1+Intro+to+Report+Writing+copy (2).pptx

Introduction to Police Report Writing Overview of Police Reports • Police reports are an extremely significant component of cases; they are permanent records of important facts • It is estimated up to 20% of a patrol officer’s time is spent writing reports • Cases can be won or lost based on the...

Introduction to Police Report Writing Overview of Police Reports • Police reports are an extremely significant component of cases; they are permanent records of important facts • It is estimated up to 20% of a patrol officer’s time is spent writing reports • Cases can be won or lost based on the completeness of an officer’s report • Reports can be used against an officer on the stand, especially if the report is inaccurate or lacks key information • Police reports will be read by many other people besides other officers: • Jury, media, city officials, social workers, attorneys, judges, supervisors Reports: The Basics • In the report these questions must be answered: • Who? • What? • When? • Where? • How? • How much? Pre-Check List • Things you will need to do the report: • Time and date • 911 call, complaint, time you arrived, time you left • • • • Everyone’s name and age Driver’s license numbers Relationships (parent, neighbor, witness, etc.) Addresses where offense took place • Intersections, approximate block numbers work • Value of (stolen) property • (Weighed) amount of controlled substances • 2 oz. marijuana, 3g of cocaine Order • All reports should be written in chronological order, beginning with the call and ending with the end of the investigation • Start reports with: • On day of week, month day year, at approximately military time, I, name & badge number, was dispatched to address… • On Sunday, December 28, 2017, at approximately 1610 hours, I, Officer Smith 2403, was dispatched to 100 N. Center St… Order • Start reports with: • On day of week, month day year, at approximately military time, I, name & badge number, was dispatched to address… • On Sunday, December 28, 2017, at approximately 1610 hours, I, Officer Smith 2403, was dispatched to 100 N. Center St… USE THIS: • On above date and time… • Refer to yourself as R/O (one man car) or R/Os (two man car). First Person Voice • In addition, always use first person voice “I” • Do NOT use third person to refer to yourself in police reports • Examples: • I, Officer Smith 5656, arrived on scene at 1609 hours…. • Officer Smith 5656 arrived on scene at 1609 hours… • I observed the subject hide a plastic bag in the car window… • He observed the subject hide a plastic bag in the car window… • We will use: • In summary, R/Os arrived on scene at 1609 hours…. • Officer Smith 5656 arrived on scene at 1609 hours… • R/O observed the subject hide a plastic bag in the car window… • He observed the subject hide a plastic bag in the car window… Content • The content of the report must be factual, accurate, objective and complete • ***Extremely important to review video to make sure of details*** • Use verbatim quotations as facts, put in “quotation marks” • Examples: • The man refused the sobriety test • The offender (or offender #1) told me “Get lost” when I told him to do the test • Double check facts for accuracies • License plates, driver’s licenses • Measurements • Correct spellings of names Active Voice • Use active voice to describe events instead of passive voice; it sounds more confident and is usually more concise • Examples: • The gun was thrown by the suspect into the buses Passive • The suspect threw the gun in the bushes Active • The drugs were swallowed by the suspect Passive • The suspect swallowed the drugs Active • The car was stolen by the juveniles Passive • The juveniles stole the car Active Past Tense • Use past tense to refer to events • I live at 100 Main St • I lived at 100 Main St Present Tense Past Tense • He is calling me today • He called me today Present Tense Past Tense • We run all over town • We ran all over town Present Tense Past Tense Form • Be Concise, short as possible while still being thorough • Standard English with no slang or jargon • Do NOT use abbreviations • Example: • PC for probable cause • DL for driver’s license • Use correct spelling, use spell check • Use correct grammar with subject-verb agreement • He agrees with the woman • They agree with the woman Word Choice • Use this instead of this • (Motor) Vehicle instead of car • Operating instead of driving • Residence instead of house/home • Juvenile instead of teen/youth • Offense instead of crime • Possesses instead of has (drugs) • Sexual Assault instead of rape Military Time • Military Time is based on a 24-hour cycle and does not use AM or PM • At 1 PM, the hours adds 12 to the PM time ( 1pm becomes 1300 hours (12 +1)) Time Military Time Military Time Military Time Military Midnight 0000 hours 6 AM 0600 hours Noon/12 PM 1200 hours 6 PM 1800 hours 1 AM 0100 hours 7 AM 0700 hours 1 PM 1300 hours 7 PM 1900 hours 2 AM 0200 hours 8 AM 0800 hours 2 PM 1400 hours 8 PM 2000 hours 3 AM 0300 hours 9 AM 0900 hours 3 PM 1500 hours 9 PM 2100 hours 4 AM 0400 hours 10 AM 1000 hours 4 PM 1600 hours 10 PM 2200 hours 5 AM 0500 hours 11 AM 1100 hours 5 PM 1700 hours 11 PM 2300 hours Examples Examples: 3:14 AM becomes 0314 hours 9:30 AM becomes 0930 hours 3:14 PM becomes 1514 hours Regular Time 2:34 AM 11:45 AM 12:02 PM 4:17 PM 10:30 PM 0146 hours becomes 1:46 AM 1346 hours becomes 1:46 PM 1923 hours becomes 7:23 PM Military Time 0234 hours 1145 hours 1202 hours 1617 hours 2230 hours Military Time Regular Time 0030 hours 12:30 AM 0345 hours 1411 hours 1756 hours 2323 hours 3:45 AM 2:11 PM 5:56 PM 11:23 PM