routine check on foot, while those on patrol sectors use patrol cars. The Beat
Inspection and After Patrol reports use the memorandum format
4. Wanted Person Report
Using the notice on Wanted Person, this report is about those persons who are wanted by the
police. Information of wanted person are flashed on local and national tv as well as posted in
conspicuous areas as a notice to the public. This report is done in four (4) copies to be submitted to
the following: To the PNP Provincial Director, or to the PNP Chief in Camp Crame if the province is
not under the provincial commander, to the Department concerned which will have the original copy
in the “Persons Wanted File”, to the NBI which will have one copy, and the Rogues’ Gallery will
have the fourth copy.
5. Arrest Report
This is a report that documents all the events in arresting a suspect including personal
information, jail bookings, information about control and release of prisoners, and court proceedings.
This report is based on information received, ensuring probable cause for a warrant/warrantless
arrest.
6. Crime Report
These reports are written after the conclusion from the preliminary investigation that a crime
truly happened. This report also includes important factors like corpus delicti (elements of the crime),
suspect descriptions, properties taken, evidences collected, property damages, victims’ injuries, and
suspect modus operandi.
7. Situation Report
Also known as SITREP, this is similar to patrol report which is submitted every eight hours
but, on a need only basis. The value of the SITREP is to help both the area affected, and the local
government authorities to deal with the disaster and ongoing developments in it.
8. Miscellaneous Incident Report
 CHRISTIAN POLYTECHNIC INSTITUTE OF CATANDUANES, INC.
COLLEGE OF CRIMINAL JUSTICE EDUCATION
BACHELOR OF SCIENCE IN CRIMINOLOGY
Francia, Virac, Catanduanes
2nd Semester

Also known as MI report, this is used to document any incident, situation, or circumstances
that are not crimes, or may not be designated by a particular title. The purpose of this report is simply
to maintain the integrity of the department’s reporting system.
9. Traffic Accident Report
This report is written by the officer who investigates the accident. This type of report
documents all the facts and information about any vehicular accident whether it is fatal or non-fatal.
This also examines the nature of the damage of any property, the location of the accident and its
causes. The traffic investigation report will be accomplished in five copies to be submitted to: The
Court or Prosecutor Office, TRAFCOM (TMG) or Traffic Division, the investigator, the Insurance
Company for party involved #1, and the Insurance Company for party involved #2.
10. Investigation Report
This is written to investigate a particular case. This is an internal form of communication that
requires the addressee, the officer-in-case, and the chief of investigation section. The addressee of
Investigation Report is the chief or head of a police unit, the officer-on-case will write and sign the
report, and it will be noted by the chief of investigation section.
CLASSIFICATION OF Investigation Report
1. Initial/Advance/Preliminary Report – this is an advance information on a new or fresh case
assigned to an investigator; the data in this report is not yet complete, but it is written and
immediately submitted after the preliminary investigation of the case
POINTS TO REMEMBER
a. Paragraph 1 is the introductory of an initial report
b. The objective of the introductory paragraph is to point out to the reader the stamen of the
objective, and the subject of the report
c. After presenting the introductory paragraph, the report writer will proceed with pp. 2,
narrating the facts gathered in the course of the ongoing investigation

2. Progress/Follow-up Report – written narration of facts developed by the investigator in the

course of the follow-up investigation. This is a report on subsequent details which are very
vital to the case but have not been incorporated in the initial report, should be submitted
within three days after the initial report has been submitted, and consequently a monthly
report thereafter.
POINTS TO REMEMBER
a. Statement of the objective or the subject of the report is changed
b. Opening statement of the introductory paragraph is also changed from Initial to
Progress report
c. For administrative purposes, the case number is not mentioned, an original number is
assigned to every new fresh case throughout the investigation until it is solved
d. The report progresses through the follow up investigation done by the investigator
 CHRISTIAN POLYTECHNIC INSTITUTE OF CATANDUANES, INC.
COLLEGE OF CRIMINAL JUSTICE EDUCATION
BACHELOR OF SCIENCE IN CRIMINOLOGY
Francia, Virac, Catanduanes
2nd Semester

3. Final/Closing Report – a complete written narration of facts based from a thorough

investigation of the case. This is a result of evaluation, summation, and analysis of all facts
and circumstances of the case, and the complete accumulation and collection of data
POINTS TO REMEMBER
a. The final report bears the mark “CASE SOLVED/CLOSED”
b. The heading has the same letterhead, case number, date, nature of the crime. The
introductory paragraph presents the original facts of the case
c. The body has the main contents of the report and the related facts about the crime and
the final sequence of events are unfolded here
d. The ending has the usual administrative data like the signature of the report writer, the
official endorsement of the section, and the department offices.
PARTS OF THE INVESTIGATION REPORT
I. Authority – A part where the investigator cites the authority for making the report, and he
states briefly the date, the place, and the person by whom the investigation is made
II. Matter Investigated – A part where the investigator writes the purpose of his report by
generally stating what the investigation is all about. Included in this part are the
complaints, and the allegations of committed crimes
III. Facts of the Case – This part is the coherent presentation of all the important facts
supported by evidences involving the whole investigation
IV. Discussion – A part indicating all the factual information related to the investigation.
Investigator discusses all the circumstances to give the reader a clear picture of the whole
investigation in order to establish the conclusion and recommendation of the report
V. Conclusion – This part indicates the summary of the result of the whole investigation
process. The summary should be supported by the facts basing from the order of statement
of allegations
VI. Recommendation – The last part which is consistent with the conclusion. This is where
the investigator writes his judgment and the practical suggestions for the appropriate
actions to be taken, for proper disposition of the case, for the remedy of unsatisfactory
situation, and for the recommendation that a cased be closed
STEPS IN WRITING AN INVESTIGATION REPORT
1. Initial preparation
2. Final Organization of the collected data
3. Preparation of the first draft
4. Rewriting and polishing the report
5. Finalize the report