Nature and Purpose of Note Taking and Report Writing in Police Investigations

Note Taking

• Creates a permanent record of an officer's observations and activities during an investigation
• Acts as an "aide-memoire" to refresh a witness' memory
• Enhances officer credibility while testifying in court

Report Writing

• Generates a permanent record of an investigation's findings
• Conveys information about one or more aspects of a case
• May be disseminated internally and to external agencies

Crown Brief

• Contains the findings of an investigation and the evidence of the case
• Used as a basis for prosecuting offenders
• Provides disclosure of evidence to the defense

Similarities of Notes, Reports, and Briefs

• All require absolute accuracy
• All information contained needs to be factually supported
• All are subject to release under Freedom of Information legislation
• All become property of the police service for whom they have been created

Note Taking Accuracy

• Accuracy reflects an investigator's attention to detail
• Sufficiency reflects an investigator's thoroughness
• Consistency reflects an investigator's credibility
• Notes must be made contemporaneously with the investigation

Note Books

• Bound book with sequentially numbered pages
• One notebook unless policy permits separate notebook for complex investigations
• Every line must be written on, or crossed out with a single-line strikethrough and initial

Notebook Entries

• Entries made chronologically (identify late entries as such)
• Written in blue or black ink
• Write on every line or cross it out with a single-line strikethrough and initial
• Never remove pages from notebook

Factors Impacting Note Taking

• Perception - subjective
• Memory – can only record facts that can be recalled
• Time constraints
• Volume of information
• Natural selectivity – not all people will assign identical priority to issues
• Anticipation of importance

Recording Information

• Record full details of victims, witnesses, persons of interest, suspects, and accused persons
• Record information in point form if necessary
• Record information about vehicles, including year, make, model, colour, license number, and distinguishing features
• Record information about property, including type, nature, physical description, and serial numbers

Recording Observations, Activities, and Information

• Record in as much detail as possible what you see, hear, smell, touch, and learn
• Record what you did and what you were told
• Vary with the circumstances of the individual investigation

Recording Important Times

• Time of dispatch to event
• Time of arrival at scene
• Time of arrest and administering charter rights
• Start and end times of statements
• Times of actions made without warrant and reasons for doing so

Notebook Sketches

• Rough and not-to-scale
• Include compass orientation and accurate measurements
• Diagrams of crime scenes or significant pieces of evidence
• Highly recommended whenever appropriate

Who Said What?

• Record statements made by witnesses, persons of interest, suspects, and witnesses
• Statements should be verbatim (in their words)
• Record prior inconsistent statements and admissions/confessions

Use of Inappropriate Language

• Avoid using slang in notes
• Use of short forms or abbreviations is appropriate
• Eliminate investigator bias

Report Writing

• Police reporting is not standardized (paper-based, computerized interactive, and smart form reporting)
• Tombstone information includes incident or occurrence number, time, date, and location of occurrence
• Narrative summary answers the questions who, what, where, when, and how?
• 12 vs 24-hour clock usage

Objectivity in Reporting/Notes

• Never include personal views or beliefs
• If you can't prove it, describe it
• Identify unverified facts by source
• Identify confidential/restricted information

Crown Briefs

• Cover page
• Index
• Information
• Remand/Release documents
• Main page
• Witness list
• Synopsis
• Exhibits
• Criminal Record of Accused