Memo Books SOP for Officers

A notebook used by first responders to document detailed observations, actions, and events during an incident.

The information recorded should be based on the first responder's direct observations and knowledge.

Recording details of the incident, including what happened, who was involved, and the initial response.

A detailed record of all actions taken by the first responder upon arriving at the scene.

Information about the victim(s) involved in the incident, including their condition and any statements they made.

Any unusual or concerning details noticed by the first responder, along with their actions taken to address them.

Recording specific actions taken by the first responder during the incident, including firefighting, rescue, or medical assistance.

Any issues or challenges encountered by the first responder during the incident, which may have hindered their actions.

Recording any deviations from standard operating procedures (SOGs) or best practices during the incident.

Memo books provide a reliable record of events, enhancing credibility in court proceedings.

Capturing all the relevant information regarding an incident, including the participants, actions taken, and sequence of events, from start to finish.

Answers the essential questions: Who was involved? What happened? Where did it occur? When did it happen? Why did it happen? How did it happen?

Keeping notes as close as possible to when the incident occurred while details are still fresh in the officer's mind.

Documenting all notes, irrespective of the medium, to provide a complete and accurate record of the incident.

Using clear and concise language, prioritizing understanding while keeping the information brief and focused.

Recording factual details observed rather than assumptions or interpretations, using accurate and objective language.

Organizing notes in the order they occurred, providing a clear timeline of events and actions.

Regularly reviewing officers' memo books to ensure adherence to guidelines and maintain high standards of documentation.

A document that records details of events, evidence, and observations during incidents. Helps with memory and recall later.

Include the date, station, and vehicle used at the start of each shift in your memo book.

Use only black ink when writing in a memo book.

Each incident should have its own separate entry, starting with its address.

Ensure there are no gaps or blank spaces between entries in your memo book.

Never tear out pages from the memo book.

Each page of the memo book has a number, and they must be kept in order.

Record as much detail as you need to recall the events later, no matter how trivial it might seem.

If you make a mistake, draw a single line through it and initial it, don't erase or obliterate it.

Remember that your notes may be used in court, so spelling and grammar must be correct.

Details about the victim's location, position, and any observed injuries or complaints.

A brief description of the treatment provided, including any effects observed.

Documentation of any observations about potential causes or factors contributing to the fire, such as building alterations or presence of unusual fuels.

A form completed when a crime may have been committed, OFMEM is involved, or prosecution is likely.

The location, position, and condition of the patient, including a description of any visible injuries or complaints.

The form provides a first-hand account of the scene on arrival, explains changes made by responders, and helps investigators understand the situation.

Details about the scene, including the location of objects relevant to the incident, like weapons or blood stains.

Document the reasons for an obvious death, such as rigor mortis or decapitation, providing evidence-based justification for the assessment.

Avoid making assumptions about a person's impairment by drugs or alcohol. Document statements made by the patient, but avoid subjective terms like 'drunk'.