Police Report Writing: Definition of Terms

• A report is an account prepared after a thorough investigation.
• Police report writing requires special skills and techniques, it is the backbone of criminal investigations and prosecutions.

Definition of Terms

• Assumption: Believing something is true without proof.
• Chronological Order: Arranging events or actions by time of occurrence.
• Communication: Using spoken or written language to exchange ideas, which includes non-verbal language.
• Coherence: Logically and aesthetically consistent facts and information that form a harmonious and credible report.
• Conclusion: A decision or opinion formed after considering relevant facts or evidence.
• Corpus Delicti: Body of facts showing a crime committed, including physical evidence like a corpse.
• Fact: Anything proven to exist or have happened through observation or investigation.
• Hearsay: Information heard from other people.
• Jargon: Technical language used by a specific group, profession, or culture.
• Logical: The ability to think sensibly and reach rational conclusions based on facts, not emotion.
• Narrative: A story or account of events in the order they occurred.
• Note Taking: Briefly noting specific events while fresh in mind, to be used for report preparation.
• Opinion: A personal view about an issue, especially when based on personal judgment.
• Proofreading: Reading a text to mark corrections.
• Reporting: Knowingly passing information to someone else.
• Report Writing: A communication tool that allows people to express thoughts and ideas to obtain what they need.
• Slang: Casual, vivid, or playful language unsuitable for formal contexts.
• Surveillance: Discreet observation of places, persons, and vehicles to obtain information on their identity or activities.
• Tone: The writer's attitude toward a subject, audience, and self.
• Verbal: Using words, especially spoken words, as opposed to pictures or physical action.

Purpose of Written Reports

• Preserve knowledge
• Provide accurate details
• Aid personnel and other agencies
• Coordinate activities within the organization

Qualities of a Good Report

• Accurate
• Clear
• Complete
• Concise
• Factual
• Objective
• Prompt

Steps in Report Writing

• Interviewing: Gathering information by asking questions.
• Note Taking: Recording specific events while fresh in mind, to prepare a report.
• Organizing: Arranging components to create a particular structure.
• Writing the Narrative: Expressing ideas and making an impression on the reader.
• Proofreading: Reviewing the report by asking if it is the best possible, acceptable to the Chief of Police, and if it can be improved.

Guidelines in Report Writing - Word Usage

• Slang: Nonstandard vocabulary developed by a group.
• Jargon: Specialized language of a profession.
• Tone: Using first person is acceptable and widely preferred.

Contents of a Police Report (5Ws and 1H)

• Who: use the Complete and correct name.
• What: use the happenings.
• Where: use the geographical location of the crime scene, property, or evidence.
• When: use the date and time the offense was committed.
• Why: include the object or desire motivating the offense.
• How: describes the general manner in which the crime was committed.

Security Classifications of Documents

• Top Secret: Unauthorized disclosure would cause exceptionally grave damage to the nation, politically, economically, or from a security aspect.
• Secret Matter: Unauthorized disclosure would endanger national security, cause serious injury to the nation's interests or governmental activities, or greatly advantage a foreign nation.
• Confidential Matter: Unauthorized disclosure would prejudice national interests or governmental activities, cause administrative embarrassment, or be of advantage to a foreign nation. It doesn't endanger national security.
• Restricted: Requires special protection but is not Top Secret, Secret, or Confidential.

Five Elements of Effective Written Communication

• Precision
• Brevity: using simple, familiar and concrete words, writing short sentences and making paragraphs direct to the point.
• Originality
• Vividness
• Style

Rules in Writing Legal Forms

• Be specific with the document title.
• State personal circumstances of parties involved.
• State operational clauses in separate, numbered paragraphs.
• Write precisely and concisely.
• Avoid pronouns.
• Include execution place and date, if needed.
• Use proper punctuation.
• Use correct grammar and language.
• Organize writing style and polish your work before submitting.

Memorandum

• A memorandum can be defined as a note, statement or reminder to preserve for future use.
• It is derived from the Latin terms 'memorandus' and 'memorare'.
• Memorandum is singular, while memoranda is plural

Memorandum Parts

• The letterhead includes the agency's logo, name, address, and other relevant information like contact information.
• The heading is composed of the To/For line, From line, Subject line, and Date line.
• The body states the reason for writing, states information or details, and ends with a courteous request for service, action, or further information.
• Penned Signature includes the writer's signature.
• Memo To is used when the writer is addressing his subordinates or those who have lower positions.
• Memo For is used when the writer is addressing his superior or one who has higher positions.
• Types of memoranda revolve on the following purposes, request, inform and respond.

Guidelines for Standard Preparation of Communications

• Some defects are wrong addressee portion format, incomplete staff work, redundancy in communication distribution, wrong stationary/letterhead and incorrect use of spacing.
• Lack of appropriate tabs for enclosures/attachments, typographical and grammatical errors, wrong font/size and dirty printing is also an area for attention.

Civilian Letter

• A civilian letter is a message in writing using any language or code, it is is contained sealed or unsealed in or outside of an envelope and is directed toward public, private and religious organizations. Civilian Letter Parts:
• Heading (Letterhead): has information on letter's origin
• Date (Dateline): The specific day the letter was written (not necessarily when sent).
• Inside Address: Addressee's business address and correct name.
• Salutation: A greeting which provides a courteous opening.
• Body of the Letter: The main text of the message and is often the largest.
• Complimentary Close: The closing farewell of the letter
• Signature Block: Signifies the writers name with the signature right above it.

Legal Forms - Investigation Report Format

• The Subject of the report indicates the report type (initial, progress, or final). Write the designation of the person or authority who assigned the case
• Authority for Investigation: include a brief statement of when, where, and by whom the investigation was made.
• Report Details: Include all relevant investigation activities, enumerate data sources, actions taken, and facts gathered
• Recommendations: Provide appropriate recommended actions based on the report type (initial, progress, or final).

Sample Legal Format No. 2

• Subject: Provide the subject matter of case.
• Authority: Include a brief statement of when, where, and by whom the investigation was made.
• Matters Investigated: Describe the mission of the investigation/investigating officer and answer what the investigation is about.
• Facts of the Case: Include a truthfull presentation supported by evidence and free from bias.

Discussion

• Discussions should outline the presumption or inference derived from all circumstances in the case.

Conclusion

• The conclusion represents a short summary of the investigation results based on provided facts

Recommendation

• Recommendations should include any suggestions of steps and actions authorities can take to make a suitable conclusion.

List of Exhibit Annexes

• List of exhibits/annexes (only five letters or are used.
• Witness and suspect Indexes.

List of Pleading/ Court Order

• Include complaints/ letter of transmittal warrant of arrest and any motions/petitions.

Legal Form No. 3

• Used to fill out Integrated Patrol Reports.

Legal Form No. 4

• Used to fill out Deployment Reports.

Legal Form No. 5

• Is an Observation Form.

Legal Form No. 6

• Is a form for Significant Incident Reports.

Legal Form No. 7

• A checklist for Patrols and Equipment.

Legal Form No. 8

• Used to track traffic post activity.

Legal Form No. 9

• This legal form is the MPSU Respond Sheet.

Legal Form No. 10

• This legal form is the Project Proposal Format.

Legal Form No. 11

• This is a Coplan Format.

Legal Form No. 12

• Is a Source Control Data Legal Form.

Legal Form No. 13

• This legal form certifies a individuals clearance to proceed through the directorate.

Standing Operating Procedure

• Standing Operating Procedure #2 contains a standard practices for patrol procedures.
• Procedures outline patrol responsibilities and areas to cover.

Police Blotter

• A police blotter is a record of daily events, it's purpose is for uniform record keeping, sizes are approximately 12 by 16 inches.
• Contents should answer who, what, why, where and how.
• Should summarize events in question and assign any involved officers.
• Police blotters must adhere to handwriting and editing policies.
• Police blotters are to be accessible to authorities.
• All units are held responsible for their police blotters.